Organizing Records with Folders

Folders give you an internal filing system for the records that pile up as your catalog grows. The page states the boundary up front: this is your own way to organize records, and folders are for internal tracking only — they are never shown to students.

Before You Begin

• Find it at Course Builder → List Manager → Folders.
• Adding, editing, archiving, restoring and deleting folders are separate permissions. Folder management is available to Admins by default.
• Eight record types can be filed: Courses, Locations, Add-ons, Key Codes, Paperwork, Certificates, Checklists and Quizzes.

✔ Students never see folders. Organize for your own team’s convenience — there is no customer-facing consequence to how you file things.

Step 1: Create a Folder

1. Click + New folder.
2. Name it and pick a color from the preset or custom palette.

Folders can be nested to any depth. Use a folder’s action menu (⋯) → Add subfolder.

Step 2: File Records

1. Click a folder in the left panel. Its contents appear on the right.
2. Click + Add items… and select records. You can add several at once.
3. To move records between folders, drag and drop or use the menu actions.

✔ Removing a record from a folder does not delete the record. Filing is a view over your data, not a container that holds it.

Step 3: Read the Two-Panel Layout

The left panel lists folders with a color tile and a count. The right panel shows contents with:

• Search in this folder
• Sort by Name or Type, ascending or descending
• A type chip on every row (Course, Location, and so on)
• A share icon and a remove icon per row
• A summary footer, e.g. Courses 6 | Locations 3

Step 4: Filter the Folder List

• Use Active / Archived / All at the top.
• Tick Hide empty to collapse folders with nothing in them.

Step 5: Use the Folder Actions

The action menu (⋯) offers Add subfolder, Edit folder, Move to…, Move up, Move down, Archive and Delete.

Step 6: Know Archive From Delete

Confirmation messages explain the impact before you commit. Archived records are automatically excluded from folders and from filing options.

Step 7: Use Folders Elsewhere

• The Courses grid has a Folder column and a Folder filter, so you can show only one folder’s courses — or only unfiled courses.
• You can assign a folder directly when creating or editing a course, a quiz, or a document in the Credentials builder.

Best Practices

• File at creation time. Assigning a folder while creating a course is one click; retro-filing 200 courses is an afternoon.
• Use color meaningfully — by association, by client, by season — and keep the scheme written down somewhere.
• Filter the Courses grid to unfiled occasionally. It is the fastest way to spot drift.
• Archive rather than delete when a program ends. Archived folders restore intact; deleted ones scatter their contents to the parent.
• Turn on Hide empty once you have more folders than fit on a screen.

Frequently Asked Questions

✔ You’re all set. File as you create, archive rather than delete, and the Courses grid stays navigable however large your catalog gets.