Folders

Creating and managing folders

Looking for an easy way to organize who has access to specific jobs? You can do this by creating and managing folders.

How do folders work?

Folders allow you to organize your jobs according to different categories. For example: You could create dedicated folders for individual recruiters, or organize folders by job function (marketing jobs, engineering jobs, etc.).

Folders also help you manage job access. By giving employees access to certain folders, you allow them to view and edit any jobs associated with that folder. Likewise, employees who don’t have access to a particular folder will not be able to view or edit its jobs.

How to create a new folder

  1. Log in to the PI software.
  2. Click the gear icon () in the top-right of the navigation bar. 
  3. You will land on the People tab within the Administration page.
  4. Select the Folders tab.
  5. Click “Add a folder.”
  6. Enter the folder name.
  7. (Optional) Select a parent folder in which to nest this folder.
  8. (Optional) Click “Add another folder” for additional new folders.
  9. Confirm by clicking “Save changes.”
  10. Your folders will populate in alphabetical order.

How to grant folder access

  1. Log in to the PI software.
  2. Click the gear icon () in the top-right of the navigation bar. 
  3. You will land on the People tab within the Administration page.
  4. Select the Folders tab.
  5. Click the ellipsis icon () next to the folder whose access you’d like to edit.
  6. Select “Edit folder access” from the available options.
  7. Add the name or email of any employee(s) you’d like to grant folder access to.
  8. Confirm by clicking “Save changes.”

Alternatively, you can grant an employee access to multiple folders at once by editing their employee details. To do so:

  1. Log in to the PI software.
  2. Click the gear icon () in the top-right of the navigation bar. 
  3. You will land on the People tab within the Administration page.
  4. Select Employee Access Settings on the left-hand side.
  5. Search for the person whose folder access you’d like to edit.
  6. Click the ellipsis icon () on the right-hand side. 
  7. Select “Edit employee details” from the available options.
  8. You will land on a page titled “Edit employee record.”
  9. Scroll down until you see an option titled “Folder Job access.”
  10. Click to expand this setting.
  11. Select the folder(s) you’d like to give this employee access to.
  12. Confirm by clicking “Save changes” at the bottom of the page.

Note: You will only see the “Folder Job access” setting for Hire limited users.

How to remove folder access

  1. Log in to the PI software.
  2. Click the gear icon () in the top-right of the navigation bar. 
  3. You will land on the People tab within the Administration page.
  4. Select the Folders tab.
  5. Click the ellipsis icon () next to the folder whose access you’d like to edit.
  6. Select “Edit folder access” from the available options.
  7. Select “Remove” next to any employee(s) with existing access you’d like to revoke.
  8. Confirm by clicking “Save changes.”

Note: If a person has “inherited” access from a parent folder, you must remove their access from that parent folder to remove their access here.

FAQs

Is there a limit to the number of levels I can nest folders?
You can nest up to 20 levels of folders.
Can I edit an existing folder’s name or parent folder?
Yes. To do so:

1. Log in to the PI software.

2. Click the gear icon () in the top-right of the navigation bar. 

3. You will land on the People tab within the Administration page.

4. Select the Folders tab.

5. Click the ellipsis icon () next to the folder you’d like to edit.

6. Select “Edit folder” from the available options.

7. (Optional) Change the existing folder name.

8. (Optional) Change the existing parent folder.

9. Confirm by clicking “Save changes.”
How do I add jobs to folders?
There are a few ways to add jobs to folders:

1. You can add jobs to folders right from Hire.

2. You can add uncategorized jobs to folders using the Uncategorized jobs page within the Folders tab.

3. You can reassign categorized jobs by clicking into a specific folder. (See the next FAQ answer.)
How do I view/reassign which jobs are currently within a given folder?
To view jobs within a given folder:

1. Log in to the PI software.

2. Click the gear icon () in the top-right of the navigation bar. 

3. You will land on the People tab within the Administration page.

4. Select the Folders tab.

5. Click directly on the name of the folder whose jobs you wish to view. 

6. You will see a list of jobs, along with their “last modified” date.

To reassign jobs within a given folder:

1. Complete the steps above.

2. Click on the name of the job you’d like to reassign.

3. You will be brought to that job’s page in Hire. 

4. Click the pencil icon () next to the job name.

5. Select the intended folder.

6. Confirm with “Save changes.”

7. The job will be assigned to the selected folder.
What are uncategorized jobs?
Why can’t I remove “X” person’s folder access?
That person has likely “inherited” the folder access from a parent folder.

To remove their access:

1. Log in to the PI software.

2. Click the gear icon () in the top-right of the navigation bar. 

3. You will land on the People tab within the Administration page.

4. Select the Folders tab.

5. Click the ellipsis icon () next to the folder whose access you’d like to edit.

6. Select “Edit folder access” from the available options.

7. Verify that you’re looking at the relevant parent folder. (You’ll see that the employee has “direct” access as opposed to “inherited” access.)

8. Select “Remove” next to their name

9. Confirm by clicking “Save changes.”

Additional support


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