Folder Permissions in Qwilr

Qwilr now supports folder-level permissions, giving you more control over who can view and edit pages in your account.

Overview

Folders in Qwilr now have sharing settings that let you manage access across teams, while still giving you flexibility when you need it.

Key changes:

• Folders can be shared with teams or individuals with different access levels
• Subfolders can be kept in sync with their parent or have access managed separately

In this article

• Creating folders (including subfolders)
• Access levels &  managing folder access
• Applying access settings across subfolders
• Renaming, moving and deleting folders
• The “Shared with Me” folder
• Frequently Asked Questions

Creating folders (including subfolders)

Folders help you keep pages organized, whether that’s by team, client, region, or anything else that makes sense for your workflow.

Creating a folder

Anyone can create folders. When you create a folder, you’ll automatically get edit access to it.

1. Go to the Pages tab from the top navigation.
2. In the left sidebar, click + icon (next to Create Folder).
3. Enter a name for your folder.
4. Under Share folder, type the name or email of the person/team you want to share it with.
5. Use the dropdown to choose their access level (e.g. Can edit or Can view or Limited).
6. Press Create folder to save.

Your new folder will now appear in the left sidebar.

Creating subfolders

Subfolders are great when you want a little more structure inside a folder.

1. Go to the Pages tab.
2. In the left sidebar, click the three dots icon (⋮) on the folder you want to add a subfolder to.
3. Click the Create Folder (+) button.
4. Enter a name for your subfolder.
5. (Optional) Under Share folder, choose who you want to share the subfolder with and set their access level.
6. Click Create folder.

Your subfolder will appear underneath the parent folder in the left sidebar.

Access levels & managing folder access

When you share a folder, you can choose how much access someone has.

• Can edit - Can share the folder and edit all pages within it
• Can view - Can view all pages in the folder
• Limited - Can only view and edit their own pages they created

Who can share folders?

• Admins can share folders with anyone
• Creators can only share folders as long as they have edit access to the folder

Removing users

There are two ways someone can have access to a folder:

• Direct access (added individually)
• Inherited access (access comes from a parent folder)

Because of that:

• You can only remove users who were directly added to a folder
• If someone has access from the parent folder, you'll need to remove them from the parent folder where their access originates

You can remove someone’s access to a folder at any time.

1. Go to the Pages tab.

   In the left sidebar, find the folder.

   Click the three-dot menu (⋮) next to the folder name.

   Select Share folder.

   In the sharing window, find the user you want to remove.

   Click their permission dropdown (e.g. Can edit).

   Select Remove access.

   This checkbox is like a shortcut to remove the user from all the subfolders at the same time.
   If you have "Main folder 1" with the subfolder "2" and you remove Jag from main folder 1
   • when the checkbox is ON: Jag gets removed from main folder 1 and 2
   • when the checkbox is OFF: Jag gets removed from main folder 1 only
2. Click Remove to confirm.

The user will no longer have access to that folder.

Team changes

If someone is removed from a team that has folder access, they’ll lose that team-based access. However, they’ll still keep any access they were given individually.

Applying access settings across subfolders

When you create a subfolder, it copies the parent folder’s permissions but after that, it can behave independently. So if you update access on the parent folder, those changes won’t automatically apply to subfolders unless you choose to apply them.

To apply permission changes to all subfolders:

1. Open the pages tab and go to the folder share panel
2. Click the three dots on the right side to open share settings
3. Turn on Apply access to all subfolders

Renaming, moving and deleting folders

Renaming folders

If you have edit access to a folder, you can rename it anytime by clicking the .

Moving folders

Moving a folder is very easy and there are a few things to keep in mind.

When you move a folder:

• Inherited permissions from the old parent are cleared
• People directly added to the folder retain access
• New permissions depend on whether the destination folder has Apply access to all subfolders enabled

To move a folder, press and hold the specific folder and move it to the destination folder. You’ll then see a confirmation message explaining permission changes before the move completes.

Deleting folders

You can delete folders with accepted pages, but you’ll be prompted to move accepted pages to a new folder first as accepted pages cannot be deleted from Qwilr.

To delete a folder:

1. In the left sidebar, find the folder you want to delete.
2. Click the three-dot menu (⋮) next to the folder name.
3. Select Delete folder.

If the folder contains Accepted or Partially Accepted pages:

4. In the confirmation window, select a new folder from the dropdown under "Accepted and Partially Accepted pages will be transferred to"
5. Click Continue.
6. Click Confirm to complete the deletion.

All draft pages inside the folder will be deleted. Any Accepted or Partially Accepted pages will be moved to the folder you selected.

The “Shared with Me” folder

The Shared with Me folder is where Qwilr shows you pages and folders you have access to, but don’t have access to the full parent structure.

Pages and folders shared with you appear in Shared with Me if:

• You’ll see the whole folder tree in the Shared with me folder if users don’t have access to the top (root) folder.
• An individual page is shared with you but you don’t have access to its folder

Frequently Asked Questions

Q:  I’m an existing Qwilr user with folders, what are the default folder access settings after the change?

A: All existing folders will automatically have these default permissions:

• All admins: can edit
• Everyone in the account: can edit
• The person who created the folder: can edit

We recommend checking your folder permissions to ensure they match your business needs. (Teams can really help here if you have access to them.)

Q: What’s the maximum subfolder depth?

A: You can have up to 7 levels of folders.

Q: Can I view more than 25 pages at once on the dashboard?

A: Yes! You can now view more than 25 pages at a time. To change this, scroll to the bottom of any folder (or your Pages dashboard) and select a higher number of pages to display such as 25, 50, 100.

Q: Can I create folders via the API?

A: Not yet, the public API does not currently support creating pages in folders.

Q: What’s the difference between admin and creator permissions?

A: Admins retain full control and can:

• Edit all folders and pages within an account
• Share folders with any teams or individuals
• Choose whether subfolders inherit permission changes

Creators can:

• Create folders
• Rename folders if they have edit access
• Move and delete folders if they have edit access to all pages within
• Share the folder with any teams or individuals, if they have edit access

Creators who create a folder automatically get edit access, however admins can revoke this.

Creators may only see certain pages in a folder depending on their access level (edit, view, or limited).

Q: How do CRM integrations handle default output folders?

A: This depends on the CRM you're using.

HubSpot and Salesforce:

• Set a default output folder for templates
• If no folder is set, pages go to the pages dashboard

When you create a page from a template using HubSpot or Salesforce, Qwilr can automatically save that page into a specific folder.

To set this up, open your template, then use the default output folder setting to choose where new pages should be saved. If you haven’t made a destination folder for this yet, create one first in the Pages dashboard, then return to the template and select it as the default output folder.

Zoho and Pipedrive

• Choose a folder on page creation
• You can only select folders you have access to

When you create a page from Zoho or Pipedrive, you’ll choose which folder it should be saved to during the page creation process.

You’ll only be able to select folders that you have access to. If you don’t see a folder listed, it means you don’t currently have permission to use it.

Q: What changed with Blueprints?

A: With the introduction of folder permissions, Blueprints have now been updated.

Previously, a Blueprint appeared in your Pages dashboard as a grouped set of pages. Now:

• The main Blueprint template now lives in Library > Templates
• Former “child” pages appear as individual entries in your pages folder (or the folder the Blueprint was in)
• Any bulk CSV blueprints created from pages rather than templates will remain as is today

This means that Blueprints no longer appear as a single “container” in your dashboard. Instead, you’ll see the template in your Templates area, and all created pages will appear as individual pages, just like Zoho and Pipedrive.

With this change comes more control and the ability to organize your account in the way that works best for you and your team.

Q: Can I set a default folder for outputting pages?

A: You can now set a default output folder for templates:

1. Click the three dots on a template
2. Select Default Page Output Folder
3. Choose a destination folder

Q: Can I move all the pages that were previously inside a Blueprint into a folder at once?

A: Yes, you can move them in bulk.

1. Go to the template they were originally created from (in Library > Templates).
2. Click the three-dot menu (⋮) on the template.
3. Select See created pages.
4. Use the checkbox in the top-left corner to select all pages shown.
5. Move them to your chosen folder.

Q: Which template created this page?

A: To find out which template a page came from:

1. Click the three dots (⋮) on the page
2. Choose Page info

If you have questions, reach out to us at help@qwilr.com, we’re always happy to help