“It would be great if we could create folder hierarchies for Reports, Dashboards, Documents, Email Templates etc. I have had many, many Salesforce users and admins request this feature. It would especially make the Reports tab a lot easier to navigate, and would help administrators be able to keep analytics better organised and easier to find — which would greatly help user adoption.”
This is one of the many requests sent to Salesforce from users regarding the desperate need for subfolders. Though it’s not the most exciting of updates (I mean, come on… it’s folders) it’s certainly one of the most overdue. Reports is an overwhelming area in Salesforce, especially if you’re an administrator viewing everything at once. But thanks to the Salesforce Summer ’18 release, organising your content is easier than ever. With subfolders in Lightning, you can now quickly create a logical structure for your report and dashboard folders. They can be organised by region, role, function, or whatever makes most sense to you. Easy peasy.
Why is this useful?
Imagine you’re at work. You’ve just gotten your first coffee of the day and you’ve sat down to start creating reports for your customer service org. You already have a Sales folder that you’re sharing with Sales, so the sales reps can see what issues have come up. But the thing is, the reps in each region only want to see the reports from customers in their own region. So, in this case, you’ll want to create a subfolder for each region in the sales folder. This way, reps in their respective regions will only see what they’re specifically interested in.
How do I use subfolders in Salesforce?
Here are some things Salesforce say we need to keep in mind if we want to start using subfolders in Salesforce.
- Creating a subfolder is just like creating a regular folder. Go into the report or dashboard folder where you want to create the subfolder, and click New Folder. Name the folder, and click Save. Et voila!
- This feature is currently available in Lightning Experience in Group, Essentials, Professional, Enterprise, Performance, Unlimited, and Developer Editions. Bare in mind, all the subfolders you create in Lightning will be visible in Classic, but you can only create them in Lightning for now.
- To rename and delete folders or subfolders, you need Manage access to the folder.
- To share folders with other users, you need Manage access. You share only the root folder. Subfolders inherit sharing properties from the root folder.
- Everyone can move reports and dashboards, but you can only move them to the folders and subfolders where you have write or edit access.
- To create dashboard folders and subfolders, you need the Create Dashboard Folders user permission.
- To create report folders and subfolders, you need the Create Report Folders user permission.
- Enhanced folder sharing must be enabled to use report and dashboard folders and subfolders.
- Subfolders can be created only in user created folders. You can’t create a subfolder in your Private folder or the Public folder.
- Folder sharing is only at the root level. If you want to share a subfolder, you’ve gotta share its root folder.
- Everyone can see who has access to a subfolder, but if you want to change the sharing settings, you can do that at the root level.
The complete Summer ’18 Release notes
If Salesforce’s subfolders haven’t quite answered your prayers, remember that there are a whole host of other features and tools that have been released along with it! Check out the full release notes right here to learn more about what’s shiny and new in Salesforce land.