Summary: The proof list may contain hundreds or even thousands of proofs on different accounts. That's why having an organizational system to locate proofs/files quickly is vital. Creating a folder hierarchy is a highly effective way to stay organized. Folders can be shared among other Ziflow users, so collaborating is easier when working on some proofing projects.
This article outlines how described functionality appears and operates in the old layout. If you are using Dashboard 2.0, please refer to the corresponding article in the Help Center.
Available for: Standard, Pro, Business Legacy, and Enterprise editions
Features outlined in this article:
Folder management
The folder feature is located in the menu to the left of the proof list. If you click on Folders, it will display a list of all the folders that have been created.
Once you open a folder in the upper right corner, you'll be presented with five options:
Open folder
Edit folder
Clone folder
Archive folder
Delete folder
How do I create a folder?
The folder creation button is located near the Create Proof button in the upper right corner.
Choose the folder name.
Choose the folder location:
A user can set up a top-level folder, which would be displayed right after entering Folders.
A folder can also be nested under a folder, making this a sub-folder.
Sharing settings:
Allow to create proof in the folder - decide if users with folder access should have the right to create new proofs within a folder.
Allow users to view and manage all proofs (Pro, Business Legacy, & Enterprise) - decide if users with folder access should have management rights.
Make this folder private (Pro, Business Legacy & Enterprise) - If the box is left blank, all Ziflow users will be able to create proofs in that folder by default. However, they cannot view the folder's contents if they are not shared with them. If the box is checked, the folder creator, administrators, and the people with whom the folder is shared are the only ones who can see the folder.
Share with: use this field to invite users to the folder. You can also decide if users should get a notification with the folder invitation.
Who has access: displays all the people who have access to the folder. Each user invited to the folder can be granted specific folder permissions. You can also delete users from the list using the trash icon near the listed profile.
Shareable link: share the folder with others using a shareable URL. Read more about the Shareable link feature.
Moving proofs to folders
The proof creator may insert the proof into a folder during proof configuration by clicking on the folder button and choosing the location.
If proof wasn't placed in a folder during the creation process, it could still be moved by the proof owner or manager by using a bulk actions menu and selecting the proof location.
Folder shareable link
With a shareable folder link, you can allow users or guest reviewers to view assets placed within a specific folder. This option lets you quickly share a set of assets placed in a folder by sending a link to anyone who needs access.
When you open the Share folder settings, you'll see a Shareable link section that allows you to select the access restriction type and then copy the generated URL.
There are three types of URL restrictions that may be applied depending on what you want the URL to work like:
Restricted: Only users who were invited to the folder can access it with a link.
Public: Anyone (registered user or not) can view assets placed inside the folder. If a particular proof security setting is enabled, then reviewers must sign in to view that proof.
Disabled: Shareable link won't allow opening the folder.
Contacts who open the link will be redirected to Ziflow Viewer, where they can view assets placed within the folder:
When a shareable link is opened by a contact invited to proofs in the folder, they can comment or submit decisions on proofs located in it (depending on rights given on proof level).
If proofs weren't specifically shared with someone, they could only view assets but wouldn't be able to add comments or submit decisions. They need to be invited to each proof to let them comment and add decisions.
Folders that are shared with a link (public setting selected) are marked with a special icon, so it is easier to identify folders to which a link was shared:
Please note that the security level of proofs affects whether it can be viewed through a shareable link. In order to allow reviewers to view proofs, authentication should not be required for Users and Guests.
Ability to sort proofs in a folder shared via a shareable URL
When opening a folder with a shareable link, reviewers may decide how proofs in that folder should be sorted. Users can arrange the proofs in the folder alphabetically by Name (A to Z / Z to A) and by Date Created (newest / oldest).
Additional Information:
If a user decides to delete a folder, Ziflow will ask what should be done with sub-folders/proofs inside of it.
Please note that folders can be deleted only by folder owners/creators or users with manager or admin rights.
Shared folders have a special icon near the name, so it is easier to see that the folder has been shared (with users or shared using a shareable link). Once you click the icon, it will expand a list of the users with whom the folder is shared. You can also open "Sharing settings" and view/edit folder details.
Supporting material: