Tell me about folders

Folder Overview

This feature is used to organize and categorize manuals within a group.
Folders are typically created by department or purpose.

Folder Types

There are two types: internal folders and external folders.

What is the difference between internal and external folders?
https://help.teachme.jp/hc/en-us/articles/900007185943

Folder Hierarchy

Folder (1st level folder)

View and edit permissions are set at the 1st level folder.
Folders at the 2nd level and beyond inherit the same permissions as the 1st level.

Subfolder (2nd to 5th level folders)

These are optionally created within a folder to further organize and categorize manuals.
Up to five levels can be created.
Permissions cannot be set per subfolder.

How many folders and subfolders can be added?
https://help.teachme.jp/hc/en-us/articles/900005509726

Label Types Displayed on Folders

Default

This folder is automatically created when a group is set up.
If the name has not been changed, it will be displayed as "Initial Folder."

When another folder is deleted, all manuals that were in it are automatically moved to this "Default" folder.

This folder cannot be deleted, and the default label cannot be reassigned to another folder or duplicated.

Approval Workflow

This is a folder where created or edited manuals can only be published after approval.

Tell me about the approval workflow feature.
https://help.teachme.jp/hc/en-us/articles/6525619225753

Cross-group Sharing / Cross-group Sharing (Sharing)

This is a folder that is being shared from another group, or a folder that is being shared to another group.

Tell me about cross-group folder sharing.
https://help.teachme.jp/hc/en-us/articles/52435503702297

External

This is a folder that can be accessed by users who have not been invited to the group.

Tell me about external access.
https://help.teachme.jp/hc/en-us/articles/900006443043

Folder Limits

How to Use

Creating a Folder

When creating a new folder, select whether it will be internal or external.
The folder type cannot be changed after creation.

Create folder (Web Browser)
https://teachme.jp/8/manuals/4929440

Create, delete or edit sub-folder (Web Browser)
https://teachme.jp/8/manuals/4929349

Adding / Removing Users

Adding individual users to a folder

Add or remove users from folder (Web Browser)
https://teachme.jp/8/manuals/4929449

Adding a team to a folder

By creating a team, you can grant permissions to multiple users at once as a team.

Tell me about teams.
https://help.teachme.jp/hc/en-us/articles/28513829929369
Add/exclude teams to folders (Web browser)
https://teachme.jp/8/manuals/42082645

Setting Permissions

Folder Administrator / Folder Sub-administrator

Any user who has an email address registered in their user profile can become a Folder Administrator (or Sub-administrator).
There is no limit to the number of users who can be set as Folder Sub-administrators.

Change or add Folder Administrator / Sub-administrator
https://teachme.jp/8/manuals/42395373/

Tell me more about folder settings.
https://help.teachme.jp/hc/en-us/articles/14419216152985

General User

Grant either Editor or Viewer permissions on a per-folder basis.

• Editor: Can view manuals in the folder, and can edit all manuals in the folder or create new ones.
• Viewer: Can view manuals in the folder.

Change and check the folder privileges of users or teams (Web Browser)
https://teachme.jp/8/manuals/23074527

What can users do based on their permission level?
https://help.teachme.jp/hc/en-us/articles/4403398967961

Deleting a Folder

Deleting a folder does not delete the manuals inside it.
When deleting, you can move the manuals to a specified folder.

Delete a Folder (Web Browser)
https://teachme.jp/8/manuals/33826028

Frequently Asked Questions

Q. I logged into Teachme Biz, but no manuals are displayed.

• You may not have been added to a folder as a Viewer or Editor. Please check with your administrator.
  
• The folder may be hidden due to the folder IP restriction feature.
  - If folder IP restrictions are in use, the folder will not be displayed unless you access it from an allowed IP address. Please check the network you are using.
  - Please check with your administrator regarding the status of folder IP restrictions and the allowed IP addresses.
  
  Tell me about access restrictions by global IP address (Group IP restriction and Folder IP restriction features).
  https://help.teachme.jp/hc/en-us/articles/900005508766

Q. I can view manuals, but the manual edit button is not displayed.

• You may not be participating in any folder as an Editor. Please consult your administrator about changing your permissions in your folder (from Viewer to Editor).
  
• If the manual edit button is only missing in the mobile app, the latest permission settings may not have been applied to the mobile app. Please try logging out and logging back in.