Folder Management

Folders in bPass provide a powerful way to organize your vault entries into a logical, hierarchical structure. Whether you're managing personal passwords, team credentials, or complex organizational data, folders help you maintain order and find information quickly.

Overview

Folders work like a traditional file system, allowing you to:

Create nested structures - Build deep organizational hierarchies
Drag and drop entries - Easily move items between folders
Set folder permissions - Control who can access entire folder contents
Share complete folders - Share all entries in a folder with teams or users
Apply folder-wide settings - Configure defaults for all entries in a folder

Creating and Managing Folders

Creating a New Folder

From the Vault View

Navigate to your Vault
Click the "New Folder" button or "+" icon
Enter a folder name (descriptive and clear)
Choose a parent folder (or root level)
Set permissions and sharing options if needed
Click "Create Folder"

From the Entry Creation Flow

When creating a new entry, click "New Folder" in the folder selection dropdown
Enter the folder name
The new entry will automatically be placed in the new folder

Folder Hierarchy

Create logical organizational structures:

📁 Personal
  📁 Banking
    🔑 Chase Checking
    🔑 Ally Savings
    💳 Primary Credit Card
  📁 Shopping
    🔑 Amazon
    🔑 eBay
    🔑 Walmart
  📁 Social Media
    🔑 Facebook
    🔑 Twitter
    🔑 LinkedIn

📁 Work
  📁 Development
    🔑 GitHub
    🔑 AWS Console
    🔑 Docker Hub
  📁 Communication
    🔑 Slack
    🔑 Microsoft Teams
    🔑 Zoom
  📁 Projects
    📁 Project Alpha
      🔑 Database Credentials
      🔑 API Keys
      📝 Deployment Notes
    📁 Project Beta
      🔑 Staging Environment
      🔑 Production Access
      📝 Configuration Files

Moving and Organizing

Drag and Drop

Select entries - Click and hold on vault entries
Drag to folder - Move entries to target folders
Bulk operations - Select multiple entries and move together
Visual feedback - See drop zones highlighted during drag operations

Cut and Paste

Right-click menu - Use context menu for cut/copy/paste operations
Keyboard shortcuts - Standard Ctrl+X, Ctrl+C, Ctrl+V shortcuts
Cross-folder operations - Move entries between different folder structures
Undo operations - Reverse accidental moves

Rename folder - Change folder names while preserving contents
Move folder - Relocate entire folders with all contents
Delete folder - Remove folders (requires confirmation if not empty)
Folder properties - View and edit folder settings

Individual Folder Permissions

Set permissions at the folder level:

Access Levels

View Only - Users can see folder contents but cannot modify
Edit - Users can modify entries within the folder
Manage - Users can add/remove entries and modify folder settings
Admin - Full control including permission management

Permission Inheritance

Child folders inherit permissions from parent folders by default
Override inheritance - Set specific permissions for individual subfolders
Entry-level permissions can be more restrictive than folder permissions
Explicit permissions take precedence over inherited permissions

Share entire folders with teams:

Team Access Methods

Share with entire team - All team members get access based on their roles
Department sharing - Share with specific departments or groups
Role-based access - Different permissions based on team member roles
Temporary team access - Time-limited access for projects

Collaborative Features

Real-time updates - Changes sync immediately to all team members
Change notifications - Alert team members when folder contents change
Activity tracking - Monitor who accessed or modified folder contents
Conflict resolution - Handle simultaneous edits gracefully

Guest access - Temporary access for external users
Secure links - Generate secure links for folder access
Expiration dates - Set automatic access removal
Download restrictions - Control whether content can be exported

Audit and Compliance

Access logs - Complete record of all folder access
Change tracking - Monitor all modifications to folder contents
Compliance reports - Generate reports for security audits
Data residency - Control where folder data is stored

Folder Organization Strategies

Personal Organization

By Category

Organize folders by the type of content:

📁 Financial
  📁 Banking
  📁 Credit Cards
  📁 Investments
  📁 Insurance

📁 Personal
  📁 Social Media
  📁 Shopping
  📁 Entertainment
  📁 Health & Medical

📁 Professional
  📁 Work Accounts
  📁 Certifications
  📁 Networking
  📁 Learning Platforms

By Frequency

Organize by how often you access items:

📁 Daily Use
  🔑 Email
  🔑 Work Systems
  🔑 Banking

📁 Weekly Use
  🔑 Shopping Sites
  🔑 Social Media
  🔑 Streaming Services

📁 Occasional Use
  🔑 Travel Sites
  🔑 Utilities
  🔑 Government Services

📁 Archive
  🔑 Old Accounts
  🔑 Inactive Services
  🔑 Historical Records

Business Organization

By Department

Structure folders to match organizational hierarchy:

📁 Executive
  📁 CEO Office
  📁 Board Access
  📁 Strategic Partnerships

📁 Engineering
  📁 Development Tools
  📁 Infrastructure
  📁 Security Access

📁 Sales & Marketing
  📁 CRM Systems
  📁 Marketing Platforms
  📁 Lead Generation

📁 Operations
  📁 HR Systems
  📁 Financial Tools
  📁 Vendor Access

By Project

Organize around specific projects or initiatives:

📁 Project Aurora
  📁 Development
  📁 Testing
  📁 Production
  📁 Vendor Access

📁 Project Beta
  📁 Design Tools
  📁 Development Environment
  📁 Client Access

📁 Infrastructure
  📁 Cloud Services
  📁 Monitoring Tools
  📁 Security Systems

Hybrid Organization

Combine multiple organizational strategies:

📁 Personal
  📁 High Priority
    🔑 Primary Email
    🔑 Banking
    🔑 Work VPN
  📁 Financial
    📁 Banking
    📁 Investments
    📁 Credit Cards
  📁 Entertainment
    📁 Streaming
    📁 Gaming
    📁 Social Media

📁 Work
  📁 Daily Tools
    🔑 Email
    🔑 Slack
    🔑 Project Management
  📁 Development
    📁 Version Control
    📁 Cloud Services
    📁 Databases
  📁 Administration
    📁 HR Systems
    📁 Expense Tools
    📁 Compliance

Advanced Features

Smart Folders

Create dynamic folders based on criteria:

Auto-Tagging

Automatic organization - Entries automatically placed based on rules
Tag-based folders - Folders that show entries with specific tags
Type-based grouping - Automatic folders for entry types
Date-based organization - Folders organized by creation or modification date

Saved Searches

Search-based folders - Folders that display search results
Dynamic content - Contents update automatically as new entries match
Complex criteria - Multiple search parameters combined
Shared search folders - Team members see the same dynamic content

Folder Templates

Standardize folder structures:

Predefined Templates

Personal starter - Basic personal organization structure
Business template - Standard business folder hierarchy
Department templates - Role-specific folder structures
Project templates - Standard project organization

Custom Templates

Create templates - Save your folder structures as templates
Share templates - Share organizational structures with team
Template versioning - Update and improve template structures
Bulk application - Apply templates to multiple users or teams

Integration Features

External Integration

Active Directory - Sync folder structures with AD groups
LDAP integration - Match folder permissions with LDAP groups
API access - Programmatic folder management
Third-party tools - Integration with project management systems

Automation

Automated organization - Rules for automatic entry placement
Scheduled cleanup - Automatic removal of empty folders
Bulk operations - Apply changes to multiple folders simultaneously
Scripted management - Automate folder operations with scripts

Best Practices

Naming Conventions

Descriptive Names

Clear purpose - Folder names should immediately convey contents
Consistent format - Use standardized naming patterns
Avoid abbreviations - Use full words for clarity
Version control - Include version numbers for evolving projects

Examples of Good Naming

✅ Good Examples:
📁 Personal Banking Accounts
📁 Work Development Tools
📁 Project Alpha - Production
📁 HR Systems and Benefits
📁 Client XYZ Access Credentials

❌ Poor Examples:
📁 Stuff
📁 Bank
📁 Proj A
📁 HR
📁 Client1

Organizational Principles

Logical Hierarchy

Start broad - Begin with high-level categories
Narrow down - Create specific subcategories as needed
Avoid deep nesting - Keep folder depth reasonable (5 levels max)
Group related items - Put similar entries together
Plan for growth - Design structure that can expand

Maintenance Strategy

Regular review - Periodically audit folder structure
Clean up empty folders - Remove unused organizational elements
Consolidate duplicates - Merge similar or redundant folders
Update naming - Refresh folder names as purposes evolve
Document structure - Maintain documentation of organizational decisions

Team Collaboration

Shared Standards

Establish conventions - Agree on naming and organizational standards
Document guidelines - Create written folder management policies
Train team members - Ensure everyone understands the system
Regular maintenance - Schedule periodic organizational reviews
Feedback loops - Continuously improve the organizational system

Access Management

Principle of least privilege - Grant minimum necessary access
Regular audits - Review and update folder permissions
Clear ownership - Designate folder owners and managers
Change procedures - Establish processes for structural changes
Emergency access - Plan for emergency access needs

Troubleshooting

Common Issues

Cannot Move Entry to Folder - Check permissions - Verify you have edit access to the target folder - Folder limits - Some folders may have entry count restrictions - Entry conflicts - Name conflicts may prevent moves - Refresh view - Reload the page if the interface seems stuck

Folder Not Visible - Permission check - Verify you have access to the folder - Nested location - Check if folder is nested under collapsed parent - Filter settings - Ensure folder filters aren't hiding the folder - Sync status - Check if folder changes are fully synchronized

Sharing Issues - Recipient verification - Confirm recipient email addresses are correct - Permission levels - Verify appropriate permission levels are set - Organization policies - Check if organizational policies restrict sharing - Notification settings - Ensure recipients receive sharing notifications

Performance with Large Folders - Folder size - Very large folders may load slowly - Pagination - Use pagination for folders with many entries - Filtering - Apply filters to reduce displayed content - Subfolders - Consider breaking large folders into subfolders

Effective folder management is key to maintaining an organized and efficient vault. Start by creating your first folder structure and explore sharing options to collaborate with your team!