In the Automations > Workflows section, you can create folders and nest them to organise your workflows. This makes communication easier and helps your team work more smoothly.
What Are Nested Folders?
You can create folders to hold workflows. You can also put folders inside other folders. We call this "nesting" folders. You can have several levels of folders, which creates a hierarchy of workflows. This "tree" layout is much easier to scale than a simple "flat" list of every workflow. This article covers how to create and use nested folders, how to set permissions, and best practices for keeping things organised.
Creating and Managing Nested Folders
Step 1: Navigate to Workflows
Step 2: Create a new folder
In the Workflows section, click the Create Folder button. Type the name of the new folder and click save.
Step 3: Create a nested folder
To create a nested folder, click into a folder to open it. Then click Create Folder and follow the same steps. The new folder will be nested inside the existing folder.
Step 4a: Move a workflow/folder to another folder - Workflow List
Find the workflow or folder you want to move and click the three dots menu on the right-hand side of the line. Then click Move To Folder in the menu that appears.
Step 4b: Move a workflow/folder to another folder - Move Menu
After you click Move to Folder, a new window appears on top. Navigate to the target folder, select it, and click Move Here. You can also use the New Folder button to create the folder you want.
Step 5a: Rename a workflow/folder - Workflow List
To change the name of a folder, first navigate to the folder. Click the three dot menu, then click Rename Folder.
Step 5b: Rename a workflow/folder - Rename Modal
Once you've clicked Rename Folder, type the new name into the field and click save.
Step 6: Delete a folder
If you no longer need a folder, you can delete it. Click the three dot menu next to the folder and click Delete Folder. When you're ready, click Delete.
Note: Deleting a folder WILL NOT delete the folders and workflows inside it. They will all be moved up a level.
Permissions for Nested Folders
Managing permissions well is important when you organise workflows in nested folders. ZipLeads gives you strong controls so team members have the right level of access.
Role-Based Access: Permissions to view, edit or manage folders depend on the user's role (e.g. Admin, Sub-User).
Admin users have full control, including creating, deleting and moving folders.
Sub-users may have restricted access, based on settings configured by the admin.
Inherited Permissions:
Nested folders usually inherit permissions from their parent folder.
You can customise permissions for an individual folder if needed.
View-Only vs. Full Control:
Users can be given view-only access (to monitor workflows without making changes) or full control (to create and edit workflows).
Collaboration Considerations:
When working together on workflows, make sure only authorised users can access important workflows in folders.
Shared permissions help prevent unauthorised changes and accidental deletions.
Implications of Moving or Deleting a Folder:
When a folder is moved, its permissions may be kept or adjusted based on the new location.
Deleting a folder will remove its contents unless workflows are reassigned to another folder.
For detailed instructions, see the Workflow Folder Permission article.
Best Practices for Using Nested Folders
To get the most out of nested folders, try these organisation tips:
Group Workflows by Purpose: Create top-level folders for broad categories such as Marketing Campaigns, Client Projects or Internal Processes. Use nested folders inside these to separate workflows by campaign, client or phase.
Limit Folder Depth: Avoid very deep folder structures, as they make it harder to find workflows quickly. We recommend a maximum of 2-3 levels.
Set Permissions Strategically: For sensitive or high-impact workflows, use restricted permissions so only key team members have access.
Regularly Audit Folder Organisation: Review your folder structure from time to time to make sure it's still relevant and efficient. Archive or delete unused workflows and folders as needed.
Leverage Search and Filters: If your folder structure gets large, use the search and filter options in ZipLeads to quickly find specific workflows.
Frequently Asked Questions
Q: What happens if I delete a nested folder?
A: Deleting a folder moves all of the folders and files inside it up a level.
Q: Can I share specific folders with external users or clients?
A: Folder sharing is limited to internal users with the right permissions.
Q: Are there any limitations on how many folders I can create?
A: There's no fixed limit, but we recommend keeping your structure manageable so it's easy to access and maintain.