Organizing content with folders & labels

As your team creates content, finding the right balance between access and discoverability becomes crucial. Omni’s content system allows you to efficiently manage your content with:

• Folders, which provide a simple, hierarchical structure for organizing content and controlling access
• Labels, which can enhance findability without the need for duplicating content across folders

By combining folders and labels, you can create an intuitive content organization system that supports your team’s collaboration by ensuring that the right content is always easy to find.

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Folders

Using folders for content organization allows you to maintain structure and determine how users access content. For example, folders could allow you to organize content and access for:

• Teams, such as Operations or Finance
• Employee level, such as Manager or Executive
• Projects
• Clients

Folders can contain documents and subfolders.

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Creating folders

Creating subfolders in folders is supported. The parent folder can contain up to seven levels of nesting, for example:

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Moving folders

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Accessing and sharing folders

When you share a folder, permissions cascade to all documents and subfolders inside it. This means that the access role you assign to a folder applies to everything the folder contains. Content access roles on folders work differently than on individual documents. For a detailed comparison of folder and document permissions, and information about inheriting access roles, refer to the Sharing content guide.

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Scoping folder navigation with breadcrumb roots

You can configure a folder as a breadcrumb root to scope navigation to that folder and its contents. When a folder is set as a breadcrumb root, breadcrumbs for the folder and everything inside it start at that folder. Ancestor folders and the Shared / My Documents crumbs are hidden. This setting affects:

• Folder page breadcrumbs and the file picker
• Dashboard and document title breadcrumbs and hover cards
• Content list location strings

This setting is useful for scoping navigation to a specific subtree, for example in embed use cases built around a specific contentPath folder. To set a folder as a breadcrumb root:

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Deleting folders

Folders can only be deleted if they’re empty. Who can delete a folder depends on their content access role:

• Editors can delete empty folders they created
• Managers can delete any empty folder they have access to

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Labels

While folders are helpful for maintaining structure and access, a document can only be in one folder at a time. For example, a dashboard is relevant to multiple teams, each of which has their own folder. Where should the document be located? With labels, you could place the dashboard in a shared folder and add relevant labels, ensuring the right people can find the content. Labels allow you to organize your content in a way that doesn’t require duplication or sacrifice findability. Using labels, you can:

• Organize content by subject area, such as Marketing or Support
• Indicate the current working state of a document, such as In progress
• Use label settings to:
  • Curate Home page content for your organization
  • Mark important content as Verified

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Applying labels

To apply a label to a document or a folder, click the Labels icon to the right of the document/folder name:

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Viewing label information

When you hover over a label, a tooltip displays additional information about the label, including:

• The label’s description (if one has been added)
• Who applied the label and when it was applied

This metadata helps you understand the context and history of labels applied to content. You can view this information wherever labels appear in Omni, including:

• Document and folder detail pages
• Content listings (Home page, My Documents, folders)
• Search results
• The curation popover

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Managing labels

Labels are managed in the Label settings page, which can be accessed by:

• Navigating to Settings > Labels, or
• Clicking the Labels icon in a document or folder, then the gear icon

On the Label settings page, you can:

• Add a label by clicking the Add Label button.
• Edit a label by clicking on it or selecting Edit from the options menu ( icon). This opens the label editor where you can:
  • Rename the label
  • Choose a color using the color picker, which includes preset color swatches, a custom color picker, and an eyedropper tool
  • Add a description to provide additional context about the label’s purpose or usage
  • Set label options using the Verified and Homepage checkboxes (requires appropriate permissions)
• Delete a label by clicking the options menu ( icon) next to the label and selecting Delete. Note: Labels can’t be deleted if they’re currently in use.

When you add a color to a label, it will be displayed with that background color throughout Omni. Text on colored labels automatically adjusts for optimal contrast and readability. For information about viewing label descriptions and metadata, see Viewing label information.

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Label options

Labels can be configured with special options that provide additional functionality. These options are set in the label edit dialog and require specific permissions.

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Homepage

Enabling the Homepage option allows you to select content to display on your users’ Home page, in the For you section. This can be useful for:

• Providing helpful starting points for new users in your organization
• Ensuring content relevant to all users is easily accessible

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Verified

Enabling the Verified option allows you to mark important content, such as dashboards that are monitored for correctness. This can be helpful for conveying to your users which content is actively maintained or has been vetted. To apply these options to a label: When these options are enabled, the corresponding label will be highlighted to increase prominence. Labels with the Verified option will be highlighted green with a checkmark, while those with the Homepage option will have a Home Page badge: