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Organizing Workflows with Nested Folders in Stack

In Stack, you can efficiently organize your workflows using nested folders. This feature helps improve communication and streamline your operations.

Table of Contents​

What Are Nested Folders?​

Nested folders allow you to create a hierarchy within your workflows by placing folders inside other folders. This "tree" structure is more scalable and organized compared to a flat list of workflows. Let's explore how to create and manage these folders effectively.

Creating and Managing Nested Folders​

Step 1: Navigate to Workflows​

Head over to the Workflows section in Stack.

Step 2: Create a New Folder​

  • Click the Create Folder button.
  • Enter the name of your new folder.
  • Click Save.

Step 3: Create a Nested Folder​

  • Open an existing folder by clicking on it.
  • Click Create Folder within the open folder.
  • Follow the same steps to name and save your nested folder.

Step 4: Moving Workflows or Folders​

Option A: Using the Workflow List​

  • Locate the workflow or folder you wish to move.
  • Click the three dots menu on the right.
  • Select Move To Folder.

Option B: Using the Move Menu​

  • After selecting Move To Folder, a modal will appear.
  • Navigate to your target folder, select it, and click Move Here.
  • Alternatively, create a new folder using the New Folder button.

Step 5: Renaming a Workflow or Folder​

Option A: Using the Workflow List​

  • Navigate to the folder you want to rename.
  • Click the three dots menu and select Rename Folder.

Option B: Using the Rename Modal​

  • Enter the new name in the field provided and click Save.

Step 6: Deleting a Folder​

  • Click the three dots menu next to the folder.
  • Select Delete Folder.
  • Confirm by clicking Delete.

Note: Deleting a folder will not delete its contents. They will be moved up a level.

Permissions for Nested Folders​

Proper permission management is crucial for organizing workflows within nested folders. Stack provides robust controls to ensure team members have the appropriate access.

Role-Based Access​

  • Admin users have full control, including creating, deleting, and moving folders.
  • Sub-users may have restricted access based on their role.

Inherited Permissions​

  • Nested folders typically inherit permissions from their parent folder.
  • Customize permissions at the individual folder level if necessary.

View-Only vs. Full Control​

  • Assign users view-only access for monitoring workflows without changes.
  • Grant full control for creating and editing workflows.

Collaboration Considerations​

  • Ensure only authorized users have access to critical workflows.
  • Shared permissions help prevent unauthorized modifications and accidental deletions.

Best Practices for Using Nested Folders​

  • Group Workflows by Purpose: Create top-level folders for categories like Marketing Campaigns or Client Projects. Use nested folders to further organize by campaign or phase.
  • Limit Folder Depth: Avoid deep folder structures. Aim for a maximum of 2-3 levels.
  • Set Permissions Strategically: Restrict access to sensitive workflows to key team members.
  • Regularly Audit Folder Organization: Review and update folder structures periodically. Archive or delete unused workflows.
  • Leverage Search and Filters: Use search and filter options to quickly locate specific workflows.

Frequently Asked Questions​

Q: What happens if I delete a nested folder?
A: Deleting a folder will move all its contents up a level.

Q: Can I share specific folders with external users or clients?
A: Folder sharing is limited to internal users with appropriate permissions.

Q: Are there any limitations on how many folders I can create?
A: There is no fixed limit, but keeping the structure manageable is recommended for ease of access and maintenance.