Managing Guides

Organise Guides into folders, set assignment rules, and perform bulk operations

Folder Organisation

Guides can be organised into a nested folder structure, similar to how you organise files on your computer. This makes it easy for users to browse and find relevant procedures.

Creating Folders

Navigate to the Guides page
Click the New Folder button
Enter a name and optional description
Select a parent folder if you want to nest it inside another folder
Click Create

Nested Folders

Folders can be nested inside other folders to create a hierarchy. For example:

All Guides

HR Procedures

Onboarding

Leave Requests

IT Support

Password Resets

Software Installation

Customer Service

Managing Folders

Action	How
Rename folder	Click the folder's edit button and update the name
Move folder	Edit the folder and change its parent folder
Delete folder	Click the folder's delete button (folder must be empty)

Tip

Plan your folder structure before creating Guides. A clear, logical hierarchy makes it much easier for users to find the right procedure quickly.

Assignment Rules

Assignment rules control which users can see each Guide. When no rules are set, a published Guide is visible to everyone in the organisation.

Rule Types

Rule Type	Description	Example
Department	Restrict to users in specific departments	Only visible to users in the Finance department
Job Role	Restrict to users with specific job roles	Only visible to Customer Service Representatives
Location	Restrict to users at specific locations	Only visible to users at the London office
Group	Restrict to users in specific dynamic groups	Only visible to users in the "New Starters" group

How Rules Work

Rules are configured in the Guide editor's Properties panel
Multiple rule types can be combined (e.g., Department AND Job Role)
Users must match at least one rule in each configured category to see the Guide
Admins and Managers can always see all Guides regardless of assignment rules

Tip

Use assignment rules to keep Guides relevant. Showing users only the Guides that apply to their role prevents information overload and makes it easier to find the right procedure.

Bulk Operations

When managing many Guides, bulk operations save time:

Operation	Description
Bulk Move	Select multiple Guides and move them to a different folder at once
Bulk Delete	Select multiple Guides and delete them in one action
Duplicate	Create a copy of a Guide to use as a starting point for a new one

Tip

Duplicating a Guide is a fast way to create a similar procedure. The copy includes all steps and screenshots, ready for you to modify.

Search and Discovery

The Guides search feature helps users find the right procedure quickly:

What Gets Searched

Guide title - The name of the Guide
Description - The Guide's description text

Review Cycles

To keep Guides accurate and up to date, you can configure review cycles:

Set a review cycle in months (e.g., review every 6 months)
The system tracks when the Guide was last reviewed
Guides due for review are flagged for the owner to check and update

Tip

Setting review cycles is especially important for compliance-related procedures where outdated instructions could lead to errors or regulatory issues.

Status Management

Guides move through different statuses during their lifecycle:

Status	Visible to Users?	Can Edit?	Use Case
Draft	No	Yes	Creating or updating a Guide before it is ready
Published	Yes (based on rules)	Yes	Active Guide available to users
Archived	No	No	Guide is no longer needed but kept for records

You can change a Guide's status at any time from the editor or the Guides listing page. Moving a published Guide back to Draft will hide it from users until it is republished.

Related Guides

Getting Started with Guides - Overview of the Guides feature
Creating Guides - Build and edit Guides with the web editor
Viewing & Following Guides - How users interact with published Guides