Organizing Design Files
Designs can be organized in folders and projects, and can live in your Drafts, which is your personal space, or in a team you are a part of. Drafts can have designs and folders, while teams can have projects, which hold folders and designs. Keep reading to find out the differences between folders and projects.
You can create a folder to organize and group your designs. Folders can exist within your Drafts page and in any projects on your teams. Folders do not have the capability of having different permission settings – those can be adjusted at the project level or at the design level.
You can delete folders – when you do so, the files that the folder contains go to your Drafts Deleted tab or your team’s deleted tab. The designs can be restored individually.
Projects can only exist inside a team space, not in your drafts. In Projects, you can control permission settings by clicking on the Share icon and changing individual settings in the permissions dialogue.
You can find projects in the left panel from any view in Botsociety. Additionally, you can see a team’s projects by going to the team page and clicking on individual projects.
Projects can hold designs and folders. A team space needs to have at least one project which holds its designs; it is impossible to have designs directly on a team space that do not belong to a project. Moving a design
Move designs between teams
It is possible to move designs between teams. To move designs, click on the Move icon and choose the destination from the dropdown. You can move a design from your Drafts or from a team project into another team project.
Moving a team design into your Drafts creates a copy of that design in your Drafts.
Sharing a design
Want to share your design? No problem. Clicking on in the upper right-hand side of the toolbar will allow you to share your design with individuals of your choosing.
You should see a window similar to this one:
You can choose to share the design by copying the link to the interactive design, or inviting an individual to edit or view/comment on your design through an email invitation.
Read more in detail about sharing and inviting users in the Sharing chapter further down below.
How to make designs private
Once you have invited an individual to edit your design, you can still downgrade or remove their permission settings in your design. The individual will appear as pending until they accept the invite, then as soon as they accept the invitation, you can change their permission settings.
All it takes is to click on the Share button again, either from inside the design by clicking on in the header, or on the share icon on your designs page .
Then, click on the dropdown to change permissions for the individual.
Drafts are designs that are yours and not shared with any of your teams. Designs in Drafts are automatically private, but you can share them with other users and move them.
Sharing a Draft
Just like with any design, it is possible to share a design in your drafts through a link or by inviting a user to edit, view, or comment on it through an email invitation.
When you share a design through an email, the invited user will need to sign in or sign up on Botsociety to see your design. Upon signup, they will immediately see your design. Later, they will be able to find the design on their Recent page.
You can make changes to the permission settings you set by inviting users with their email at any time. This is done by going to the Share dialog and changing the permission settings or removing a user.
Moving and Organizing Drafts
You can move designs from your drafts space to teams you are on by dragging and dropping a Draft design into a team project shown on the left panel. Moving a draft into a team project will change the permission settings of the design to the default that is set on that team.
To organize your drafts space, you can create folders in your drafts. To do this, click on the new folder icon and name the folder. Then, you can click on the move icon on your draft designs and move them to your new folder.
You can rename the folder by opening it and hovering over its name, then clicking on the name and changing it. Once changed, the new name is saved.
Deleting a Draft
You can delete a draft by clicking on the delete icon. This will delete the design from your Drafts, and you will be able to see it in the Deleted tab found on the header. From the deleted tab, you can restore a design back to its original location.
Working with Recent Files
After your Drafts, you will see your Recent page, which is a convenient way of seeing your designs. On the Recent page, you are able to see designs with which you have recently interacted with, making this the central location for your most used designs.
Interacting with a design includes, but is not limited to, opening the design, editing it, changing permission settings, etc. When you do any of those actions or more, the design will appear as the most recent one in the Recent page.
Recent will show your designs from Drafts and any team you are in, as well as designs that have been individually shared with you.
Capabilities within the Recent Page
Since Recent is simply a view of the designs you most recently interacted, it is not possible to move or delete a design from the Recent page. You will notice that the only icon in a recent design is Share. You can perform the other actions in the actual location in which that the designs are found.
Organizing a Team Space
A team space is made of projects, which can hold folders and designs. The team space cannot directly hold a design, so to make a team design, add your first project and create the design there by clicking on .
Working with Team Designs
Team designs are designs that are shared with the entire team by default. To add a team design, you can click on the following box while on a team project page.
Making a project
To add a project, you can click on at the bottom of the Space page, or on:
You can name your project, and, no stress, you will be able to rename it later from inside the project page.
Projects will appear in the side panel under the team’s name, so they are accessible for quick use and to move designs.
Sharing a project
Adding project specific access
Projects are great to use in a team since you can adjust individual permission settings in them. For example, you can give edit access to a certain project to a new individual while not sharing other team projects with them.
You can do this by checking the projects panel on the right-hand side of the screen. This panel contains information on the project like permission settings, name, description, and more.
If you add a specific user to a project with edit access, the user will be added as a part of the team, but will only have access to the project you share with them. If the team has a license that is currently available, that will be assigned to this user.
To restrict a user’s access to a project, you can check the right-hand side panel and change that user’s permissions.
Create a folder
To create a folder, click on the + New Folder on your Drafts or the team project you are in, or hover over the + sign, and click on Folder.
Move a folder
To move a folder, hover over the folder in your Drafts or the team project page, and click on the move icon. Then, choose the destination for the folder and click Move. When the folder is moved, you will be taken to the destination.
Rename a folder
To rename a folder, open the folder page and hover over its name. Then, click on the name and rename the folder, and press the check icon. Your folder is now renamed.
Delete a folder
To delete a folder, press the delete icon [delete icon] on the folder. Note that all your designs from inside the folder will be deleted and moved into the Deleted tab, where you can restore them if needed.
Levels of Access
Understanding levels of access on Botsociety is easy. A user can either be a viewer or an Editor.
Viewers are users invited with “Can View” access, while Editors are invited with “Can Edit” access.
The invited user can open an account directly on Botsociety, or they can follow the email invitation to see the design or team project that was shared with them.
Sharing within the Team Space
All designs and folders inside a team space are shared with all the members of the team. Sharing a design with someone who is already on the team will send them an email notification about the invite, but that user should have access to the team contents already.
If an individual user is invited to a project with Can Edit access, and the team has a license or is free, that user will be added to the team with access limited to the project he or she is invited to. Sharing individual designs When sharing individual designs, you can do this through:
- The link to view the design
- The share dialog allows you to invite an individual through their email, to either View or Edit the design.
If the design is in a team project, it is already shared with all the team members. If you share the design with someone else, they will appear on the Share dialog, where you can change their permission settings anytime.
Individuals with whom a design is shared through an email invitation can find that design on their Recent page.
Sharing folders and projects
Folders do not have advanced sharing capabilities. They are simply a way to organize designs. If you need to change permission levels for a group of designs, put them in a project, which can only be in a Team Space.
Projects, on the other hand, have a feature to control and customize the permission settings. The permissions from the team are inherited, so the project will be shared with team members, but you can also add additional users to view files from or edit the project. You can add more individuals or adjust permission settings in the right-hand side panel with project details, such as the project name, description, and members.
If you invite an individual to a project with Can View access, the invited user will be able to see the project designs on her Recent page.
If you invite an individual to a project with Can Edit access, the invited user will be able to see the team that the project belongs to, and only the project shared. Later on, if you want to share more projects from the same team with that user, you can invite them to the other projects as well.
To restrict access, head back to the side panel for projects and teams, and to the design share dialog for individual designs. Use the drop down next to a user’s name or email to change their permission level or remove them from the design or project.
To remove someone from a team, you can do that from the right-hand side panel, from the Members tab inside the team page, or from the Admin Dashboard, found through on the Settings tab on the team page.
Search and Replace
You can search and replace across multiple files in the same team, project, or folder. To do so, click on
Search and Replace on the right-hand side in the project or folder view:
You can now search a term across all of the designs of your project or folder.
Press enter or click on Search to start the search. The results will display how many times your term was found and inside which files:
You can fill the 'Replace' text input as well to replace your term across all of the designs. Before applying the change, Botsociety will request a confirmation: