Creating and Using Folders and Folder Groups

Utilize Folders and Folder Groups to organize your Entries

Last published: September 4th, 2025

Table of Contents

Creating and Editing Folders Creating a Folder Adding Entries to a Folder Add Multiple Entries To A Folder Editing a Folder Select Primary Entry Danger Zone - Deleting a Folder Publishing a Folder Publish a Folder I published my Folders! Can I arrange how my Folders and Entries are displayed? Depublish a Folder Can I depublish Entries within a published Folder? Blog Resource - Using Folders in CatalogIt for a Seamless Workflow Video Resource - Creating and Editing a Folder Creating and Editing Folder Groups Creating a New Folder Group Adding a Folder to a Folder Group Removing a Folder from a Folder Group Video Resource - Printing Folders and Entries

Organize and publish your Entries by utilizing Folders. Folders are any assembly of Entries that you wish to group together.

Common uses for Folders include:

Publishing to the HUB or to publishing to your website via API.
Thematically organizing Entries.
Grouping Entries to assign a project to a specific staff member or volunteer.
Exhibition/Loan Management.
Grouping a set of Entries for research.

Entries can exist in multiple Folders, can be moved between Folders, and removed from Folders. Folders can also be deleted without deleting the Entries within them. Users with Owner, Admin, and Read/Write permissions can create and edit Folders.

Creating and Editing Folders

Creating a Folder

Click on the Main Menu in the upper-left corner.
Select New… and click Folder.
Name — Enter a name for your Folder. If you are publishing online, this name will appear on your HUB or website.
Description — Add an optional description for your Folder. If you are publishing online, this description will appear on your HUB or website.
Folder Group — Choose to add your Folder to an existing Folder Group. To create a Folder Group, see instructions at Creating and Editing Folder Groups.
Web Publishing (Primary Entry) — Select the Primary Entry that will represent your published Folder. Entries must be added to the Folder before you can select the Primary Entry, so come back to this after adding some Entries!
URL Slug — The customizable section of your HUB Folder link. The URL Slug defaults to the Folder name. For example, the published Folder “Artwork” on the HUB page of Anytown Museum has a default HUB link of: https://hub.catalogit.app/anytown-museum/folder/artwork. The customizable slug section is: /artwork.
Leaderboard — The Leaderboard is a floating panel in the lower-left corner that keeps a count and a sum of the value of the Entries in your Folder. Leaderboard Visible is turned on by default. You can show both the count and the sum, or you can show one or the other by checking or unchecking the boxes. Hide the Leaderboard by toggling it off.
Visibility — Folders are visible to all users by default. To create a private Folder, toggle on Private Folder.
Click Save in the upper-right corner.

Adding Entries to a Folder

Select an Entry that you'd like to add to the Folder.
Click the edit pencil icon in the upper-right corner to enter edit mode.
Click the Folders icon in the upper-right.

The Folders icon in Edit Entry mode. This Entry is not currently in a Folder.

This Entry is currently in two Folders. You can click on of these Folders to add or remove Folders.

Select the Folder(s) you'd like your Entry to appear in, and click Done.

Assign one or more Folders to your Entry. Easily remove the Entry from a Folder by unchecking the box next to the Folder name, or click the X by the Folder name at the top.

You can also create a new Folder here by clicking the + icon in the upper-right corner.

Enter a name and description for your created Folder. You can edit it afterwards to complete other sections, such as Primary Entry and Leaderboard.

Click Save in the upper-right corner.

Add Multiple Entries To A Folder

Need to add multiple Entries to a Folder or Folders? You can bulk edit up to 50 Entries by going to your Action Menu (three dots in the upper-right corner), then choosing Select. Click each Entry to select it, then click the edit pencil icon. In edit mode, select the folder icon in the upper-right corner and assign your Entries to one Folder or multiple Folders! Don't forget to hit Done, then Save.

Three Entries selected to bulk edit. The small checkmark in the upper-left corner of the Entry can be clicked to select the Entry. Unselected Entries are “faded” and do not have the blue box outline.

Editing a Folder

To edit or delete a Folder:

Select the Folder you would like to edit.
Click the Action Menu in the upper-right corner.
Select Edit Folder.

Select Primary Entry

Under Web Publishing, select Change Primary Entry.

Changing the Primary Entry of a Folder. The current selected Primary Entry appears above.

In the Choose Primary Entry box, select the Entry you would like to use from the Entries within the Folder.

Selecting “California Poppies” as the new Primary Entry for the Folder.

Back on the main Edit Folder screen, verify your new Primary Entry appears, then click Save.

“California Poppies” appears as the new Primary Entry.

Danger Zone - Deleting a Folder

When editing a Folder, you can select the red **Delete Folder** button to bring up the Delete confirmation screen. Deleting a Folder does not delete the Entries within the Folder unless you check the box next to “Delete entries in Folder”. To help prevent accidental deletions, you must type in the **name of the Folder** to delete it.

Publishing a Folder

Account owners and account admins can quickly publish and depublish a Folder!

Publish a Folder

Select your Folder from the Main Menu.
Within the Folder, select the Action Menu in the upper-right corner.
Select Publish Folder.

A **checkmark** next to “Publish Folder” indicates that it is published.

All of your Folders appear within your Main Menu. Folders with a **globe icon** are published online!

I published my Folders! Can I arrange how my Folders and Entries are displayed?

Folders are displayed in the app and on the HUB numerically and/or alphabetically based on their Folder name. To arrange Folders in a specific order, you can do so by adding numbers to the Folder name. In order for the Folders to collate, or order, correctly, make sure to add a leading zero to single digits, like 01, 02, 03, etc.

Entries on the HUB display numerically and/or alphabetically based on their Entry Name/Title. Entries can be displayed in a different order based on a published field, like Entry/Object ID. Please reach out to us at support@catalogit.app if you would like to change the display order of your Entries on the HUB.

Depublish a Folder

Select your published Folder from the Main Menu.
Within the Folder, select the Action Menu in the upper-right corner.
Select Publish Folder.

A Folder is unpublished when there is **no checkmark** next to “Publish Folder”.

Can I depublish Entries within a published Folder?

Upon publishing a Folder, all Entries within that Folder are automatically published. You can publish and depublish Entries within a published Folder by selecting your Entry, clicking the Action Menu, and selecting Publish.

A **checkmark** indicates a published Entry.

Blog Resource - Using Folders in CatalogIt for a Seamless Workflow

Video Resource - Creating and Editing a Folder

Creating and Editing Folder Groups

A Folder Group is a group of Folders. Folder Groups enable you to organize Folders that you'd like to associate together. Let's say you are planning an exhibition on music: you'd like to have a section about jazz, a section about blues, and a section about Motown. You can start by creating Folders for each section and adding Entries to their corresponding Folder. Then, you can group those separate Folders within a music exhibition Folder Group! This way, you are keeping your exhibition sections separate while associating them together.

Users with Owner, Admin, and Read/Write permissions can create and edit Folder Groups. At this time, Folder Groups cannot be placed within other Folder Groups. Folders within Folder Groups can be published to the web, but Folder Groups themselves cannot be published. If you would like everything in a Folder Group to be published, you will need to publish each Folder separately.

Creating a New Folder Group

Click on the Main Menu in the upper-left corner.
Select New… and click Folder Group.
Enter a name for your new Folder Group.
Click Create in the upper-right corner.
Your new Folder Group will appear in the Main Menu.

Adding a Folder to a Folder Group

Select the Folder you would like to add to a Folder Group.
Click the Action Menu and select Edit Folder.
Select the drop-down menu under Folder Group and select the chosen Folder Group. You cannot create a new Folder Group in this section.
Click Save in the upper-right corner.
Your Folder will appear nested underneath your Folder Group in the Main Menu.

Removing a Folder from a Folder Group

Select the Folder you would like to remove from the Folder Group.
Click the Action Menu and select Edit Folder.
Select the drop-down menu under Folder Group and select None. You can also choose to move it to another Folder Group, but you cannot create a new Folder Group in this section.
Click Save in the upper-right corner.
Your Folder will appear back in the Main Menu.

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