The Folders feature in Signature 365 can be used to place your Signature, Campaign and Disclaimer templates into folders, making organisation and management easier.
By default all templates are placed into a single folder; when using a less complex configuration this allows management from a single area.
For our customers with multiple locations or many templates, this can introduce challenges with management of data. The folders feature allows you to separate these templates by folder, with the structure mirrored across all template types.
By default, the folder structure component will not be shown - for our existing customers with no requirement for this feature, the interface will remain the same.
Creating folders
To add a folder, simply click the New folder button in the top left of the Signatures, Campaigns or Disclaimers tab:
This will open the New folder pop up - type a name for the folder and hit Add
You will now see the folder structure component to the left of the Signatures, Campaigns and Disclaimers window when you enter these tabs. The Home folder always exists and sits as the root folder.
The folder structure details the number of components stored in the folder - in this case the Home folder has 52 signatures within, and the "Test" subfolder has 1 signature, with 1 signature in the "Sub 1" folder.
Folder actions
To access folder actions, simply right click on the folder to open a context menu, where you can create subfolders, rename or delete the folder you have selected.
Attempting to remove a folder containing components other than your current selection will display a warning when you attempt to remove:
Moving templates
To move an existing template between folders, simply click and drag to the required folder, this will place the template in the required folder:
You can also use the Move option by right-clicking on a template when in grid mode, or by clicking the ... option when in list mode and selecting Move
Creating new templates in folders
When creating a new template with folders active, you will see an additional selection requirement:
Selecting the drop-down will allow you to pick the folder in which you wish to place the new template:
Creating a new template whilst in a folder will set the folder to the current location:
Ordering Campaigns and Disclaimers
Currently, campaigns and disclaimers are ordered in the same manner regardless of the use of folders. The order of these can be changed by selecting the Reorder button from the campaigns or disclaimers tab:
This will present a list of all components to be reordered, these are changed using the up/down arrows to the right side of the component name. If the folder feature is in use, the Folder column will be displayed.
Searching for Signatures / Campaigns / Disclaimers
Templates can be searched from the Search by name or description box in the top right of each section. This function will search the current folder and all subfolders.
Entering a search term into the search box will search for all templates containing the search term in the name, displaying a thumbnail of the template, and the folder this is located in.