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Report Folders & Subfolders

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Organizing reports into folders and subfolders.

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Folder types

Two primary folder types exist: System Folders, holding Insightly’s default reports, and Custom Folders, which users create. Both types include a column called “Date Last Run,” showing when each report was last executed or viewed.

System folders consist of five default folders, none of which can hold user-created subfolders:

  • Recently Viewed: displays all reports ordered from most recently viewed or run to oldest.
  • Created By Me: shows reports created by the currently logged-in user.
  • My Personal Reports: shows reports you have customized.
  • Shared Reports: shows reports shared with you.
  • Standard Reports: shows subfolders for standard report types such as Task Report, Contact Report, Lead Report, Organization Report, Opportunity Report, and Project Reports, plus “Other Reports.” Within each standard object subfolder you can find related reports. For example, the Task Report subfolder contains three standard reports: Task Report, Task Linked Item Report, and Task Comment Report.

Custom folders can be created up to five levels deep. They can be created as top-level folders or nested within any custom folder, but not within system folders. Reports can be kept private or shared.

Advanced Reporting Standard Reports Folder View — The Advanced Reporting section displays a list of Standard Reports folders in Insightly CRM, including Task, Contact, Lead, Organization, Opportunity, Product, Price Book, Quote, Project, and Other Reports, all created by Insightly. This view helps users understand how built-in report categories are organized and where to find pre-built reports within the system.

Creating, editing, and deleting folders

When saving a report you can place it in an existing folder or create a new one. Folders can be created from the Report Folders view (click the plus (+) symbol at the top of the Reports Folders list) or from the Report Edit view via the Save, Save As, or Report Properties options, each of which lets you select “Create New Folder.”

When you click ‘New Folder’, the Parent Folder is pre-selected and a new folder is created. Folders can be located using the search bar on the left sidebar. When creating a folder, you can choose viewing permissions: Everyone, Only the record owner, or Select individual people. Subfolders inherit the permissions of the parent folder, but if a parent folder is set to “Everyone,” subfolders beneath it can still have restricted permissions. Reports with limited viewing permissions appear in the Report Folders list with a padlock icon.

To edit or delete custom folders, use the caret symbol next to the folder name and select Edit Folder or Delete Folder. Editing a subfolder is accessible through the actions (three-dot) menu. The default Insightly template folders cannot be edited or deleted.

Creating a New Folder in Advanced Reporting — The Advanced Reporting screen displays a list of report folders with options to create new reports or folders, with the “New Folder” button highlighted in the top right corner. This helps users understand where to find and click the button to organize their reports into folders.

1 Creating a New Folder in Advanced Reporting

 Add New Folder Dialog Box in Insightly — This screenshot shows the “Add New Folder” creation form in Insightly CRM, which includes fields for the folder name, parent folder selection, and visibility permissions. Users can set the folder to be visible to everyone, only the record owner, or specific individuals before saving.

2 Add New Folder Dialog Box in Insightly

 Report Folder Sharing Permissions Setup — The image shows the Report Properties dialog in Insightly CRM, where a user is configuring folder sharing by selecting individual people from a dropdown list. This is relevant for readers learning how to control who can access a specific report folder, as it demonstrates the process of choosing named users like Adam King and Ajay Nayak while adding Alyssa Andrade.

3 Report Folder Sharing Permissions Setup
Report Folder Dropdown Menu Options — A dropdown menu appears beneath a folder named “FY24 CSM/GAE Alignment Reports,” showing two options: Edit Folder and Delete Folder. This illustrates how users can manage report folders in Insightly CRM by accessing folder-level actions directly from the folder name.

4 Report Folder Dropdown Menu Options

 Deleting a Report Folder in Insightly — The screenshot shows the Reports section with the “Old Reports” folder selected and its dropdown menu open, highlighting the “Delete Folder” option. This is relevant for users who need to remove an unused or outdated report folder from their CRM.

5 Deleting a Report Folder in Insightly

Bulk move and bulk delete

Bulk Move and Bulk Delete options are disabled for standard folders.

To bulk move, select subfolders and reports of a custom folder via their checkboxes, then use the Bulk Move button to move them to another custom folder.

Bulk Delete lets users collectively delete chosen custom reports and folders, sending them to the recycle bin. Only the owner or an administrator can perform bulk deletions of custom folders or reports. When a non-administrator or non-owner attempts a bulk delete, a message is shown: “Only the item creator or administrators can perform bulk deletions of selected items.”

Move Items To Another Folder Dialog — This dialog box allows users to move selected items to a different folder, with “Growth Forecast Reports” chosen as the destination in the dropdown menu. Users would click Save to confirm the move or Cancel to exit without making changes.

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