English (United States) Čeština Deutsch Español (España) Français (France) Italiano 日本語

Create and Manage Folders

Who does this article apply to?

  • Enterprise, Partner, and Small Business accounts.
  • Accounts in all regions.

This article covers how to create folders that can be used to manage the entities within your account.

Folders and Labels are two tools you can use to organize your entities. While an entity can only be in one folder, an entity can have as many labels as needed.

  Folders Labels
Entities can have multiple No Yes
Can filter in Entity Search Yes Yes
Can use when assigning user roles Yes No
Can create in bulk using Entity Upload Yes Yes
Can assign to entities in bulk using Entity Upload Yes Yes
Visible in most exports, like Listings & Reviews Yes No

 To organize entities using labels, see Manage and Apply Entity Labels.

Managing Folders

We recommend putting together a strategy for how you want to organize your folders. Oftentimes, customers use things like geography (country, region, city), brands, and entity types as key properties to create a folder based on. You can create up to 5 levels of sub-folders.

Whatever you decide, there are a fewways that you can manage your folders:

  1. Manually
  2. In bulk
  3. Via API (cannot create new folders, only move entities to folders)

Create a Folder Manually 

To create a folder:

  1. Click Knowledge Graph in the navigation bar and click Entities.
  2. Click on the plus sign (mceclip0.png) in the left sidebar under Folders. A dialog box appears.
    • If you do not see the plus sign, hover over your business name or folder name in the left sidebar, click on the three dots that appear, and select Add from the drop-down menu.
  3. Enter the folder name and click Add Folder.

Add Entities to a Folder

To add entities to the folder:

  1. Navigate to Knowledge Graph > Entities.
  2. Select the checkboxes next to the desired entities.
  3. Click on the More Actions button and select Move to Folder. A dialog box appears.
  4. Select the desired folder.
  5. Click Move to Folder.

Create Folders in Bulk Using Entity Folder Structures

Managing folders manually is fine if you only have a few or you need to make a few adjustments. Otherwise, we recommend managing folders in bulk.

Once you’ve settled on a folder organization strategy, you’ll be able to manage your folders in bulk using folder structures. You can choose between two options for how to structure the entity folders in your account:

  • Universal Folder Structure: One folder structure for all your entity types. This option is best if you want to use the same criteria to organize all your entities, regardless of type (for example, placing Locations, Events, and FAQs in one folder to be managed by a certain user).
  • Entity Type Specific Folder Structure: Separate folder structures for each entity type. This option is best if you have different criteria to organize your entity types (for example, Locations by region, Healthcare Professionals by their office location, etc).

Note: Updating your folder structure may impact user access (if you have user permissions based on folders) or API integrations. Check these settings before making changes to an existing folder structure.

To create a folder structure:

  1. Click Knowledge Graph in the navigation bar and click Configuration.
  2. Click Folders.
  3. If this is your first time creating a folder structure, click Create Initial Structure.
  4. If you’d like to create an Entity Type Specific Structure, click on the Structure Type field and select Entity Type Specific Folder Structure. Otherwise, it will default to Universal Folder Structure. 
  5. Click Save.
  6. Build your folder structure.
    • Click on the Structure field.
    • Click on the Add subfolder level button. You may add up to five subfolders per entity type.
  7. (Optional) Click Preview to see what your folder structure will look like before making any changes.
    • The preview will display a set of up to 100 randomized entities so you can see what your structure may look like.
  8. Click Reorganize Folders and confirm the update to your folder structure. Read the disclaimer and click Reorganize Folders again to confirm your changes.
  9. The system will create any necessary folders, delete any folders that are no longer in use, and move entities around.
  10. Navigate back to Knowledge Graph > Entities to see all of your entities organized according to your new folder structure.

Deleting folders

Since this could impact user permissions, we strongly encourage you to do this with care. Deleting folders will delete any Access Permissions users had for those folders. It can be difficult to fix this, so if you’re not sure, reach out to Support for assistance.