Folders, categories and tags

A file sits in one folder, can be in up to 8 categories, and can carry up to 12 tags. Folders are the only one of the three that can keep people out.

WhereDashboard, Assets

Folders, categories and tags

A folder is where a file lives, and it is the only one of the three that can keep people out. A category is what kind of thing it is, from a list the brand shares. A tag is anything else worth writing down.

Folders

A file is in exactly one folder or in none. Moving it into a folder takes it out of the one it was in. The number on a folder card counts everything below it, including files in its subfolders.

1. Go into the folder you want the new one inside, or stay at All files for a top level folder, then press New folder. It says either Inside the folder you are in or At the top level of the library.
2. Give it a Name, up to 60 characters. Two folders in the same parent cannot share a name. Two folders in different parents can.
3. Description, if it helps is optional, up to 200 characters, and shows on the folder card beside the file count.
4. Open Limit who can use it only if this folder should not be open to everybody.

Folders go 4 levels deep. A folder takes its subfolders with it when it moves, so what counts is the deepest item inside it. Two moves are refused: Folders go four levels deep, and that move would go further. and A folder cannot be put inside itself, or inside one of its own folders.

Who may see, upload and delete

Every folder has three settings, chosen when it is made and changed under Rename and settings:

Each setting offers the same four answers:

A file deleted out of a folder you may not see stays hidden from you in the trash too. See The trash, storage and the quota.

All files, Unfiled, and a folder

All files shows every file in the brand, wherever it sits, with the folders drawn as cards. Unfiled holds the files nobody has put anywhere: it looks like a folder card but cannot be renamed, moved or given rules, and it appears only while something is in it. The breadcrumb says where you are, and on a large screen the tree down the left is the one place you can drop a file into a folder that is not on screen.

Renaming, moving, downloading and deleting

The dots on a folder card carry Rename and settings, Move to, Download as a zip and Delete folder.

• Moving takes the subfolders and the files with it. The list shows the full path of each possible parent.
• Downloading zips the folder and everything in it.
• Deleting removes the folder and every folder inside it. The files are not deleted: they become unfiled. The confirmation names how many subfolders and how many files are involved.

Categories

A category belongs to the brand, not to one file. Every brand starts with the same 10: Logos, Fonts, Icons, Photography, Illustrations, Templates, Documents, Presentations, Social, Other.

A file can be in up to 8 categories at once. You pick them as chips in the file details and in the Tag panel of the selection bar. You cannot type a new one there: make it in the category manager.

Changing the brand list

Categories in the toolbar opens the list with the number of files in each. Any category can be renamed or deleted, including the ones the brand started with.

• Renaming is safe. A label can be changed at any time, up to 40 characters, and no file loses its category.
• Deleting a category deletes no files. They lose that category, and anything left with none shows as Uncategorized. The confirmation says how many files are affected.
• The last category stays. Removing it is refused with At least one category is required.
• Up to 60 per brand. At that number you see Maximum of 60 categories reached. Delete one to add another.

Tags

Tags are free text and belong to the file. Up to 12 per file, each up to 32 characters. They are cleaned as you type: lowercased, runs of spaces collapsed, duplicates dropped.

The field offers two lists. Already used here: is the tags this brand already uses, most used first. From the file name: is a guess made from the file name, with counters, sizes and words like final or copy left out. Suggestions are never applied until you pick them.

Filtering and searching

The search box is Search by name, folder or tag and matches the file name, the name of its folder, and its tags. It does not match categories. Three filters sit beside it:

When nothing matches, the empty state offers Clear the filters, which puts all four controls back to showing everything.

Sorting and views

The toggle at the end of the toolbar switches between Grid, which is thumbnails, and List, a table with a column each for the file, its folder, its categories, its size, whether a manual is using it and when it was uploaded. The list view also sorts from its column headings: File by name, Size by size, and Uploaded toggles between newest and oldest first.

Your view and sort order are remembered in the browser you chose them in, not in your account. A browser that keeps nothing between visits starts at the grid view, in newest first order, every time.

Moving files between folders

• Drag and drop. Drag one file, or a selection, onto a folder card, a step of the breadcrumb, or a folder in the tree. Dropping on Unfiled takes the files out of their folders. All files accepts no drop, and a folder you cannot upload into is not drawn as a drop target.
• Right click a file and pick Move to folder, which lists every folder you may upload into as a full path, plus Unfiled.
• Press Move on the selection bar for everything selected, or use the Folder field in the file details panel.

Dragging a file that is part of a selection drags the whole selection. A move takes at most 500 files at once. A larger selection is refused with That is more than 500 files at once. Take it in smaller selections.

Picking the files first

• The checkbox on a tile or a row picks one file. Shift and a click picks the whole run from the last box you touched to this one.
• Select all beside the breadcrumb, or Ctrl A, picks everything the filters have left on screen. Esc, or a click on the empty space between files, clears the selection.
• Backspace moves up one folder. Enter opens the details of a single picked file, F2 renames it, and Delete opens the delete confirmation. None of them fire while a field has focus or a dialog is open.

Categories and tags on many files at once

The Tag button on the selection bar opens one form with a category picker and a tag field, applied to everything selected. A field left empty changes nothing. A field filled in replaces what is there on every selected file, which is why the tag field is labeled Tags, replacing what is there. Folders are not part of this form: use Move beside it.

What each permission covers

Making folders and changing the category list needs admin access. Admins and the owner have it. Editors do not, and see Managing folders requires admin access. A custom role on Business can be given it on its own.

Tags and categories on a file are part of editing that file, so anyone who can upload can set them. See Roles and what each one may do.

Dropping a whole folder in

Dragging a folder from your desktop onto the library rebuilds its structure instead of flattening it. A folder that is already there is used again, so dropping the same folder twice updates it instead of making a second copy. The 4 level limit still counts from the top of the library, so a deep folder dropped into a folder that is already deep runs out of room sooner. A file that would land too deep is not left out: it is filed in the deepest folder that could be made, and the upload tells you how many files were filed higher up. This needs the same admin access as making a folder by hand.

Where to go next

• Uploading files, Renaming, cropping, replacing and duplicating, and The trash, storage and the quota.
• Where a file is used before you move or delete something a manual is pointing at.
• The assets page (opens in a new tab).