Keep your Ziflow workspace organized by grouping related proofs into folders and subfolders. Folders make it easier to find, manage, and review large volumes of work.

Ziflow users and administrators: check out Proof Creation and Management for a guided walkthrough.

You can also open folders of proofs in a Gallery or Canvas view to see them all at once. For more information, see View proofs in Gallery view and View proofs in Canvas view.

Available on: Business Legacy, Standard Pro Enterprise

• Folders are located to the left of the proof list in the Folder panel. 

  

   

  Create a folder

  1. Click the arrow next to the New proof(s) button in the top-right corner of your dashboard and select New folder.
     You can also create a new folder from the Create option in the Ziflow menu, or by selecting the options menu (three dots) next to an existing folder.
     
     

  2. Enter a folder name.

     

  3. Pro Ent Next to the folder name, choose public or private:
     • Key icon: Private – Only you, administrators, and invited users can access it.
     • Globe icon: Public – Anyone in your Ziflow account can create proofs here (but not view them unless shared).
  4. [Optional] Enter the names of users who you want to access the folder if the folder is private. If you would like to notify users about their access, select Send invitation message.
  5. Set view settings for your users. For more information about adding users to folders and view settings, see Add users to a folder.
  6. Select Create.

  Public vs. private folders

  When creating or editing a folder, you can set visibility:
   

  Setting	Who can access
  Private	Only the owner, administrators, and invited users
  Public	All users in your Ziflow account can create proofs here, but cannot view folder contents unless shared with them

  Create a subfolder

  When creating a folder, select an existing folder as the location.

  

  Your new folder will appear nested under it.

  Subfolders inherit permissions from their parent folder unless manually changed later.

  Move proofs into a folder

  You can move one or multiple proofs into a new folder.

  1. Select your proof, or select multiple proofs in the Proofs List.

  2. Select the Move icon from the bulk actions bar.

     

  3. Choose an existing folder or create a new one.

  Best practices for using folders

  • Use folders to organize by project, client, department, or campaign.
  • Avoid long folder names—keep them simple and scannable.
  • Don't overload folders. Too many proofs in one view can slow performance and create clutter.

  Next steps

  If you want to share folders with others or manage folders:

  About folders

  Add users to a folder

  Share folder links to a Gallery view

  View proofs in Gallery view

  View proofs in Canvas view

  Manage folders: edit, clone, archive, or delete
   

• Features outlined in this article:

  1. Folder management

  2. Creating and sharing folders

  3. Moving proofs to folders

  4. Folder shareable link

  5. Ability to sort proofs in a folder shared via a shareable URL

   

  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.

  

  1. Choose the folder name.

      

  2. 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.

        

  3. 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.

        

  4. 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.

      

     

  5. 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.
     ​

  6. 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.

   

  

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  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:

   

  

  1. Restricted: Only users who were invited to the folder can access it with a link.

      

  2. 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.

      

  3. 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:

   

  

  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.

     

  • Folders can only be deleted 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:

  • Dashboard Proof List

  • Managing Ziflow Contacts

  • Custom permissions for user and manager roles