Quip-Folders

This article covers the following information:

• Create a New Folder
• Share a Folder
• Add/Move/Copy Documents to Folders
• Private Folder
• Group Folders
• Restricted Folders
• Trash Folder
• Folder Views & Organization
• Quip Folder Limits FAQs - April 2022
• Considerations

Create a New Folder

Click Compose at the top right and select New Folder. Name the folder, then choose a target folder and color, and click create. Keep the folder as Private, or share the folder with others by adding folder members.

Share a Folder

There are 2 ways to share folders:

1. Add individual members to the folder: Click Share at the top right to add people to a folder. By default, each folder member will have full access to edit, view, and share the content within the folder. Click Share>Manage to edit folder membership access. The person who has been shared a folder can also remove themselves by accessing the shared folder, click Share and remove their names from the list to unshare the folder. 
2. Create a shareable link: Click Share and toggle on link sharing. With link sharing on, anyone with access to the link can become a member of the folder and view, edit, and share its contents.

Add/Move/Copy Documents to Folders

Add a Document to a Folder:

1. Choosing Add to Other Folders means you will have two identical copies of the same document, living in two different folders.
   1. Think of these documents as being linked. What happens to the original will happen to the duplicate and vice versa.
   2. Be careful! This also means, that if either one is deleted the other is as well
2. From a document, click Share at the top right. Type name of folder, select, and click Done.

Copy a Document and move it to a folder

1. The Copy Document item in the Document drop-down menu will do just that, and only that. It will copy a document and allow you to place the copy in the folder it was originally created in, or your Private Folder.
2. You can edit your new duplicate without affecting your original copy. If you decide you don't need it, delete it, with no fear of losing the other.
   1. Right above Copy Document, in the Document drop-down list, you will find the Move to Folder option.
      1. This option has two choices that are explained in more detail below. They may sound similar, but the differences are critical.

Move a document to Another Folder

1. You should choose the Move to Another Folder option if you want your document in a new location without any copies. This option allows you to choose which Folder you would like your document to live in.
2. When using Move to Another Folder, your document will disappear from its original location. It now only lives in the folder you chose.

Note: We generally advise having no more than 1,000 files within a single folder, as performance related to browsing, sharing, and managing folders will be significantly impacted.

Private Folder

Every site member has a Private Folder by default. Every time a new document is created, it will be housed in your Private Folder. All content in your Private folder will remain private unless the document(s) is shared.

Important to note: Sharing documents in your private folder does not move the content out of your private folder. To move a document to a new folder, click Document at the top left of the formatting bar, scroll over Move to Folder, and select Move to Another Folder or Add to Other Folders.

Group Folders

Group folders can only be created and managed by the site admin in the Quip Admin Console. The site member will see group folders just as if it were any other folder they’re members of.

Many companies create a Group Folder for each individual team or department. Typically they hold documentation that is shared broadly across an entire company.

Important to note:

• If there are less than 8 people in the group folder, every folder member will receive notifications on updates to documentation in the folder. If there are more than 8 people in the group folder, an individual receives notifications only if they turn on notifications for the folder in their notification settings.
• If you're an enterprise organization with 500+ people, talk to your Account Executive or Success Manager about specific folder recommendations for large companies.

Restricted Folders

To restrict folder access, create a sub or child folder from the main parent folder. For example, under a parent folder for Sales you can add a restricted sub folder for the Account Executive Team that only gives access to members of that smaller team.

To create and restrict folder access:

1. Open a folder, select compose at the top right (icon of paper and pencil), and select New Folder. This new sub-folder will initially be shared with all members of the main parent folder.
2. From the new sub-folder, select Share at the top right. You will see the number of members shared on the folder.
3. Click Manage to the right of the folder icon.
4. Toggle button on/off to restrict folder.

When the restricted folder setting is off, all members of the parent folder can view, edit, and share the content of the folder. When turned on, only the members listed can access the folder. Once a folder has been restricted, a lock icon will appear on the folder to indicate it's restricted.
 

Trash Folder

When documents are deleted, they are moved to the Trash folder. Content in the trash folder is permanently deleted after 30 days. From Home > Folders -> Trash bin is found at the bottom of the list of folders.

Folder Views & Organization

• The easiest way to find individual folders is via Search (Command + J).
  • This will populate the search window.
• To view all of your folders, click the home icon in the left sidebar and select Folders.
  • By default, folders will show up above files in list view. This can be changed in the View menu.
• To search for a folder name, click into the folder list view and enter the name of the folder.
• Select the Action Icon [···] at the far right of any folder to take other actions like adding a folder to your Favorites. 
• You can move or delete multiple documents, spreadsheets, chatrooms, and folders at the same time. This can help you stay organized and save time getting organized.
  • Navigate to Folders and switch to List View (View → Regular List, Small List).
  • Select the items you want to move or delete. 
  • Select multiple items by holding down Alt (Windows) or Option (Mac) and clicking on each item.
  • Right-click selected items and choose Move to Folder, Add to Other Folders or Delete Items, or select the same options from the Item menu in the toolbar.
  • After selecting Move to Folder or Add to Other Folders, a screen of options will appear directing you to choose your desired folder to move/add your documents into. 

Quip Folder Limits FAQs - April 2022

What is changing?

Beginning April 18, 2022, Quip will have a 1,000 item limit and a 500 member limit on folders. Shortly after this date, users will not be able to add more than 1,000 items (documents, spreadsheets, or subfolders) to a folder and will be unable to share a folder with more than 500 members without converting the folder into a Workspace Folder. Workspace and Groups Folders have a 1000 member limit.

What is a Workspace Folder?

A Workspace Folder is just like a standard folder where all of the users in the Workspace have read/write access to all contents in that folder, and are able to access the folder contents via navigation and search.

However, the difference between Workspace Folder and standard folder is, by default, documents in the Workspace Folder will NOT appear in a workspace member's Updates Feed unless a member participates as a member in any of the following ways:
        1. Creates the doc
        2. Edits the doc
        3. Stars the doc
        4. Comments on the doc
        5. Likes something on the doc

What is considered an “item"?

 An item is defined as a document, spreadsheet, or a subfolder. 

Why is this change happening? 

The Quip team is imposing these folder limits to improve performance and ensure you can seamlessly access to your items and folders.

What actions do I need to take?

1. Addressing Folder Item Limits_ - To avoid disruptions and performance degradation with Quip, please review your folder usage and any business process automations you have involving adding items to Quip Folders, and leverage the recommendations here Workarounds for the Quip Folder Item Limit .
2.   Addressing Folder Member Limits_ - No action is required. Our internal system will convert your existing folders to Workspace Folders and you will be able to continue using your folders without interruption. You may choose to opt out of this migration, however, you will not be able to add additional members to the impacted folders and you may experience folder-related performance issues. To opt out, please reach out to Customer Support by opening a case via the Help & Training portal. There is 1,000 Member limit which will not allow folders to go over this member limit.

Why are we proposing multiple solutions?

Unfortunately, there is no single universal solution that can work for any customer’s use case. Instead, we have developed multiple distinct solutions to address most customer use cases. To determine which solution is best for your customer’s specific use case, please review here Workarounds for the Quip Folder Item Limit .

What are all the limits we are proposing?

1. Recommended item limit for folders: 1,000 (warning will be shown)
2. Enforced item limit: 4,000 (hard limit)
3. Standard folder member limit: 500
4. See Help documentation here Workarounds for the Quip Folder Item Limit 
5. Enforced Member limit: 1,000 members

How do you count the items in a folder, and are items in subfolders counted as well?

1. We are working on exposing the number of items in a folder. Otherwise, if you start receiving warnings when adding items to the a folder after April 18, 2022, we recommend you create a new folder or remove items from the folder, and review whether there are any automations adding items to the folder. 
2. We do not count the tree and only count the items as is. For example, if folder A has 2 documents and 2 subfolders B, and C. Subfolder B has 100 items, and sub-folder C has 200 items. Then folder A’s item count is 4, sub-folder B’s item count is 100, and sub-folder C’s item count is 200.

What will happen if no action is taken?

1. Quip will start enforcing the 1,000 item limit on Folders shortly after April 18, 2022. 
2. Users attempting to add items to folders containing 1,000 items or more will receive popup warnings. 
3. For folders with at least 4,000 items, you will no longer be able to add new items and any automation processes you may have to add new docs into the folder will fail. However, all existing folders will remain viewable and editable.
4. Quip will begin enforcing the 500 member limit on folders shortly after April 18, 2022. 
5. Our internal system will convert your existing folders to Workspace Folders and you will be able to continue using your folders without interruption.

How was this change communicated?

1. Quip Admins of sites with folders close to or above the 1,000 item limit were emailed.
2.  The 1,000 folder item limit was also part of the Spring ‘22 Release notes here.

Considerations

It’s recommended that no more than 1,000 items are added per folder. Items include documents, spreadsheets, and sub-folders. Allowing for more than 1,000 items per folder will cause performance impacts.

• If it’s necessary to have folders with 1,000 items, folder performance impacts can be mitigated by spreading the folder contents across multiple top-level folders.
• Performance impacts could include slow folder loading times and difficulty sharing and copying folders.
• To prevent maxing out on the 1,000 item limit, it’s recommended to periodically create new top-level folders.
• If there are more than 1,000 items in a folder, both Grid View and List View will be affected equally, i.e. slow to load.
• Contact your Quip success manager for support in planning ahead to avoid poor folder performance impacts.

Questions/Feedback?
Reach out to our support team and log a case. Learn how to do that here.