Manage Your Templates with Folders

The new folder-based organization system allows you to efficiently manage your templates while providing control over user access. This feature enhances usability and security by enabling you to structure templates based on roles or specific user access.

Benefits of Using Folders for Templates

• Organized Management: Group related templates into folders for better organization.

• Access Control: Assign visibility and usage rights to users or roles.

• Improved Collaboration: Share templates selectively with team members as needed.

How Do I create a Folder in the templates?

Follow these steps to create and configure a folder for your templates:

Step 1 : Navigate to Templates Go to the "Converse Templates" section in your SMS-Magic interface.

Step 2 : Create a New Folder

• Click on the Create New Folder button.

• A pop-up or form will appear to configure folder details.

Step 3 : Provide Folder Details Fill in the necessary details to define your folder:

• Folder Name: Specify a meaningful name for the folder.

• Access Level: Choose the type of access for the folder.

Access Level Options

• Private:

  • Only you can see and use the folder.

  • Templates within this folder are accessible exclusively to you.

• All Users:

  • Templates in this folder are accessible to all users in your SMS-Magic account.

  • Ideal for commonly used templates across the organization.

• Selected Users:

  • Customize access based on individual users or Salesforce profiles.

  • Assign permissions such as:

    • Edit Access: Allows users to modify templates in the folder.

    • View Access: Users can only view and use templates without editing.

Access Guidelines

• Users with view-only permissions can select and use templates shared with them but cannot make edits.

• Standard users can only access templates based on their assigned permissions.

Using Templates with Folders

• Users can browse and select templates from folders they have access to.

• By organizing templates into folders, users can quickly locate the templates they need while ensuring proper access control.

FAQs

1. Can I move a template from one folder to another?

Yes, templates can be moved between folders. Navigate to the template, select the "Move" option, and choose the destination folder.

2. What happens if I delete a folder?

Deleting a folder will not delete all templates within it. But ensure you move templates to another folder before deletion or the filters gets removed and you can see the templates from All templates filter.

3. Can I assign multiple users to a folder with different permissions?

Yes, you can assign specific permissions (Edit or View) to individual users or Salesforce profiles/users when setting up a folder.

4. How can I ensure a template is only visible to specific users?

Create a folder with the "Selected Users" access type and assign the desired users or profiles with view-only or edit permissions.

5. Is there a limit to the number of folders I can create?

There is no set limit to the number of folders you can create. However, it is recommended to keep the structure manageable for better usability.

6. Can I share a folder with external users?

No, folder sharing is limited to users within your SMS-Magic Salesforce account. External sharing is not supported.

7. What if a user loses access to a folder they previously had access to?

If access is revoked, the user will no longer see the folder or its templates. Ensure access permissions are carefully managed to avoid disruption.