Summary: The proof list may contain hundreds or even thousands of proofs on different accounts. That's why it's vital to have an organizational system to locate proofs quickly. 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 proofs.
Available for: Standard, Pro, Business Legacy, and Enterprise editions
Features outlined in this article:
Folder management
The folder feature is located 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.
You may adjust the width of the folder panel or hide it completely if necessary.
After accessing a folder by clicking on its name, you will be presented with a contextual menu that offers various actions to choose from. Depending on your access level, you'll now see a range of options that may include "Edit," "Share," "Clone," "Archive," "Open folder," and now "Add folder."
Alternatively, you can open the folder actions menu by right-clicking on the folder icon to reveal the context menu and then selecting the desired action.
New folder - select "Add folder" to quickly create a new folder in the specified location.
Edit - allows changing folder/subfolder location, name & public/private setting.
Share - opens share settings for a particular folder/subfolder.
Clone - clones selected folder/subfolder. Any settings (including share options) can be amended during this action. The user performing the cloning action becomes an owner of a clone folder/subfolder.
Archive - archives entire folder/subfolder. You can choose if you want to archive only folders & subfolders or if you want also to archive proofs inside.
Delete - deletes the selected folder/subfolder. During this action, you need to decide whether you want to retain proofs existing in a folder or remove folders and their contents.
How do I create a new folder?
The folder creation button is under the New button in the upper right corner. It's the same place where you can start a new proof in Ziflow.
Please have a look at the details of the folder creation process:
Choose the folder name.
Public/Private (available on Pro, Business Legacy, and Enterprise editions) - if the globe icon is selected, then the folder will become public, and 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 key icon is selected (private), then the folder creator, administrators, and the people with whom the folder is shared are the only ones who can access the folder.
Choose the folder location - to add a new folder as a top-level folder, choose the General workspace. Alternatively, select an existing folder; the newly created folder will become a subfolder.
New folder member - type in an email or name of the team member who should get access to that folder.
Send invitation message - please consider selecting this option if you wish to inform new folder members about their ability to access the folder.
Sharing settings - decide which setting is the most appropriate for the team member you invite to the folder.
View only shared proofs - this setting is available only for Standard, Pro, Business Legacy, and Enterprise editions.
View all proofs - this setting is available only for Pro, Business Legacy, and Enterprise editions.
View and manage all proof versions - this setting is available only for Pro, Business Legacy, and Enterprise editions.
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.
Moving proofs to folders
Users may put proofs into folders during the proof configuration by clicking the folder button and choosing the location.
If a 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 or an action inside Proof Details and selecting the proof folder location.
Folder shareable link
Available for: Standard, Pro, Business Legacy, and Enterprise editions
With a shareable folder link, users or guest reviewers can view proofs placed within a specific folder. This option lets you quickly share a set of proofs 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 what type of access restriction should be applied 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 invited to the folder can access it with a link.
Anyone with the link: Anyone (registered user or not) can view proofs placed inside the folder. If a particular proof security setting is enabled, then reviewers must sign in to view that proof.
Off: Shareable link won't allow opening the folder.
Contacts who open the link will be redirected to Ziflow Viewer, where they can view proofs 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 (Anyone with the link 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 they 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), in addition to 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: