Overview

Folders introduce a familiar, file-system-style organization to WorkLink, allowing you to group scenarios into a hierarchical folder structure. This replaces the previous flat content list with a browsable tree — much like Windows Explorer, macOS Finder, or Google Drive — making it easier to locate, manage, and share content as your library grows.

Each company starts with a root Scenarios folder. Admins and Authors can create subfolders within it to organize published scenarios by department, product line, machine type, or any grouping that fits your workflow.

Important: Folders are a permanent organizational upgrade. Once enabled for your company, the feature cannot be disabled.

 

Where Folders Appear

Folders are available throughout the WorkLink platform:

WorkLink CMS — Create, organize, move, and share folders and scenarios
WorkLink Create — Publish scenarios directly to folders
WorkLink App (Mobile & Web) — Browse and launch scenarios using folder navigation

 

Key Benefits

Folders help teams:

• Organize large scenario libraries more efficiently
• Simplify navigation and discovery
• Share content using folder-level permissions
• Structure content by department, site, product line, or workflow
• Maintain cleaner, more scalable content management practices

 

Folder Structure Basics

The system begins with a single root folder:

Scenarios

You can create subfolders underneath the root folder and continue nesting folders as needed.

Example:

Scenarios
 └── Production
      └── Printers
           └── HP

Important Notes

• The root Scenarios folder is system-managed and cannot be renamed or deleted
• Scenarios can only exist in one folder at a time
• Multi-level nesting is supported
• Recommended maximum depth is 10 levels
• Hard maximum depth is 15 levels

 

Folder Permissions

Folders use the same sharing model you are familiar with from scenarios.

Permission levels include:

Folder permissions can optionally inherit down through all subfolders and scenarios.

 

Origin Groups and Folders

Folders replace the previous Origin Group organizational model.

When Folders are enabled:

• Existing Origin Groups are automatically migrated into folders
• Scenarios are preserved
• Existing organizational structures are maintained where possible
• Origin Groups no longer exist after migration

Example:

Before:
Origin Group = Production

After:
Scenarios
 └── Production

 

Next Steps

• Enabling & Migrating to Folders 
• Managing Folders in the CMS 
• Sharing & Permissions for Folders 
• Publishing Scenarios to Folders in Create 

• Using Folders in the WorkLink App

   

Frequently Asked Questions

Q: Can a scenario live in more than one folder?

A:No. Each scenario lives in one folder at a time.

 

Q: What happens to my existing content when Folders is enabled?

A: All existing scenarios are placed under the root Scenarios folder. Scenarios that belonged to Origin Groups are migrated into corresponding subfolders automatically.

Example:

• The Default Origin Group becomes a Default folder
• Scenarios published to the Default group become available in the Default folder

 

Q: Can I create folders at the top level?

A: No. The root Scenarios folder is system-managed. You can only create subfolders inside it.

 

Q: Does folder depth have a limit?

A: There is a recommended soft limit of 10 levels and a hard limit of 15 levels of nesting for performance reasons.

 

Q: How do deep links and integrations (such as ServiceMax) work with folders?

A: Existing deep links and integrations continue to work. Scenarios maintain their unique identifiers regardless of folder location.

 

Q: Can Folders be disabled after they are enabled?

A: No. Enabling Folders is permanent and cannot be reversed.