Purpose Statement
This article explains how to create a custom folder in the Report List view for organizing and storing Ad-Hoc Reports.
Custom folders help users keep reports organized, making it easier to locate, manage, and access frequently used reports.
Background Information
Report folders allow users to organize Ad-Hoc Reports into logical groupings based on department function, report type, frequency of use, or workflow needs.
This is especially useful for departments that create multiple custom reports and need quick access to recurring analyses. Creating folders helps reduce clutter in the main report list and improves workflow efficiency for administrative users, supervisors, and field personnel who regularly access report data.
Folders can be created, renamed, deleted, and pinned based on the available folder management options.
Deleting a folder only deletes the folder. It does not delete the reports stored in that folder.
Required Permissions
Users may need the following permissions to create and manage custom report folders:
- Reports Module Access
- Ad-Hoc Reports Permission
- Report Management Rights to create, edit, or delete folders
Permission names may vary based on agency configuration. If folder management options are not visible, contact a system administrator to verify the user’s Reports and Ad-Hoc Reports permissions.
Video
Step-by-Step Guide
Navigate to Ad-Hoc Reports
Navigate to the Reports module.
Select Ad-Hoc Reports from the menu.
Open the Report Folder List
Click the drop-down arrow next to All Reports to view the current list of report folders.
Open the Folder Menu
Click the three dots next to the folder list to open the folder management menu.
Add a New Folder
Select Add Folder.
If an existing folder is open, you may also have options to click Edit Folder to rename it or delete it.
Deleting a folder only deletes the folder. It does not delete the reports.
Name the Folder
Enter an appropriate name for the new folder.
Use a name that clearly describes the reports the folder will contain.
Click Save.
Confirm the Folder Was Created
The new folder will now appear in the Custom Folders list.
Pin a Default Folder
Click the pin icon next to a folder name to make it the default folder when opening Reports.
Best Practices
- Use descriptive folder names that clearly identify the reports stored in the folder.
- Create folders based on department function, report type, or reporting frequency.
- Use names such as Monthly Statistics, Training Reports, Compliance Audits, or Operations Reports.
- Pin the folder you use most often to streamline access.
- Review folders regularly to keep the folder list organized.
- Avoid creating too many folders, as this can make navigation more difficult.
- Rename folders when reporting needs change so folder names remain accurate.
Troubleshooting & FAQs
Can I move existing reports into my new folder?
Yes. Existing reports can be moved between folders using the available report management options.
What happens if I delete a folder that contains reports?
Only the folder is deleted. The reports are not deleted and remain accessible from the main report list.
How many folders can I create?
There is no specified limit provided, but it is best to keep folders organized and manageable.
Can other users see my custom folders?
Folder visibility may depend on your department’s permissions and sharing configuration.
Why don’t I see the Add Folder option?
You may not have the required Reports, Ad-Hoc Reports, or report management permissions. Contact a system administrator to review your access.
Can I rename an existing folder?
Yes. Open the folder menu and select Edit Folder when that option is available.
Can I change which folder opens by default?
Yes. Select the pin icon next to the folder you want to use as the default.