Report folders in FieldEx help you keep your analytics organised by customer, region, module, or team. A clear folder structure makes it easier for users to find the right reports, control who can access them, and keep standard reports separate from internal working files or client-specific reports.
This article covers:
Why folder structure and permissions matter
How to create a new folder
How to create a subfolder
How to rename and share a folder
How to safely delete a folder
Understanding Report Folders in FieldEx
The Folders panel appears on the left-hand side of the Reports module. It lists all available folders (such as Standard Reports, Favorites, and any custom folders you create) and controls which reports appear in the main table.
Key behaviour to note:
If you have at least one report marked as Favorite, the Favorites folder is selected by default when you open Reports.
If you have no favourites, the Standard Reports folder is selected by default.
Standard report folders are managed by FieldEx and cannot be moved. You will see a list of built-in reports that can be previewed, shared, exported, favourited, duplicated, and so on, depending on your access.
The folder you select is highlighted in the sidebar, and the table updates to show only the reports inside that folder.
Tip: Use folders for structure (for example: “Management Reports”, “Customer Reports – Europe”, “Internal Diagnostics”) and rely on Favorites for each user’s personal shortcuts. |
Access Levels and Report Actions
Folder sharing controls how much each person can do with the reports inside it. When you create a new folder, you automatically become the folder Owner. Each folder can only have one Owner at any time.
Access levels
Viewer – can open the folder and view its reports. Viewers can:
Preview reports
Export reports
Mark or unmark a report as Favorite
Editor – has all Viewer rights, and can also:
Edit reports
Share reports with other users or groups
Duplicate reports
Owner – full control of the folder and the reports they own. Owners can:
Delete reports that they own
Move reports that they own to another folder
Delete the folder itself (only when it is empty)
The actions in the report table follow these rules:
View access (Viewer or above): Preview, Export, Favorite, Un-favorite
Edit access (Editor or Owner): Edit, Share, Duplicate
Owner access: Delete report, Move report
If an action is not labelled with a specific access requirement, it means Viewer access is sufficient to perform it.
Tip: Use Viewer access for stakeholders who only need to read reports, Editor for users who build or maintain reports, and reserve Owner access for the single person responsible for structure and clean-up. |
How to Create a New Folder
Path: Reports > Folders > + New Folder
You can create top-level folders in the Reports module to group related reports together. For example, you might create separate folders for different business units, customers, or reporting audiences.
In the Reports module, look at the Folders sidebar and click + New Folder (or the “New folder” icon on the folders header).
In the Create Folder popup, enter a clear Folder Name (for example, “Executive Reports” or “Client – Northshore Energy”).
(Optional) Configure Sharing Options:
Add specific users to share the folder with.
Add entire user groups (for example, “UK Service Team”) so multiple people get access in one step.
For each user or group, choose an Access Level:
Viewer – can see the folder and its reports, but cannot edit or reorganise them.
Editor – can work with the contents of the folder (for example, create or edit reports) according to their permissions.
Click Save to confirm. The new folder appears in the sidebar, ready for reports to be created or moved into it. As the creator, you are the initial Owner of this folder.
Any users or groups you shared the folder with will receive a notification in FieldEx that they now have access to this folder.
Tip: Set up a few high-level folders first (for example, by region or department), then add subfolders for individual customers or specific types of analysis. This keeps the sidebar tidy and easier to scan. |
How to Create a Subfolder (Folder Within a Folder)
Subfolders help you break a main folder into smaller, more specific sections. For example, a “Customer Reports – Europe” folder could contain subfolders for each key client.
In the Folders sidebar, click the main folder where you want to create a subfolder (for example, “Customer Reports – Europe”).
Click the Add Subfolder icon next to that folder name.
In the popup, enter a Folder Name for your subfolder (for example, “Northshore Energy” or “Apex Manufacturing”).
Configure Sharing Options:
By default, anyone who has access to the main folder will also be able to see its subfolders.
You can optionally grant additional users or groups access to the subfolder and choose whether they are Viewers or Editors. Ownership of the folder remains with a single Owner and can only be changed later from the folder’s sharing settings.
Click Create or Save. The subfolder is displayed under its parent folder, using an open/closed folder icon depending on whether it is expanded.
Example: If you share a folder called “Demo Reports” with a user named Alex, Alex will also see any subfolders you create under “Demo Reports” and the reports inside them, subject to their access level.
How to Rename and Share a Folder
Once a folder exists, you can update its name and adjust who has access to it. These actions are available from the folder-level actions in the sidebar.
Rename a folder
In the Folders sidebar, hover over the folder you want to rename.
Click the Rename folder action (pencil/edit icon).
In the popup, update the Folder Name to something clearer or more accurate (for example, rename “Temp Reports” to “Operational KPIs”).
Click Save. The new folder name immediately appears in the sidebar and is used wherever the folder is referenced.
Share or update sharing on a folder
In the Folders sidebar, hover over the folder you want to share or update access for.
Click the Share folder action (share icon) to open the Share Folder popup.
Add or remove users and groups as needed.
For each user or group, select an Access Level:
Viewer – can open the folder and view its reports.
Editor – can work with the folder’s contents in line with their report permissions (for example, create or edit reports in that folder).
Owner – full control over the folder and the reports they own (including delete and move). Only one Owner is allowed per folder. When ownership is changed, the new Owner replaces the previous Owner, who is downgraded to Editor.
Click Share or Save. Users who have been added will receive a notification that they now have access to this folder and its contents.
How to Delete a Folder
Deleting a folder should be done carefully. FieldEx only allows you to delete folders that are completely empty so they must not contain any reports or subfolders.
In the Folders sidebar, select the folder you want to delete.
Check the report table for this folder. If any reports are listed, move them to another folder or delete them first. If there are subfolders, you must delete or move those subfolders before removing the parent folder.
Once the folder is empty, hover over it in the sidebar and click the Delete folder action (bin icon). Only users with Owner access to that folder will be able to perform this action.
Confirm the deletion in the popup. The folder is removed from the sidebar and is no longer available to any users it was shared with.
If the Delete action is not visible for a folder, it usually means that the folder still contains reports or subfolders, or that it is a system-managed folder (such as Standard Reports or Favorites) that cannot be deleted.
Real-World Folder Structures
Customer-based structure: A “Customer Reports” main folder with subfolders such as “Northshore Energy”, “Apex Manufacturing”, and “Harbourline Logistics”, each shared with the relevant account managers.
Department-based structure: Separate top-level folders like “Operations KPIs”, “Finance & Billing”, and “Asset Reliability” so each department can maintain its own working reports.
Executive reports: A single “Executive Reports” folder with read-only Viewer access for senior leadership and Editor access for the analytics team who maintain the content.