Sharing diagrams, shapes and templates through folders

On single-user plans

Adding and managing folder members

On multi-user plans

Creating a folder

Adding and managing folder members

Folder roles

On single-user plans

On the Plus and Free plan, diagrams can be shared with others using Folders.

Adding and managing Folder members

To add Folder members, click Settings, indicated by the gear icon next to the Folder name.

 

The current members of this Folder will be shown in the section titled “Collaborators.”

 

Then, click the + icon next to where it says “Collaborators.” This will bring up a field where you can enter the email address of a person you would like to share the Folder with. Press the ENTER key or click the “Invite” button, and the email address will move to the “Collaborators” section with the label “Invited.” This label will be removed once the user accepts the invitation to join the Folder.

Information on managing users in a shared folder on Cacoo versions before 6/27/18: https://support.cacoo.com/hc/en-us/articles/207282977-Managing-users-in-a-shared-folder  

On multi-user plans

On Cacoo Team and Education, organizational diagrams cannot be shared by inviting other users to view them by email. Instead, the only way to sort and share diagrams with other members of an organization is through “Folders.” 

 

 

The current members of this Folder will be shown under the section titled “Collaborators.”

 

 

Creating a folder

Organization administrators and members given permission to create Folders can do so by clicking the "+" button in the left menu next to "Folders."

 

Diagrams within a Folder are shared with all of the Folder's members.

Adding and managing folder members

Folders members can only be added by members with Admin privileges. Folder members can add organizational and group members. Users that do not belong to the organization cannot be added as Folder members.

 

To add Folder members, click Settings, indicated by the gear icon next to the Folder name.

 

 

The current members of this Folder will be shown under the section titled “Collaborators.”

 

Then, click the + icon next to where it says “Collaborators.” This will bring up a menu of all members and groups in the organization that could be added to the Folder.

 

Select a member and click “Add” to add them to the Folder.

 

Folder roles

 Roles can be set for each Folder member and group under the “Collaborators” section. If there are a lot of Folder members, search for the group or member name in the search field to filter the “Collaborators” section.

 

Under the Privileges column, you can switch the members’ access level between three levels:

 

Admin:

  • Can view, edit, delete, or change the owner of all diagrams in the Folder
  • Create new diagrams
  • Change Folder settings
  • Delete the Folder
  • Add/Remove Folder members
  • Change member roles

Please note: Members of the organization that have a Guest role cannot be set as Folder admins.

 

Can Edit: can view and edit all diagrams in the Folder, but only change the ownership of diagrams that they have created

 

Read Only: can only view the Folder’s diagrams

 

Roles set within this section will only apply to the current Folder, not anywhere else within the Organization.

 

When a user is added to the Folder both as an individual and as part of a group, the individual user role will be applied.

 

When a user is not added as an individual but with multiple groups, the highest role will be applied.