Moving sub-folders to a separate workspace

Mel_Barnes

So, we have our project folders broken down into subfolders
0. Awaiting review
1. Prelaunch
2. Live
3. On hold
4. Cancelled
5. Completed

I run a number of reports and these don't automatically update as they're subfolders so when we move from live to cancelled or on-hold, I have to go into each report and manually select each subfolder (the reports only report stats for number 0, 1, and 2).

If I moved these sub-folders to a workspace, I know all of the reports would automatically update if based on what is moved in and out of the workspace but is it likely to have any other impact on the project spaces, etc?

Many thanks
Mel

Brian_Richardson

Reports can span workspaces, so your reports should be fine. Workspaces vs folders is really about sharing. You will need to ensure each workspace (which used to be a folder) has the sharing in place. Folders don't have sharing of their own, so they are currently inheriting the sharing from the workspace that they are in. You'll need to replicate that.

Another, maybe cleaner, option is to keep everything as-is in 1 workspace with subfolders, but change the scope of your reports to be the entire workspace. Then, add a filter to the reports for Sheet Name to filter for keywords, or filter for some piece of unique data in the sheets that you want. That will give you reports that update when new sheets are added to any sub-folder, but still only have the items you want on them.

Alternatively, you can look into Control Center. Control Center can dynamically update report scopes without having to rely on checking the workspace or folders.