Creating and Managing Folders and Folder Groups

A Folder is a collection of Entries that you can group together for a specific purpose. Folders enable you to organize and manage your Entries. Furthermore, Folders are the level at which groups of entries are published to the web via the CatalogIt HUB. 

Common uses for Folders include:

• Publishing Entries to the HUB or your website through our API.
• Organizing Entries by theme or subject.
• Grouping Entries for a project assigned to a staff member or volunteer.
• Managing exhibitions and loans.
• Organizing Entries for research.

An Entry can belong to multiple Folders, and you can move Entries between Folders or remove them from Folders without deleting them. Deleting a Folder does not delete its Entries unless you explicitly choose to delete them.

Permissions

• Users with Owner, Admin, or Read/Write permissions can create and edit Folders.
• Only Users with Owner or Admin permissions can create and edit Folder Groups.

Creating and Managing Folders

Create a Folder

1. Open the Main Menu in the upper-left corner.
2. Select New… and then Folder.
3. Configure the following fields:
   • Name: Enter a name for your Folder. If you publish the Folder online, this name will appear on the HUB or your website.
   • Description: Add an optional description. If published, the description will appear on the HUB or your website.
   • Folder Group: Optionally, select an existing Folder Group (see below to learn more about these).
   • Web Publishing (Primary Entry): Select the Entry that will represent the published Folder. You must first add Entries to the Folder before selecting a Primary Entry. You can return to this setting after adding Entries.
   • URL Slug: Customize the final portion of the published Folder's HUB URL. By default, the slug matches the Folder name. For example, a Folder named “Artwork” might have the URL https://hub.catalogit.app/anytown-museum/folder/artwork. In this example, artwork is the URL slug.
   • Leaderboard: The display consisting of the floating panel in the lower-left corner showing the number of Entries in the Folder, the combined value of those Entries, or both. The Leaderboard is visible by default. Use the available checkboxes to choose which information to display, or toggle the Leaderboard off to hide it.
   • Visibility: Folders are visible to all users by default. To make a Folder private, enable Private Folder. A Private Folder is only visible to the user who made the folder private; the entries in it will still appear in All Entries and in any other Folders they may be part of. Private Folders are not available on Personal accounts.
      
4. Click Save in the upper-right corner.

Add Entries to a Folder

You can add an Entry to one or more Folders from the Entry's edit screen.

1. Open the Entry.
2. Click the edit pencil icon in the upper-right corner.
3. Click the Folders icon in the upper-right corner.
4. Select the checkbox next to each Folder you want to assign to the Entry.
5. To remove the Entry from a Folder, uncheck the corresponding box or click the X next to the Folder name at the top.
6. Click Done.

Create a Folder from the Folders Menu

You can also create a Folder while editing an Entry.

1. Click the + icon in the upper-right corner of the Folders menu.
2. Enter a name and description for the new Folder.
3.  
4. Click Save.
5. Return to the Folder's settings later to configure options such as the Primary Entry and Leaderboard.

Add Multiple Entries to a Folder

Use bulk editing to assign multiple Entries to one or more Folders at once. You can bulk edit up to 50 Entries at a time.

1. Open the Action Menu (three dots) in the upper-right corner.
2. Select Select.
3. Click each Entry you want to update.
4. Click the edit pencil icon.
5. Click the Folders icon and select the Folder or Folders you want to assign.
6. Click Done, then Save.

Edit a Folder

1. Select the Folder from the Main Menu.
2. Click the Action Menu in the upper-right corner.
3. Select Edit Folder.
4. Update the Folder's settings as needed.
5. Click Save.

Change the Primary Entry

The Primary Entry represents a published Folder on the HUB.

1. Open the Folder's Action Menu and select Edit Folder.
2. Under Web Publishing, select Change Primary Entry.
3. In the Choose Primary Entry window, select an Entry from the Folder.
4. Confirm that the selected Entry appears as the Primary Entry on the Edit Folder screen.
5. Click Save.

Delete a Folder

Deleting a Folder does not delete its Entries unless you explicitly choose to delete them.

1. Open the Folder's Action Menu and select Edit Folder.
2. Click the red Delete Folder button.
3. Review the deletion options. To delete only the Folder, leave the option to delete its Entries unchecked. To delete the Folder and its Entries, check the box next to Delete Entries in Folder.
4. Type the Folder's name to confirm the deletion.

Caution: Deleting Entries is a separate action from deleting a Folder. Verify your selection before confirming.

Publishing and Unpublishing Folders

Note: This feature is only available if the account has web publishing enabled. Account Owners and Admins can publish or unpublish Folders.

Publish a Folder

1. Open the Folder from the Main Menu.
2. Click the Action Menu in the upper-right corner.
3. Select Publish Folder.

Unpublish a Folder

1. Open the published Folder from the Main Menu.
2. Click the Action Menu in the upper-right corner.
3. Select Publish Folder to turn off publishing.

Publish or Unpublish Individual Entries

When you publish a Folder, its Entries are automatically published. You can also unpublish individual Entries within a published Folder. 

Note: if you unpublish an Entry, it will be unpublished in all Folders. To re-publish that Entry, you will need to return to it and specifically republish it.
 

1. Open the Entry.
2. Click the Action Menu.
3. Select Publish to change the Entry's publishing status.

Organize Folders and Entries on the HUB

Folders appear in the app and on the HUB in numerical and/or alphabetical order based on their Folder names.

To display Folders in a specific order, add numbers to the beginning of their names. Use leading zeros for single-digit numbers (for example, 01, 02, 03) to ensure they sort correctly.

Entries on the HUB are sorted numerically and/or alphabetically by their Entry Name/Title by default. You can change the sort order to use another published field, such as Entry/Object ID, in your Web Publishing settings.

Video Resource: Creating and Editing a Folder

Additional Resources

Using Folders in CatalogIt for a Seamless Workflow

Creating and Managing Folder Groups

Folder Groups enable you to organize related Folders together. For example, if you're planning a music exhibition, you could create separate Folders for jazz, blues, and Motown, then group them under a single Folder Group for the exhibition.

Folder Groups help you associate related projects or collections while keeping their Entries organized in separate Folders.

Important:

• Only Users with Owner or Admin permissions can create and edit Folder Groups.
• A Folder Group cannot contain another Folder Group.
• Folders within a Folder Group can be published individually, but Folder Groups themselves cannot be published. To publish all content in a Folder Group, publish each Folder separately.

Create a Folder Group

1. Open the Main Menu in the upper-left corner.
2. Select New… and then Folder Group.
3. Enter a name for the Folder Group.
4. Click Create in the upper-right corner.

The new Folder Group will appear in the Main Menu.

Add a Folder to a Folder Group

1. Select the Folder from your Main Menu.
2. Click the Action Menu and select Edit Folder.
3. Under Folder Group, select an existing Folder Group from the dropdown menu.
4. Click Save in the upper-right corner.

The Folder will appear nested under the selected Folder Group in the Main Menu.

Note: You cannot create a new Folder Group from the Edit Folder screen. Create the Folder Group first, then assign the Folder to it.

Remove a Folder from a Folder Group

1. Open the Folder's Action Menu and select Edit Folder.
2. Under Folder Group, select None. You can also select a different existing Folder Group.
3. Click Save.

The Folder will appear in the Main Menu outside the previous Folder Group, unless you assigned it to another group.

Video Resource: Printing Folders and Entries