Organize files: folders and team workspaces

Group your files in folders, and keep a team's files in its own workspace.

Files lives in two kinds of place:

My Workspace: the files you create. Group them in folders to find them faster.
Team workspaces: one for each team you belong to, holding files only that team (and Admins) can open.

Folders

Folders keep your own workspace tidy. They’re yours: nobody else sees your folders.

My Workspace with a Scheduling folder holding 1 file above the Files list, and the + New folder button highlighted — Folders appear above your files.

Create a folder

In Files, click + New folder.
Type a name of up to 60 characters, then click Create.

Name the folder, then click Create.

Put a file in a folder

In Files, click ⋯ next to the file. Under Move to folder, click the folder.

The menu for Patient Registration and Appointment Booking Guide open, with Preview, Edit, Rename title, Link a tool, Governance and Set category, then Move to folder with the Scheduling folder highlighted, Convert to Training Module and Delete — Each file can be in one folder at a time.

To see what’s in a folder, click it. Everything is also listed under Files below your folders, so you can always search all your files at once.

To take a file out of a folder, click ⋯ next to it, then Remove from folder.

Rename or delete a folder

Click ⋯ on the folder, then Rename or Delete. Deleting a folder doesn’t delete the files in it: they stay in your workspace.

Team workspaces

A team workspace is where a team keeps its shared procedures, such as each clinic’s front-desk guides. Its files open only for the team’s members and for Admins.

Your teams are listed at the bottom of the sidebar, under Teams. Click one to open its workspace.

The Northside Clinic Workspace listing Patient Check-In Process by Tom Fletcher, marked Draft, with the + New file button highlighted — A team workspace shows who made each file.

Add a file to a team workspace

Open the team’s workspace, then click + New file there. The file you create belongs to that team’s workspace instead of yours. See Create a document from a recording or video.

Who can do what

Team members and Admins can open every file in the team workspace.
The person who created a file is the only one who can edit it. Other members open it Read-only.
Team members who aren’t Viewers, and Admins, can create folders in the team workspace. Unlike your own folders, the whole team sees them.

Managers and Admins create teams and choose who’s in them. See Teams and team workspaces.