# How to organize instructions into folders and choose the audience

> Folders and subfolders, drag-and-drop ordering, audience by position and location, tags and review cycle.

Источник: https://jecheck.io/en/docs/instructions/folders-and-audience

Folders help employees find what they need quickly, and the audience decides who sees an instruction at all. Only an administrator can change either setting.

## Folders and subfolders

1. **Create a folder.** In the tree on the left, click the **New folder** icon (or **Create folder** if there are no folders yet). Enter a **Folder name** and choose an **Icon**.
2. **Add a subfolder.** Open the folder and click **Subfolder** above the list, or choose **New subfolder** in the folder menu. Nesting is unlimited.
3. **Move instructions.** Drag an instruction onto a folder in the tree, or choose **Move to folder** in the instruction's menu. You can also change an instruction's folder in the editor: **Settings → Folder**.
4. **Set the order.** Inside a folder or in **No folder**, drag instructions and folders with the mouse.

The folder menu also has **Rename**, **Move** and **Delete**.

> [!NOTE]
> Deleting a folder doesn't delete the instructions and subfolders in it — they move one level up.

## Who sees an instruction: the audience

The audience is set in the editor under **Settings → Audience**. There are two options:

- **Whole company** — all employees see the instruction, including people added later;
- **Selected positions and locations** — choose the **Positions** and/or **Locations** you need.

![Instruction settings: folder, audience and acknowledgement](/docs-media/en/instructions/settings.jpg)

An employee sees the instruction if they match **at least one criterion**: their position **or** one of their locations. For example, if you select the “Cook” position and the “Mega Mall” location, every cook in the chain and every employee at “Mega Mall” will see it.

Company administrators see all instructions regardless of the audience.

> [!TIP]
> For an instruction to reach the right people, employees need a position and locations in their profile. You set this under **Management → Users** — see [Team](/docs/team).

## Other instruction settings

The same **Instruction settings** panel has:

- **Short description** — up to 500 characters, shown in the list and under the name;
- **Require “I've read it” acknowledgement** — see [Acknowledgement and statistics](/docs/instructions/read-and-acknowledge);
- **Review cycle** — **Every month**, **Every 3 months**, **Every 6 months**, **Every year** or **Don't remind**;
- **Owner (keeps it up to date)** — the person who makes sure the instruction doesn't go out of date; they get the review reminder;
- **Tags** — up to 20 tags, used by search. Add a tag with Enter or a comma.

Click **Save settings**. Settings apply immediately — you don't need to publish the instruction again.

## How the review cycle works

The countdown starts from the publication date. When the due date arrives, the instruction gets a **Review due** badge and appears on the **Review due** tab, which only administrators see. Each new publication restarts the countdown.

On the due date, the **owner** gets a push and an email “Time to review an instruction” with a link to it. If no owner is assigned, the instruction's author gets the reminder. The reminder is sent once per due date; after a new publication or a change of the cycle, it is sent again when the new due date arrives.

If the instruction is still up to date, open it and in the **Time to review an instruction** banner click **Up to date, extend** — the next due date is counted from today and employee acknowledgements are kept. If it needs changes, click **Make changes** and publish a new version — that restarts the countdown too.

> [!NOTE]
> The **Don't remind** option turns off both the review cycle and the reminders.

## Frequently asked questions

### I changed the audience — do I need to publish again?

No. The audience applies as soon as you click **Save settings**. Keep in mind that employees who are no longer in the audience will stop seeing the instruction.

### Will a new employee see instructions published before they joined?

Yes, if they match the audience. They won't get the publication push — it's sent only at the moment of publishing — but the instruction will be in their list with a **New** badge.

### Can I pick specific employees?

No. The audience is set only by positions and locations, or as the whole company.