Before you start
Folder display is configured for each asset type. You need permission to view tags to browse folders.
Admin and Support users can file records they can edit in a writable organization. Filing into or out of a restricted folder also requires permission to manage record access. Being able to see a record does not always mean you can move it.
How folders work
A folder in Lexful is a tag shown in a hierarchy. Applying the tag files the record in that folder.
A record can belong to several folders without creating copies. Editing the record updates the same record wherever it appears.
Folders can contain records, subfolders, or both. Opening a parent folder shows records filed directly in it and records filed in its descendants. A record appears once in that folder's results even if several matching tags apply.
Browse folders
Open Documents, or another asset type with folder display enabled.
Choose Folders in the Display controls.
Open a folder to see its subfolders and matching records.
Use the breadcrumb to return to a parent or the full list.
Unfiled shows records without tags. Folder counts reflect records you can access in the selected organization scope. Text search and other filters can narrow the displayed list without changing ordinary folder totals. The Unfiled count reflects the current search and filters.
A greyed-out folder may be a route to compatible subfolders. You can browse through it, but cannot file the current asset type there.
Add a record to another folder
Use Add to folder… when the record should stay in its existing folders.
Open the record's row menu and choose Add to folder….
Open the destination folder in the picker.
Check the destination path and choose Add here.
If Lexful asks you to confirm an access change, review it before continuing.
The record gains the destination tag. Its existing folder memberships stay in place.
Move a record
Use Move to folder… when you want to change existing folder memberships.
Open the record's row menu and choose Move to folder….
Open the destination folder.
Review From and To. If Lexful lists several possible source folders, select those you want to remove. Unchecked folders keep the record.
Choose Move here and review any access-change confirmation.
What is removed depends on where you started:
Starting point | What Move removes |
A folder the record is directly assigned to | That folder's direct membership. Other memberships remain. |
A parent folder where the record appears only through subfolders | Its memberships within that browsed subtree. Memberships elsewhere remain. |
The full list, Unfiled, or search | The single source when unambiguous, or the source memberships you select when there are several. An unfiled record is simply added. |
For example, a document tagged Networking and Finance can be added to Onboarding while retaining both original tags. Moving it out of Networking removes that membership and preserves Finance.
Moving between tag folders is different from the record drawer's Move action, which moves records between organizations. Check the action and destination before confirming.
Undo a filing change
Choose Undo in the result message to reverse the memberships the operation changed.
Undo checks your current permissions and whether the relevant memberships have changed since the operation. If it cannot complete, review the result and the record's current folders rather than assuming the previous state was restored.
For bulk work, select the records you intend to change. Selection covers the current page; it does not automatically select every record in the folder. Large operations can partly complete, so read the success and failure summary.
Why can't I file a record here?
The folder does not support this asset type. Choose a compatible destination.
You cannot edit the record or its organization is read-only. Ask an administrator to check your access.
The change affects access. Moving into or out of a restricted folder requires record-access management permission.
Folders is missing. Ask an administrator to check your tag-view permission and the asset type's folder-display setting.
Folder filing can change who can read a record. A record's other tags and grants also matter; adding a restricted folder does not necessarily make the record more private.