Folders

Organize files and CRM assets (sites, funnels, stores, blogs, forms, surveys, quizzes, chat widgets, workflows, marketing/education content, Comm Pro channels, Client Hub documents) into a folder tree. Files are stored in your connected storage provider (Google Drive, OneDrive, S3, etc.). Folders have a scope — org (everyone), team (team members), user (private), or contact (record-scoped) — that controls who can see them and where they physically live in your provider vault.

Open in CRMown →

Steps

1. Go to Tools > Folders.
2. Use the Storage card at the top to pick a provider — tap "Change" to connect or switch (opens Settings > Communications > File Storage).
3. Expand any suite group (Web Studio, Automation, Marketing, Education, Comm Pro, Client Hub, General) and drill into a sub-folder (Sites, Funnels, etc.). You create folders INSIDE sub-folders, not directly under the suite root — the sub-folder structure is fixed (Sites, Funnels, Stores, etc. for Web Studio) and can't be renamed or deleted.
4. Click "+ New folder" inside a sub-folder to open the create dialog. Pick a scope — Just me (private), A team (pick from your teams), or Everyone in the org (OWNER/ADMIN only). Comm Pro + Client Hub are read-only views — manage their content from their own pages.
5. Use the filter tabs at the top — All / Shared / Teams / Just you / Members' private (OWNER/ADMIN only) — to narrow the tree by scope.
6. Upload files into a General folder with the 📎 button. Click the folder name to expand it and see the files inline (filename, size, storage provider). Click any filename to open the file in your storage provider.

Good to know

• Folders group CRM assets and uploaded files, not contacts — for contact grouping use Segments or Tags.
• The plan cap (shown as "X / N folders") counts only Web Studio + Automation + Marketing + Education folders — Comm Pro channels and Client Hub document folders are surfaced read-only and do not consume the cap. Caps by plan: Starter 5, Pro 25, Max unlimited. "Folder limit reached" on create means you've hit the cap — delete unused folders or upgrade.
• Comm Pro lists each chat channel as a folder; click → opens the channel in /dashboard/chat. Client Hub lists your document folders; click → opens /dashboard/client-hub.
• Scope is immutable after creation. If you created a folder as "Just me" and want a teammate to see it, create a new team-scoped folder and move contents — renaming or reassigning scope isn't supported (prevents accidental privilege escalation).
• Suite sub-folders (Sites, Funnels, Workflows, Campaigns, etc.) are fixed and can't be renamed or deleted. You can only add your own folders INSIDE them.
• Private folders require a parent sub-folder — you can't create one directly under a suite (must be inside e.g. Web Studio > Sites > Drafts).
• Scope pills on the tree: "Only you" (teal, private), "Team · {name}" (purple), "Shared" (blue, org-wide), or a greyed user name (admins see other users' private folders here).
• Visibility: regular users see org + their own private + their teams' folders + contact folders they have access to. OWNER/ADMIN see everything in the org, including other users' private folders via the "Members' private" filter.
• Operations and Enterprise have no file storage of their own (data lives in Postgres only) so they do not appear in the Folders tree.
• Files uploaded to a General folder also appear in the Documents Vault (/dashboard/documents) — same files, different views.
• Inbound sync (Drive/OneDrive/Dropbox): files you drop directly into the provider's CRMown folder also appear in the Documents Vault. Inbound files land at the Vault root by default and keep their provider folder structure. See Settings > Communications > File Storage for sync status.
• Two-way folder sync (General bucket only): a General folder created in CRMown is mirrored into the connected Drive/OneDrive/Dropbox under the org's /CRMown root, and a top-level folder you create directly in /CRMown on the provider side appears under General on the next inbound sync (~5 min on polling, near-instant on push). Nested provider folders are still accessible through the Documents Vault but only top-level provider folders surface in the Folders tree.
• If a folder/file you created on the provider side never shows up after Sync now, click Resync next to it (Settings > Communications > File Storage). Resync clears the cached delta cursor and re-lists everything under /CRMown — slower than the normal delta but it recovers items that slipped through a notification race or pre-existed before the sync feature was wired up.

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