Folders and access

Folders organize each area’s work inside an environment: Finance, HR, Collections, a client or a project. Each person sees the folders they have access to, a folder’s processes run on the machines assigned to it, and the audit log records which folder everything happened in. That way several areas share one Zoan Cloud without stepping on each other.

The rule is simple: the folder says where, and the person’s roles say what they can do, the same in every folder.

Where they are managed

• In the Centro (Center), the panel shows the environment tree: the root is the whole environment and folders hang below it. When you pick a folder, the tabs show only that folder and its subfolders; at the root you see everything you are allowed to. See The menu.
• Under Administración › Carpetas y acceso (Administration › Folders and access) you get the list of the environment’s folders, with how many processes each one has.

Creating a folder

1. Click Nueva carpeta (New folder) in the Center tree or in Carpetas y acceso. To create one inside another, use Nueva subcarpeta (New subfolder) in the folder’s ⋮ menu (up to 6 levels).
2. Type the Nombre (Name) and, optionally, a Descripción (Description).
3. Click Crear carpeta (Create folder).

A new folder doesn’t give anyone access on its own: you then decide who gets in and which machines it uses, under its Acceso (Access). From the same ⋮ menu you can Cambiar nombre (Rename) or Eliminar (Delete; only if it is empty: no subfolders, processes or credentials).

What goes in a folder

In folders	Environment-wide (root)
Processes, executions and triggers	Machines and robot sessions
Assistants and knowledge bases	Packages and global credentials
Extraction projects and documents to validate	Queues, flows, forms and storage
Credentials and integrations (stores, AI models, HTTP APIs, Mosend)	Accounts connected through OAuth (Microsoft 365, Google)

When you create a process or an assistant you pick its Carpeta (Folder); later you can move it with Mover a otra carpeta (Move to another folder). Credentials and integrations are created in the folder selected in the tree. What sits at the root serves the whole environment.

Each folder’s credentials and integrations

Each area keeps its credentials and integrations in its folder, and people who can’t get into it don’t see them.

• Usage rule: a robot uses what’s in its process’s folder, what’s linked to that folder and what’s at the environment root; if the environment has none with that name, it uses the organization’s global credential. Assistants and extraction projects follow the same rule with their own folder. See Which credential each robot uses.
• Links: for another folder to use a credential without duplicating it, use Vincular desde otra carpeta (Link from another folder) in the folder that will use it. A link applies to that folder, not to its subfolders. See Link from another folder.
• A folder with credentials can’t be deleted; archiving or deleting it removes the links to it.

Who gets into a folder

Open the folder in the Center and go to the Acceso › Usuarios (Access › Users) tab (or Acceso in its ⋮ menu).

1. Click Asignar personas (Assign people), search by name or email and confirm.
2. Keep Incluye subcarpetas (Includes subfolders) checked so the person also gets into the folders inside.
3. To remove someone, use Quitar de la carpeta (Remove from folder).

These people get into a folder:

• Whoever is assigned to it or to a parent folder with Incluye subcarpetas.
• Whoever has Todas las carpetas (All folders) checked for that environment (in their access, from Administración › Usuarios).
• The organization’s owners and administrators.

Someone without access sees the folder with a lock and a note on whom to ask.

Roles add up and apply everywhere

A person can have several roles, and their permissions are the sum of all of them. Roles belong to the organization: they apply the same in every environment and folder the person gets into. Assigning someone to a folder only lets them in; it doesn’t change what they can do. See Users and roles.

Permissions to manage folders (create, rename, delete and decide who gets in) belong by default to owners and administrators, and can be granted to custom roles so each area manages its own.

Which machines a folder uses

Under Acceso › Máquinas (Access › Machines) you assign the machines where the folder’s processes run. A machine can be in several folders.

• A folder’s process runs only on the machines assigned to that folder. If there are none, the portal says so when you launch it so you can assign them.
• A process at the root runs on any machine in the environment.

In the audit log

Every audit event shows its folder, and you can filter by folder or by Raíz del ambiente (environment root).

Next steps

• Users and roles — roles, licenses and environment access.
• What a machine is — the computers that run the robots.
• Create a process