Folders let you organize devices, or Spots, by location or device group, for example. In the folder tree, a folder can contain subfolders or Spots. A Spot's own attachments are organized in separate file folders.

These instructions cover creating and editing folders in the browser. Browsing folders on Android and iOS and adding file folders to a Spot are separate functions.

Permissions and folder location

You need permission to create folders in the location you choose. Changing an existing folder requires permission to edit it. A Manager's permission to manage subfolders does not automatically grant permission to edit or delete the folder where that permission begins.

Leaving Parent empty means the top level of the folder tree. You can create a folder there only if your permissions allow it. Permission to manage subfolders alone is not sufficient.

Create a folder

  1. Open Assets and content → Folder tree from the browser menu.
  2. Select Create new folder from the toolbar at the top of the page.
  3. Enter a Name on the form's Basic info tab. The name is required and can contain up to 512 characters. Use a name that helps users identify the folder's contents.
  4. You can describe the folder's purpose in the Description field. The description is optional and can contain up to 4,096 characters.
  5. Select a Parent if the folder will be inside another folder. Leave this empty only if you want to create a top-level folder and have permission to do so.
  6. Check the required customer and settings selections based on the effects described below.
  7. Select Create new folder at the bottom of the form. Check the success notification and the folder's location on the Folder tree tab.

A folder containing Spots cannot be selected as the parent of a new subfolder. If you want to use such a folder as the parent, first move its Spots to a suitable folder. See Moving a Spot to another folder. You must also account for any Spots with the Deleted status that remain in the folder.

You cannot create a new subfolder if the selected parent already has 15,000 immediate subfolders. This limit applies to folders directly under the parent.

By default, a new subfolder inherits its customer from its parent. Check the saved customer if you also make a separate customer selection.

Creating a subfolder clears the Default message type and Default service request type selections in all folders above it. Check these settings before changing the structure, and after creating the folder, check the defaults in the folders where Spots are placed.

Edit the name or description

  1. Click the folder's name on the Folder tree tab.
  2. Change the Name or Description on the Basic info tab.
  3. Select Save at the bottom of the form.
  4. Reopen the folder and check the saved details.

Changing the name does not create a new folder. The folder, its subfolders and its Spots are retained, and the Spots stay in the same folders. The saved folder paths for Spots in the folder and its subfolders are updated in the background. The change may therefore not appear everywhere immediately. Also open a Spot in the folder or one of its subfolders and check the path after the update.

Changing the Parent selection moves an existing folder. This also changes the location of its subfolder structure and requires permission to create folders in the new location. See moving and copying a folder before changing the location.

What can you change on the folder's tabs?

  • Basic info: Name, Description, Parent and Tag, as well as the folder's own attachments in the Files section.
  • Customer: The folder's customer, related customer details, and separate delivery customer and billing details.
  • Folder Spots: the Spots in the saved folder. This tab becomes available after the folder is created.
  • Settings: Device card, Default message type, Default service request type, Hourly maintenance in use and Device card for the extra information fields.

Device card and the folder's own additional information

Device card on the Settings tab defines the information fields for the Spots in this folder. Switching to another device card updates the fields of existing Spots in the background: fields missing from the new card and their values are removed, and any new fields that are missing are added empty. Save any information you need before switching. Simply clearing the device card selection retains the Spots' current fields.

Device card for the extra information fields defines the folder's own fields rather than the Spots' fields. Switching to another device card may remove folder fields and their values. Simply clearing this selection retains the current fields and values. With no device card selected, you can use the Add new extra field button and delete an individual field using the trash icon on its row. Saving the deletion of a field also deletes its value.

See setting up a device card in a folder before switching cards or deleting fields. After processing is complete, check the folder's fields and the fields and values of existing Spots.

Customer and tag

Customer of the folder on the Customer tab links the folder to a customer in the customer register. Changing or clearing the folder's customer selection applies to all its subfolders. The change may be blocked if a customer linked to the folder or its subfolders has contracts. Check the customer associations throughout the subfolder structure before saving.

Changing the customer association and changing the customer's own contact details are separate tasks. The folder is the delivery customer is a separate selection for the folder's own delivery customer details.

Tag on the Basic info tab identifies the folder. It does not link the same tag to the folder's Spots. Changing the tag removes the folder's previous tag association; clearing the selection removes the association. See linking a customer or tag to a folder.

Defaults and the operating hours function

Default message type on the Settings tab sets the default message type for the folder's Spots. If the selection is empty, the system's default message type is used. The message type selection for a folder containing subfolders is not retained when saving.

Default service request type sets the default service request type when a Spot has no type selected of its own. The Spot's own selection takes precedence, followed by the selection in its own folder and finally the system's default type. The default is not taken from a folder higher up.

Changing the Hourly maintenance in use setting updates the operating hours settings of Spots directly in this folder in the background. Disabling it is blocked if any of these Spots has tasks associated with an hour-based maintenance rule in a status other than Completed. Successfully disabling it removes the Spots' associations with hour-based maintenance rules, so it is more than simply pausing tracking or correcting a meter reading. See enabling the operating hours function and correcting the reading before making the change.

Check the result and troubleshoot errors

Reopen the saved folder. Check its name, description, parent and location in the folder tree, as well as any customer, tag and settings selections you changed. Also check attachments or additional information field values if you changed them. Wait for changes being processed in the background, and reopen the page and the affected Spots if necessary.

If creation or saving fails, first check the name, its length, the description, the selected parent and the reported error. If a function is missing or the fields are read-only, ask your administrator to check your folder permissions. Separate file management permission may allow you to save attachments even when you cannot change the folder's basic information; a visible Save button alone therefore does not indicate general permission to edit.