Folders and collections are a great way to structure your workspace, as well as saving time searching for items. Your Check workspace allows you to easily create folders and also group them in collections.

Note: Folders are positioned below ‘All items’ as well as ‘Tipline inbox’ and ‘Imported reports’ special lists (when enabled).

This article explains:

Folders

Folders are visible in the upper section of the left panel of your workspace. A folder can contain multiple items, and we recommend grouping items in terms of topics or stages of your workflow process.

Click “Folders”.

Creating new folders

Note: this feature is only available to workspace Admins and Editors.

Click the “+” to create a new folder.

You then have the option to create a new folder or a collection of folders.

In the pop-up window that follows, add a title to the list and an optional description, then click “CREATE FOLDER”.

The new folder will then be displayed in the left panel. Clicking the 3 vertical dots next to the folder name allows you to rename, delete or move the folder, either out of the collection or to a new collection.

Clicking “Rename” opens a window where you can edit the folder name and description. Click “RENAME FOLDER” when done.

Folder privacy settings

Folders can be restricted according to Check user permissions. To edit sharing access, open any folder and click the three vertical buttons adjacent to the folder name.

On the modal window, select who will be able to access or view the folder on the workspace, either:

  • All workspace members

  • Only Admins and Editors, or

  • Only Admins.

Click ‘Update access’ after selecting the required folder privacy option.

The folders will then only be visible to non-restricted permission role(s).

Deleting folders

Note: this feature is only available to workspace Admins and Editors.

Clicking the “Delete” folder option opens a window for you to confirm the action. Note: All items in the folder will still be accessible in the "All items" folder.

Creating new filters within folders

Click any folder to create filters. By default, the folder is displayed as a non-editable filter (1). Click “+ Add filter” (2).

Select one or more filters to apply from the dropdown menu.

  • Date range: Select a start and/or end date. There are four type of date ranges you can query:

    • Submitted - the date an item was first added to Check.

    • Last submitted - the date an item was last added to Check - this option is valuable when you expect duplicate items to be added to Check.

    • Updated - the last time the item was edited by a workspace member.

    • Published - The date at which the item’s report was published.

  • Tag: Select one or many tags. All tags available on your workspace are listed here.

  • Media type: Select a media type. You can choose multiple media types from this filter. After selecting your preferred media, you can add more by clicking “+” to the right of the displayed filter.

  • Item status: Select one or many statuses. All statuses available across your workspace are listed. Similar to media type, click the “+” to add more filters.

  • Created by: The name of the user who added the item to your workspace. If the item has been added via a Tipline, the user name is 'Tipline'.

  • Report Status: Select one or multiple statuses that have been added to your workspace. When done, you can click “+” to add more filters.

  • Language: Select one or multiple languages. All detected languages across your workspace are listed.

  • Assignment: Select one or many user(s) assigned to items.

  • Metadata: Filter by any metadata available in your workspace. Depending on the type of metadata, a small form will display ad hoc options to specify the filter.

After choosing the filters, click the play button to apply the filter (1), then “Save list” (2).

Add a new list name and click “Save list”, to create a new filtered list.

The filtered list will then be displayed on your workspace left panel, under “Filtered lists”.

Editing filters in folders

Edit the filters by hovering over the filter icon then clicking the “x” that appears. Click “Add filter” to add more, apply the filter, then “Save list” when done.

In the pop up window, choose to either save the changes to the filtered list or create a new one.

Adding folders to columns

Navigate to the “Columns” tab by clicking the gear icon to open workspace settings. Under “General” enable “Folder” by clicking “SHOW” and position the column using the up/down arrows.

The folder will then be displayed on your workspace.

Collections

Collections are groups of folders and have a star to distinguish them from folders. Collections are best used as a high-level grouping e.g. Covid-19 , where the folders may relate to Covid treatments and vaccines.

You can rename or delete Collections by clicking the three dots to the right and following the steps in the pop up window, as long as you have Admin or Editor permission.

Creating Collections

To create a Collection, click the “+” next to folders, and select "New Collection.

Input a title and description of the collection, then click “CREATE COLLECTION”.

The new collection will then be displayed.

Moving folders to collections

To move a folder to a collection, open the folder and click the three buttons to the right of the folder name, and select “Move to …”.

Choose the destination collection and click “MOVE TO COLLECTION”.

Alternatively, you can drag and drop folders in collections. The folders will then be listed alphabetically within their respective collections.

Renaming Collections

To edit the collection name, click the 3 dots to the right of the collection and select “Rename”. Edit the collection details, then click “Rename collection”.

Deleting Collections

Click the 3 dots to the right of the collection and select “Delete”. Folders will still be accessible, outside the collection.

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