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Version: 8.1All Creatio products

Folders

Use folders to organize and segment your records. Setting up folders will assist you to easily find the necessary records among multiple data. For example, in the Contacts section, you can create a “New customers” folder that will filter records by the contact type (“Customer”) and the record date (“Current month”). If you select a folder within a section, only the records that match folder filter conditions will be displayed. You can add your most frequently used folders to your favorites.

A section record can be included in one or more folders.

The folders can have a tree-like structure and contain both parent and subordinate folders. The folder structure does not affect the contents of the folders. For example, if a record is included in one of the subordinate folders, it does not necessarily mean it is included in the parent folder.

You can create the necessary folder structure and specify your own rules for the folder contents. The procedures for creating static and dynamic folders are different. Deleting a folder will not result in deleting the records contained in it.

Dynamic folders​

Dynamic folders contain only those section records that match the specified filter conditions. For example, you can create a dynamic folder “New customers“ for records filtered by the date they were created on.

Records cannot be manually included in or excluded from dynamic folders. A record will be displayed in a dynamic folder only if it matches the folder filter. If the record no longer meets the folder filter, it will automatically be excluded from that folder.

For example, your “Competitors” folder filters the records by the account type (“Competitors”). Thus, the companies for which the “Competitor” value is specified will be automatically included in the folder. If the company type changes, the record will automatically be excluded from that folder.

Create a dynamic folder​

To create a dynamic folder with the corresponding filter conditions:

  1. In the Filter section, click the Add button (Fig. 1).
Fig. 1 Adding a dynamic folder
Fig. 1 Adding a dynamic folder
  1. Add the name of the folder in the automatically selected field. Filter condition setup is identical to the advanced filter setup.

As a result, all the records that meet the filter conditions appear automatically in the section list when you select the folder.

Static folders​

Static folders include only those section records that have been added to these folders manually or via converting from the dynamic folder. “VIP” or “Blacklist” are examples of static folders because the decision to include certain customers into such folders is made for each record individually. Static folders can be used to group other folders. 

Create a static folder​

Static folders are only available in some Creatio sections. You can create a static folder in the following ways:

  • Add a folder and fill it with records manually.

  • Copy the folder content from a dynamic folder.

Add a static folder manually

  1. In the Filter menu, select the Show folders option. The folder area will be displayed.

  2. In the Add folder menu, select the Static command (Fig. 2).

    Fig. 2 Creating a static folder
    Fig. 2 Creating a static folder
    note

    The Add folder button menu is only displayed for sections where you can create a static folder.

  3. Enter the folder name and click OK on the opened page.

As a result, the new static folder will be added in the section. You need to populate this folder manually by selecting the required records and running the Add to folder action. Read more in the Add records to a static folder article.

To convert a dynamic folder into a static folder (Fig. 3):

Fig. 3 Converting the dynamic folder to static
Fig. 3 Converting the dynamic folder to static
  1. In the Filter menu, select the Show folders  option.
  2. In the folder tree, select a dynamic folder which content you need to include in a static folder.
  3. From the btn_folders_show_actions_8.png menu, select the Convert folder option.
  4. Enter the new folder name and click OK  in the opened page.

As a result, the static folder will appear as a subfolder of the selected dynamic folder. The content of the folders will be identical at the moment of conversion. Further, you can manually include or exclude records using the Add to folder action. Read more in the "Add records to a static folder" article.

note

The Convert folder action does not affect the content of the original dynamic folder.

Add multiple records to a static folder​

This functionality is available in Marketing Creatio and composable apps that belong to marketing functionality. System administrator cat turn it on for any section in Creatio. Learn more: add static folders

Remove records from a static folder​

This functionality is available in Marketing Creatio and composable apps that belong to marketing functionality. System administrator cat turn it on for any section in Creatio. Learn more: add static folders

Add folders to favorites​

You can add the most frequently used folders to the list of favorites. Both static and dynamic folders can be added to the list.

To add a folder to favorites, select it and click the btn_folder_favorite_8.png button (Fig. 4).

Fig. 4 Adding a folder to favorites
Fig. 4 Adding a folder to favorites

All added folders are displayed as subordinate to the “Favorite“ folder in the folder area. In addition, the favorite folders become available at the top of the Folders menu (Fig. 5).

Fig. 5 Selecting the favorite folder in the Filter menu
Fig. 5 Selecting the favorite folder in the Filter menu

See also​

Tags

Set up folders

Resources​

Creatio interface overview