Organizing custom reports in folders

Overview

Custom reports used to sit in one flat list. Folders let you group them, and share a whole group at once instead of sharing each report individually.

In this article, we'll be covering how folders are organized, how to create and manage them, how to move a report into a folder, and how folder sharing works.

Understand how folders are organized

The Custom reports category on the Reports page has two tabs:

• My reports: your folders first, then any reports that aren't in a folder, in one searchable table.

• Shared with me: folders and reports other people have shared with you. Reports inside a shared folder stay grouped in that folder rather than scattering into the list. The tab name shows how many items are shared with you.

Each row shows two columns that tell you where a report or folder stands:

• Owner: who created it.

• Access (folders only): Private (only you and the people you shared it with), Organization (everyone in your gaiia organization), or Shared with you (a folder someone else owns).

Use the Search folders and reports field to filter the table. Click the Name or Last updated column header to sort it. Folders always stay above reports.

Select a folder to open it. An in-page breadcrumb takes you back to the root.

Create a folder

1. On the My reports tab, click New folder.

2. Enter a Folder name.

3. Click Create.

New folders are private until you share them.

To create a sub-folder, open one of your own folders and click New folder there. Folders can be nested up to 7 levels deep.

Rename or delete a folder

1. Open the folder's actions menu: the ⋯ button at the end of its row, or the one next to the folder's name when the folder is open.

2. Select Rename to change its name, or Delete to remove it.

Which actions you see depends on your role on that folder. Only the folder's owner can rename or delete it. A folder shared with you as a Manager shows Share only, and a folder shared with you as a Viewer or Editor shows no owner actions.

Move a report into a folder

1. Open the report's actions menu (the ⋯ button at the end of its row) and select Move.

2. In the Move report to… dialog, expand folders to find your destination, or use Search folders.

3. Select the destination folder, then click Move. To take a report out of its folder, select All reports (marked Top level).

The dialog tells you what the move will do before you confirm it: moving into a folder shows This report will inherit the new folder's access.

Share a folder

1. Open the folder's actions menu and select Share. When the folder is open, click Share at the top of the page instead.

2. In the Share with users field, find the person to add.

3. Choose a role for them, then click Share. Repeat for each person.

4. To share with everyone in your gaiia organization, choose a role on the Organization row.

5. Click Done.

The dialog lists the Organization row and everyone with a role on the folder. From there you can change someone's role or select Remove access from their role menu. Changes apply as soon as you make them.

Folder roles are:

• Viewer: open the folder and the reports in it.

• Editor: open the folder and edit the reports in it.

• Manager: everything an Editor can do, plus manage who has access.

Until you share a folder with your organization, its Organization row shows No access.

Fix a colleague missing from the share list

The share list only includes people who have opened the Reports page at least once. That first visit is what creates their Analytics profile; their gaiia role alone is not enough. Deactivated users, and people who already have a role on the folder, are not listed either.

1. Confirm they have Analytics or Reports permissions in gaiia.

2. Ask them to sign in to gaiia and open Reports.

3. Close and reopen the share dialog. They now appear in the list.