--- title: Enquiry folders order: 10 updated: 2026-07-12 --- # Enquiry folders Folders let you group enquiries under a named, colour-coded label — by project, client, sales region, quarter, or whatever convention your team agrees on. A folder is a firm-wide master record with a *name*, an optional *description*, and a *colour*. Once you have at least one folder, a *Folder* picker appears on the *Add Enquiry* / *Edit Enquiry* form, the *Advanced Search* modal gains a folder filter, and each enquiry that belongs to a folder is tinted with the folder's colour in the *Enquiry Bank* list and view. Folders are optional and lightweight: an enquiry can sit in **one** folder or in none. The label lives on the enquiry, so it travels with the record — an enquiry that later becomes an order keeps its folder. ## Open the folder manager 1. Open the *Enquiry Bank* (*Sales* in the sidebar). 2. Click the options button at the top right (the sliders icon). 3. In the dropdown, open the *Folders* submenu, then choose *Manage Folders*. This opens the full-screen *Manage Folders* modal. The heading shows a live count of folders (e.g. `12` or `12+` when more pages are still unloaded) and the strap-line *Organise enquiries into named colour-coded folders.* ### Who can manage folders Managing folders is available to any user who can open the *Enquiry Bank* options menu — there is no separate "manage folders" permission gating the add, edit, or delete actions. (Adding or editing an *enquiry* still requires the *Add enquiry* permission, but that governs the enquiry itself, not the folder list.) Because folders are firm-wide, every change one user makes is visible to everyone in the firm. ## The Manage Folders modal The modal lists every folder in the firm, sorted alphabetically by name (case-insensitive). It has three controls above the table: - *+ Add Folder* — opens the *Add Folder* form (see below). - A *Search folders...* box — type to filter the list by name. - The table itself — one row per folder. ### The folder table Each row shows: - *Color* — a round colour swatch. - *Folder Name* — the name in bold. - *Description* — the first `28` characters of the description (longer text is truncated with `...`); rows with no description read *No description* in grey italics. - *Edit* and *Delete* action buttons. The list loads `20` folders at a time and fetches the next page as you scroll (infinite scroll). Sorting is by name ascending, using a case-insensitive collation, so `apex` and `Apex` sort together. ### Searching folders Typing in the *Search folders...* box waits about a third of a second after you stop typing, then searches folder **names** (case-insensitive, partial match anywhere in the name). Descriptions are not searched. Search returns up to `30` matches at once. Clearing the box returns you to the full, paginated list. While a search is active, infinite scroll is paused — refine the term instead of scrolling. ## Add a folder Click *+ Add Folder* to open the *Add Folder* form. It has three fields and *Cancel* / *Add Folder* buttons. ### Folder Name The label shown everywhere the folder appears. - **Required.** The *Add Folder* button stays disabled until you type a non-blank name, and the server rejects an empty or whitespace-only name. - Leading and trailing spaces are trimmed before saving. - **Names must be unique within the firm.** If a folder with the same name already exists, the save is refused with `A folder named "…" already exists.` (the check ignores case and surrounding whitespace). - Press `Enter` in the name field to submit, or `Escape` to cancel. ### Description (optional) A short note about what the folder is for. Shown truncated in the folder table and not used anywhere on documents. - Optional — leave it blank and the folder stores an empty description. - Trimmed on save. The text is sanitised on the server before it is stored, so any HTML or script markup pasted in is stripped (and logged as a security event) rather than saved. ### Color A colour picker that tints the folder wherever it appears (swatches, the enquiry row number, the *Folder* column, the enquiry view). - **Required** — a folder always has a colour. The default is `#3b82f6` (blue). - Nine one-click presets are offered: `#ef4444` (red), `#f97316` (orange), `#eab308` (yellow), `#22c55e` (green), `#06b6d4` (cyan), `#3b82f6` (blue), `#8b5cf6` (violet), `#ec4899` (pink), and `#f43f5e` (rose). - For any other colour, use the saturation/brightness area, the hue slider, or type a hex value directly into the hex field. The value is stored as a hex string. When you press *Add Folder* the folder is created and the list refreshes with a *Folder added successfully.* confirmation. ## Edit a folder Click *Edit* on a folder row to open the *Edit Folder* form, pre-filled with the current name, description, and colour. You can change any of the three fields. - The same rules apply as when adding: the name is required and trimmed, and changing it to a name another folder already uses is refused with the duplicate-name message. Keeping the same name is always allowed. - The description is re-sanitised on save; the colour is stored as-is. - Press `Enter` in the name field, or click *Save Changes*, to save. A *Folder updated.* toast confirms. Edits take effect immediately across the firm. An enquiry already assigned to the folder shows the new name and colour the next time the list or the enquiry is loaded — renaming or recolouring a folder never detaches the enquiries in it. ## Delete a folder Click *Delete* on a folder row. A confirmation asks *Are you sure you want to delete "…"? This action cannot be undone.* Confirm with *Delete*. ### A folder in use cannot be deleted Deletion is **blocked while any enquiry — or any saved draft enquiry — is still assigned to the folder.** The server checks every reference before removing the folder; if it finds any, the delete is refused and a *Where-used* breakdown opens showing what is still linked. Only once nothing points at the folder does the delete succeed (*Folder deleted.*). To retire a folder that still has enquiries in it, first reassign or clear the *Folder* field on those enquiries (edit each enquiry, or move them to another folder), then delete the now-empty folder. This is deliberate: it prevents enquiries from being left pointing at a folder that no longer exists. ## Assign an enquiry to a folder The *Folder* field lives in the header of the *Add Enquiry* and *Edit Enquiry* forms, in the second row alongside *Date*, *Enquiry Number*, *Mode*, and *Total*. - **The field only appears once your firm has at least one folder.** With no folders configured, the form has no *Folder* control at all — create a folder first (see above). - It is a searchable dropdown labelled *Folder* with the placeholder *No Folder*. Type to filter the folder list by name; leave it on *No Folder* to keep the enquiry unfiled. - Assignment is optional — an enquiry never has to belong to a folder. **When adding:** pick a folder before saving. See [Add an enquiry](/docs/enquiry-bank/add-enquiry). **When editing:** open the enquiry, choose *Edit*, and change the *Folder* field. See [Edit or copy an enquiry](/docs/enquiry-bank/edit-copy-enquiry). **When copying:** copying an existing enquiry carries its folder across; copying *from an order* starts with the *Folder* field cleared, so you choose fresh. Each enquiry holds a single folder reference, so re-assigning simply replaces the previous folder — there is no multi-folder membership. ## Filter the bank by folder Open *Advanced Search* from the *Enquiry Bank* options menu (under the *Search* submenu). The *Advanced Search* modal has a *Folders* section that appears only when your firm has folders. - Each folder shows as a toggle chip with its colour dot and name. Click to include it; click again to remove it. - You can select **several folders at once** — the results then include enquiries in **any** of the chosen folders. - *Leave empty to include every folder.* — with no folder chip selected, the folder filter is off and enquiries from all folders (and unfiled ones) are returned. The folder filter combines with every other advanced-search rule. For the full filter set see [Advanced search](/docs/enquiry-bank/advanced-search). ## Where the folder shows up Once an enquiry is filed, its folder is reflected in a few places: - **Row tint** — in the *Enquiry Bank* list, the enquiry's row-number cell is tinted with the folder's colour, giving an at-a-glance grouping as you scan the list. - **Folder column** — the list has a *Folder* column that prints the folder name in its colour. It is **hidden by default**; turn it on from the column picker. See [Customise your view](/docs/enquiry-bank/customise-your-view). - **Enquiry view** — the enquiry detail page shows a *Folder* row (with a briefcase icon) displaying the folder name in its colour, but only when the enquiry is filed. Unfiled enquiries simply show no folder colour and a blank *Folder* column. ## Common questions ### Do I need a special permission to manage folders? No. Anyone who can open the *Enquiry Bank* options menu can add, rename, recolour, and delete folders. Folders are firm-wide, so treat them as a shared team resource. ### Can one enquiry belong to more than one folder? No. Each enquiry sits in exactly one folder, or in none. Choosing a different folder replaces the previous one. ### Why can't I delete this folder? Because enquiries or draft enquiries are still assigned to it. Deletion is blocked while anything points at the folder, and a *Where-used* breakdown lists what is still linked. Move or clear the folder on those enquiries first, then delete it. ### The Folder field isn't on my Add Enquiry form — where is it? It only appears once your firm has at least one folder. Open *Manage Folders* and create one, and the *Folder* dropdown will show up in the enquiry header. ### I renamed a folder — did the enquiries inside it change? No. Renaming or recolouring a folder only updates the label. Every enquiry stays in the folder and picks up the new name and colour automatically. ### Folder names have to be unique? Yes, within your firm. Two folders can't share a name (the check ignores case and surrounding spaces). Colours and descriptions can repeat freely — only the name must be distinct. ### Do orders have their own folders? Folders are an enquiry-level label. An enquiry that becomes an order keeps whatever folder it had, but the *Orders* view doesn't add a separate folder picker — manage the folder from the underlying enquiry. ### Who can see the folders I create? Everyone in the firm. Folders and their colours are shared firm-wide, so the whole team sees the same list, can file enquiries into them, and can filter by them.