Overview
Checklist Permission Folders group your Checklists in the Backend and give people rights on the Checklists inside a folder — without a Role that covers every Checklist in the organization. Each folder has three roles: Administrators, Editors, and Translators.
A role on a folder applies to that folder and all of its sub-folders. Use permission folders to let a department manage its own Checklists while the rest stay out of reach.
At a glance |
|
Who can do this | Top-level folders: Super Users. Sub-folders, and editing or deleting a folder: Super Users or an Administrator of that folder or a folder above it. |
Where | Checklists › Toggle Permission Folders › folder tree |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Role permissions such as Checklists › Modify apply to every Checklist in the organization. Permission folders let you hand out rights for just the Checklists a team owns, so fewer people can change the checks everyone else relies on.
How folder roles work
Each role applies to the Checklists in the folder and in all of its sub-folders:
Folder role | What they can do |
Administrators | Create Checklists in the folder; edit, translate, copy, move, and delete its Checklists; create, edit, and delete its sub-folders. |
Editors | Edit and translate the folder's Checklists. They can't delete Checklists or manage the folder. |
Translators | Translate the folder's Checklists only. |
The person who created a Checklist always keeps Administrator, Editor, and Translator rights on it. Users whose only access comes from folder roles see just the Checklists they have a role on, unless their Role includes Checklists › View.
Folder roles add to Role permissions — they don't limit them. A User whose Role has Checklists › Modify can still edit every Checklist, in any folder. See Set up Roles to manage permissions.
Create a permission folder
1. Show the folder tree
Go to Checklists and click Toggle Permission Folders. The folder tree opens on the left.
2. Create the folder
Select the folder the new one should sit in — or the organization at the top of the tree for a top-level folder — and click Create Folder (+) in the tree toolbar.
3. Name the folder and assign roles
Enter a Name (for example, Maintenance or Inspections). Add Users or User Groups to Administrators, Editors, and Translators as needed, then click Save. To change a folder later, select it and click Edit Folder.
Move checklists between folders
Select one or more Checklists, click Move, choose the folder in Choose destination permission folder, and click MOVE. You need to be a Super User, or an Administrator of both the Checklists and the destination folder. Folders where you aren't an Administrator are greyed out.
To create a Checklist straight into a folder, select the folder in the tree before you click + (Create).
Search while folders are shown
⚠️ Heads-up: While the folder tree is shown, search only looks in the selected folder. To search all Checklists, click Toggle Permission Folders to hide the tree.
Delete a permission folder
Select the folder and click Delete Folder, then confirm.
🛑 Critical: Deleting a folder also deletes all of its sub-folders, and this can't be undone. The Checklists inside are not deleted — they're moved to the top level. Folder roles no longer apply to them there, so Administrators, Editors, and Translators of the deleted folders lose their rights unless they created the Checklist.
Permission folders vs checklist folders
The Folders field in a Checklist's settings is a different feature. Checklist Folders are labels for filtering and for grouping Checklists in the mobile app; they don't control who can edit anything. Permission folders only exist in the Backend and aren't shown in the app. See Configuring checklist settings.
Best practices
Assign roles on the highest folder that should share them, and let sub-folders inherit.
Assign User Groups rather than individual Users, so access follows people as they join or leave a team.
Keep Checklists › Modify and Delete in Roles for people who genuinely need organization-wide access; use folder roles for everyone else.
Group similar Checklists into folders — for example daily inspections, monthly audits, or a department — so each team sees its own set.
Frequently asked questions
How do I let someone edit only certain checklists?
Put those Checklists in a permission folder and add the person, or their User Group, as an Editor of that folder. Check that their Role doesn't include Checklists › Modify, which lets them edit every Checklist.
How do I get a checklist into a permission folder? The folders are greyed out.
Select the Checklist, click Move, and choose the folder. Greyed-out folders are ones where you aren't an Administrator. Ask a Super User, or an Administrator of that folder, to add you or to move the Checklist.
What's the difference between permission folders and the folders in the app?
Permission folders control who can edit Checklists in the Backend. The folders staff see in the mobile app come from the Folders field in each Checklist's settings, which doesn't affect access.
Why can't I find a checklist when I search?
While the folder tree is shown, search only looks in the selected folder. Click Toggle Permission Folders to hide the tree and search all Checklists.