Workflow Folder Management

Learn how to organise your workflows using FlowMattic’s folder system. Create folders, assign workflows, and keep your automation workspace tidy as your workflow library grows.

Overview

FlowMattic’s folder management helps you organise workflows into logical groups. Whether you’re managing 10 workflows or 100, folders make it easy to find, filter, and manage your automations.

You can manage folders from three locations:

1. Workflows page - Centralized folder dashboard and bulk operations
2. Individual workflow settings - Assign workflows to folders while building
3. FlowMattic Settings - Set your default folder for new workflows

Managing Folders from the Workflows Page

The workflows page provides a centralized dashboard for managing all your folders and bulk-assigning workflows.

Opening the Folder Manager

1. Navigate to FlowMattic → Workflows
2. Click the Folders button at the top of the page
3. The Folder Manager modal will open, showing all your existing folders

The Folder Manager displays:

• Folder names
• Number of workflows in each folder
• Creation date
• Action buttons (Rename, Delete)

Creating a New Folder

To create a new folder from the Folder Manager:

1. Click the Create New Folder button in the Folder Manager modal
2. Enter a descriptive folder name (e.g., “WooCommerce Automations”, “Lead Generation”, “Email Campaigns”)
3. Click Create
4. Your new folder appears in the list immediately

Tip: Use clear, descriptive folder names that reflect the purpose or category of workflows they contain.

Renaming a Folder

To rename an existing folder:

1. Open the Folder Manager
2. Find the folder you want to rename
3. Click the Rename button next to the folder name
4. Enter the new folder name
5. Click Save

All workflows in this folder will remain assigned—only the folder name changes.

Deleting a Folder

To delete a folder:

1. Open the Folder Manager
2. Find the folder you want to delete
3. Click the Delete button
4. Confirm the deletion when prompted

Important: When you delete a folder, workflows inside it are automatically moved to the “Default” folder. The workflows themselves are not deleted.

Bulk Moving Workflows to Folders

To move multiple workflows to a folder at once:

1. On the Workflows page, select the checkboxes next to the workflows you want to move
2. Click the Bulk Actions dropdown at the top
3. Select Move to Folder
4. Choose the destination folder from the list
5. Click Move

A progress indicator shows you how many workflows are being moved. You’ll see a success message when the operation completes.

Tip: Use bulk move when reorganising your workspace or setting up new folder structures.

Filtering Workflows by Folder

To view workflows from a specific folder:

1. On the Workflows page, locate the Folders column and click it
2. Select the folder name you want to view
3. The workflow list updates to show only workflows in that folder

The filter displays the folder name and the number of workflows it contains. Select “All Folders” to view all workflows again.

Viewing Workflow’s Current Folder

Each workflow displays its folder assignment in the workflow list:

• Look for the folder name badge next to the workflow name
• The “Default” folder is shown for workflows not assigned to any custom folder
• This helps you quickly identify where workflows are organised

Managing Folders from Individual Workflow Settings

You can assign workflows to folders while building or editing them.

Assigning a Workflow to a Folder

When creating or editing a workflow:

1. Open the workflow in the workflow builder
2. Go to the Settings tab in the right sidebar
3. Find the Add to Folder… field
4. Click the folder icon to see the list of available folders
5. Select the folder you want to assign this workflow to

The workflow is immediately assigned to the selected folder.

Creating a New Folder from Workflow Settings

You can create new folders without leaving the workflow builder:

1. In the workflow settings, find the Add to Folder… field
2. Click the New button (with the + icon)
3. Enter the folder name in the modal
4. Click Create
5. The workflow is automatically assigned to the new folder

This is useful when you’re building workflows and realise you need a new category.

Refreshing the Folders List

If you’ve created or modified folders in another browser tab or window:

1. In the workflow settings, find the Add to Folder… field
2. Click the Refresh icon (circular arrow)
3. The folder list updates with the latest folders

This ensures you’re always seeing the most current folder structure.

Changing a Workflow’s Folder

To move a workflow to a different folder:

1. Open the workflow in the workflow builder
2. Open the settings panel by clicking on the gear icon from the left side menu panel
3. Click the folder icon next to Add to Folder…
4. Select the new folder from the list
5. The workflow moves to the new folder immediately when you click Save Workflow button

Setting a Default Folder for New Workflows

You can configure which folder new workflows are automatically assigned to.

Configuring the Default Folder

1. Navigate to FlowMattic → Settings
2. Locate the Workflow Builder Settings setting section
3. Look for the Default Folder setting
4. Select the folder you want to use as the default from the dropdown
5. Click Save Settings

From now on, all new workflows you create will automatically be assigned to this folder.

Use case: If most of your new workflows belong to a specific category (e.g., “Client Projects”), set that as the default to save time during workflow creation.

Resetting to Default

To use the built-in “Default” folder for new workflows:

1. Go to FlowMattic → Settings
2. Set the Default Folder dropdown to “Default”
3. Save your settings

New workflows will now use the standard Default folder.

Best Practises for Folder Organisation

Here are some tips for keeping your workflows organised:

Organise by Purpose

Create folders based on what the workflows do:

• Customer Communication
• Order Processing
• Lead Generation
• Reporting & Analytics
• Data Synchronisation

Organise by Integration

Group workflows by the main service they integrate with:

• WooCommerce Automations
• CRM Workflows
• Email Marketing
• Payment Processing

Organise by Client or Project

If you manage workflows for multiple clients or projects:

• Client A - E-commerce
• Client B - Membership Site
• Internal Workflows
• Testing & Development

Regular Maintenance

• Review your folders monthly as your workflow library grows
• Consolidate similar folders by bulk-moving workflows and deleting empty folders
• Delete empty or unused folders
• Move test workflows to a dedicated “Testing” folder

Start Simple

• Don’t create too many folders initially
• Begin with 3-5 broad categories
• Add more specific folders as needed
• Use the bulk move feature when reorganising

Common Questions

Q: Can a workflow belong to multiple folders?
A: No, each workflow can only belong to one folder at a time.

Q: What happens to workflows when I delete a folder?
A: Workflows are automatically moved to the “Default” folder. The workflows themselves are not deleted.

Q: Can I rename the “Default” folder?
A: No, the “Default” folder is a system folder and cannot be renamed or deleted.

Q: Is there a limit to how many folders I can create?
A: No, you can create as many folders as needed to organise your workflows.

Q: Do folders affect workflow execution?
A: No, folders are purely for organisation. They don’t impact how workflows run or their performance.

Q: Can I export/import folder structures?
A: Currently, folder assignments are stored in your WordPress database. When you export workflows, their folder assignments are preserved.

Q: Will folder filtering affect workflow execution?
A: No, filtering only changes what you see in the admin interface. All workflows continue to run normally regardless of folder filters.

Troubleshooting

Folder not appearing in the list

If you create a folder but don’t see it:

1. Click the Refresh icon next to the folder dropdown
2. Close and reopen the Folder Manager modal
3. Refresh your browser page

Can’t delete a folder

If the delete button isn’t working:

1. Ensure the folder doesn’t contain workflows (move them out first, or use the bulk move feature)
2. You cannot delete the “Default” system folder
3. Check that you have proper admin permissions

Workflows not showing in folder filter

If workflows don’t appear when filtering by folder:

1. Verify the workflows are actually assigned to that folder
2. Check if any other filters are active (status, search terms)
3. Refresh the page and try again

Bulk move operation not completing

If bulk move stops or fails:

1. Check your internet connection
2. Try moving fewer workflows at once
3. Refresh the page and try again
4. Check the browser console for any error messages

Summary

FlowMattic’s folder management system helps you keep workflows organised as your automation library grows. With centralised folder management, bulk operations, and flexible assignment options, you can structure your workspace exactly how you need it.

Start with a few broad categories, use the bulk move feature to reorganise existing workflows, and set a default folder if most of your new workflows belong to one category. Regular maintenance keeps your workspace clean and efficient.