How to Create and Update Managed Folders

Managed Folders allow an organization to centrally deploy channels and folders for projects and tasks with customized compliance policies.  

There are two main roles: 

• Global Folder Administrators (GFAs): These governance administrators specify the projects to be managed, can apply compliance and retention polices, and segregate information. GFAs can create folders and channels, but there is a privacy layer and the GFA cannot see the contents of the channels. GFAs also designate the Managed Folder Administrators. GFAs are appointed by Company Admins. 

• Managed Folder Administrators (MFAs): These are channel administrators who define communication channels within the projects and control who has access to pertinent information and files. MFAs have access to the content of the channels they create but cannot create new Managed Folders. MFAs are appointed by GFAs and other MFAs. 

To enable the Managed Folders feature, please contact your account representative. 

Creating a Managed Folder 

Updating Existing Managed Folders 

Deleting Existing Managed Folders 

Compliance for Managed Folders 

Creating a Managed Folder 

Only GFAs can create Managed Folders. To create a Managed Folder: 

1. Select the Messages icon from the left sidebar.

2. Click the +Add button in the top right of the Messages menu, and select New Folder.

3. In the New Folder pop-up, enter a name that describes the contents of the folder.

4. Under Type, choose Managed to show additional input fields.

5. Provide an abbreviation to be displayed alongside Channel names within the folder.

6. Assign MFAs by searching for and clicking on users in the results under Folder Administrators, then click Create.

NOTE: GFAs may grant themselves MFA privileges, but do not have them by default. To learn how to Create and Update Managed Channels, click here.

Updating Existing Managed Folders 

GFAs and MFAs can update the name, abbreviation, and MFAs of Managed Folder: 

1. Hover over the relevant Managed Folder, click on the ellipsis ••• button, and select Manage Folder.

2. Click on the Details tab to edit the folder’s name and/or abbreviation and choose to add or remove MFAs.

3. Click the green Save Changes button when finished.

Deleting Existing Managed Folders

If the Managed Folder and its Channels need to be deleted, an MFA must first disable the folder. Once a Managed Folder is disabled, a GFA or MFA can delete it. Doing so also deletes all the Channels within. 

To delete a disabled Managed Folder, hover over the desired Managed Folder, click on the ellipsis ••• button, and select Delete. 

Compliance for Managed Folders 

To set a custom retention policy for a Managed Folder: 

1. Go to Settings, and under Compliance Settings, click Retention Policy.

2. Under Set policies, enter the name of your Managed Folder and click on the matching result.

3. Select a Policy Type: 

• Legal Hold: Messages and files sent in the Channels associated with this Managed Folder will never expire, even if there is a company-wide expiration policy on Channels.

• Expiration: Messages and files sent in the Channels associated with this Managed Folder are retained for the selected number of days before expiration.

4. Click Add Policy and ensure your policy now appears in the Existing Policy section.