Organize your saved views effortlessly using the View Folder feature in SmartSuite. Here's a guide to help you manage and streamline your workspace.
Plan Availability | Professional and Enterprise plans |
Permissions | Administrators, Solution Managers |
Related Reading |
Overview
The View Folder feature enables you to group your saved views into folders, making it easier to keep your workspace organized and accessible. This feature is designed for Solution Managers and is ideal for maintaining a tidy and efficient workflow.
How to Create a View Folder
Follow these steps to create and manage View Folders:
Access the View Folder Option:
Hover over the "Create a New View" panel.
A window will display the Folder option.
Create and Name the Folder:
Select the Folder option.
A new folder will appear at the bottom of the list.
Enter a name for your folder to identify it easily.
Organize Saved Views:
Drag and drop the views you want to include into the folder.
Collapsed folders will expand when you drag a view over it, allowing you to add the view to the collapsed folder.
Expand or Collapse Folders:
Click on the folder to expand or collapse it, keeping your view dropdown organized.
Folder Options
Hover over a folder and click it’s 3-dot menu icon. You will have the following options:
Rename Folder. Change the folder’s display name.
Collapse All. Collapse all folders, hiding their views.
Expand All. Expand all folders, displaying their views.
Folder Settings. Opens folder settings. Settings include:
Folder Name. You can change the name of the folder here, then click “Save” at the bottom.
Folder Visibility. You can change who can see the folder. The default is Everyone, but you can also select specific members, Teams or member roles. Read more about Folder Permissions.
Delete Folder. Delete the folder.
You will be prompted to confirm the deletion if the folder is not empty.
Note that views contained in the folder will not be deleted, they will appear in the View Sidebar.
Add a New View to a Folder
Click on the “+” icon that displays when you hover over the folder.
The “Explore View Types” selector will be displayed.
Click on your desired view type and the new view will be added directly to the folder.
Searching for Views
Search Behavior:
During a search, folders are hidden, and only the view names are displayed.
Clear the search to return folders to the list.
Practical Scenarios and Use Cases
1. Streamlined Project Management
Scenario: A project manager oversees multiple campaigns and needs to group views by project for quick access.
Solution: Create folders named after each campaign and drag relevant views into them for a clutter-free workspace.
2. Department-Specific Organization
Scenario: The HR department manages views for recruitment, onboarding, and employee feedback.
Solution: Organize these views into separate folders for streamlined access and better organization.
3. Efficient Collaboration
Scenario: A cross-functional team shares a workspace and uses folders to separate views by team functions.
Solution: Group views by roles (e.g., Design, Development, Marketing) to ensure everyone can find their relevant data quickly.
Tips for Effective Use
Use Descriptive Names: Name folders based on their contents for easier navigation.
Keep it Tidy: Regularly review and update folders to ensure they stay relevant.
Utilize Search: Use the search functionality to quickly locate views when needed.