Folders

A folder keeps related meetings together and shares them with the people you add. Put your customer calls in a Customers folder, add the sales team, and everyone on the team sees every meeting in it, including the ones they weren't invited to.

You can add meetings to folders yourself, or set up rules so Circleback adds matching meetings as they finish.

Overview

• A meeting can be in more than one folder.
• Everyone you add gets the same access to every meeting in the folder.
• A folder can have auto-add rules, so new meetings that match are added as they finish.
• Your meetings that aren't in any folder are in Private. Folders don't share them, so only you and the people you've shared them with can see them.
• The workspace folder is named after your workspace and shared with everyone in it.

Create a folder

1. Select + next to Folders in the sidebar.
2. Name: name the folder and pick an icon. Then choose its visibility. Workspace means anyone in the workspace can find it and ask to join. Hidden means only the people you add and workspace admins.
3. Add people: add people, teams, or your whole workspace, and choose what they can see.
4. Auto-add meetings: set up rules for which meetings get added automatically, or skip this and add meetings yourself.
5. Select Create folder.

You can change all of this later from the folder.

Add meetings to a folder

• From a meeting: select Add to folder at the top of the meeting, or one of the folder names shown there, and check the folders you want. You can also right-click a meeting on the Meetings page and select Folders.
• By dragging: drag a meeting from the list onto a folder in the sidebar.
• Several at once: select the meetings, open Actions, and select Add to folder.

You can add any meeting you own to any folder you're in. Workspace admins can also add meetings they're an editor of. To take a meeting out, uncheck the folder in the same menu. A meeting that leaves its last folder goes back to Private.

To keep a meeting you created out of every folder, move it to Private. That removes it from all folders, and rules won't add it to one again.

Add people

Open the folder and select Share in the top-right. Enter a name or email, choose their access, and select Add. You can add people, teams, or your whole workspace. People outside your workspace can be added by email. Everyone in a team or workspace gets the access you choose, including people who join later.

Access applies to every meeting in the folder:

• Editor: view everything, and edit notes and the transcript.
• Viewer: view notes, transcript, and recording.
• Limited viewer: view notes only.
• No access: can add their meetings to the folder without seeing anyone else's.

Owners

Whoever creates a folder owns it. Owners manage the folder: its name, who's in it, its rules, and whether it's hidden. To make someone else an owner, open their menu in the Share dialog and select Make owner. Workspace admins can also manage any folder that isn't hidden.

Join a folder

Folders with Workspace visibility are listed in Settings → Folders. Select Ask to join and the folder's owners get a request they can approve from the Share dialog. Workspace admins see every folder there, including hidden ones, and can select Join to join right away.

Whose meetings get added

Adding someone to a folder decides what they can see. Whether their meetings get added is a separate choice you make when you add them.

• People in your workspace can always add their own meetings. Turn on auto-add for them, and the folder's rules add their new meetings too. Since that shares their meetings, they get an invitation to accept first, unless you're a workspace admin.
• Teams and your whole workspace: only workspace admins can turn on auto-add for them.
• People outside your workspace: you choose whether they can add their own meetings. Rules never add them.

Past meetings are never added automatically. When auto-add turns on for someone, they see their past meetings that match and choose which to add.

Auto-add rules

Rules add new meetings to a folder as they finish. Set them up when you create the folder, or select Set up rules or Edit in the bar under the folder's name.

1. Choose what to add: every meeting, or only matching meetings with conditions like a tag, a word in the meeting name, or a participant's email domain. These are the same conditions as automations.
2. Choose whose meetings: everyone in the folder, or only specific people.

A few things to know:

• A meeting goes into every folder whose rules match it. If none match, it goes to the workspace folder or stays in Private, whichever admins chose in Settings → General (under Workspace) → Sharing.
• Rules only add new meetings. When you set up or change rules, Circleback shows your past meetings that match, and you choose which to add.
• Changing rules doesn't remove meetings already in the folder.
• Adding a tag later can add a meeting to more folders, unless it's in Private.

Privacy rules

Some meetings shouldn't end up in a shared folder, whatever its rules say. Privacy rules keep matching meetings in Private. By default, meetings tagged 1:1, Personal, or Sensitive stay private, and automatic meeting tagging adds those tags as meetings finish.

Privacy rules use the same conditions as auto-add rules. Workspace admins set the workspace's rules from Settings → General (under Workspace) → Sharing. Everyone can add their own rules on top, or turn the workspace rules off, from Settings → Sharing. Admins can lock the workspace rules so everyone uses them.

Names, icons, and colors

Owners can rename a folder by selecting its name at the top of the folder page, and add a description below it. Select the icon next to the name to pick a different icon or color, or an emoji.

Leave, delete, or hide a folder

Open the ⋯ menu next to the folder's name, or right-click the folder in the sidebar.

• Leave folder: you lose access to the folder. The meetings you added stay in it.
• Delete folder: owners can delete a folder. Its meetings stay with their owners, and everyone else loses the access the folder gave them.
• Remove from sidebar: hides the folder for you only. Add it back from + next to Folders.