Folders & organisation
Organise Smart Links with folders so campaigns, locations, and channels stay easy to manage.
In this article, you'll learn how to organise Smart Links with folders, move links between folders, and set up a structure that stays manageable as your library grows.
Prerequisites
- You can open the
Smart Linksapp from OmniLab. - You can create and manage folders in the organisation where your Smart Links live.
Why folders matter
Smart Links is often used across many campaigns, venues, placements, and share channels. A folder structure keeps the app usable once you move beyond a handful of QR codes.
Folders are especially helpful when you need to separate:
- campaigns or seasons, such as
Back to SchoolorHoliday 2026 - organisations, regions, or venues
- distribution channels, such as
Print,Email, orRetail Partner - lifecycle stages, such as
Live,Archive, orTesting
A practical folder structure
There is no single required structure, but these patterns work well:
| Pattern | Example | Best for |
|---|---|---|
| By campaign | Summer Sale 2026 -> Print, Digital | One team managing one activation with many placements |
| By location | Paris Centre, Lyon Centre, Marseille Centre | Local teams or venue-specific reporting |
| By channel | In-store, Email, Paid Social | Teams comparing distribution channels across many campaigns |
| By stage | Testing, Live, Archive | High-volume operations with a clear approval or handoff process |
Choose one primary rule and stay consistent. Mixing campaign, location, and team logic in the same level usually makes the library harder to scan.
Create and manage folders
Open the folder where the new folder should live
The Links view shows your folder tree, breadcrumbs, and everything inside the current folder. Open the parent folder first so new folders and links are created in the right place.
Create the folder
From the current folder, click the new-folder control next to Create SmartLink (tooltip Create New Folder), then complete the form.
Enter a Folder Name that other operators will recognise quickly. Clear names such as Holiday Campaign - Posters are usually better than short internal abbreviations.
Move Smart Links into the right place
Open the menu on a Smart Link card, then choose Move to place the link in another folder when ownership, campaign scope, or reporting needs change.
This is useful when a link starts as a quick test in one folder and later becomes part of a live campaign library.
Rename, move, or delete folders when the structure changes
Open the menu on a folder card to Edit or Move, or to Delete when the folder is empty. To rename or reparent a folder, use Edit and update Folder Name and Parent Folder as needed.
If you need to delete a folder, empty it first by moving or deleting the Smart Links inside it and by removing any child folders it contains.
Best practices for Smart Link organisation
- Keep folder names customer- or campaign-readable, not personal or temporary.
- Separate
Testinglinks from live distribution links. - Decide whether ownership is by campaign, location, or channel before the library grows.
- Use the same folder naming style across teams so reporting and handoff stays simple.
Delete Smart Links safely
If you no longer need a Smart Link, disable it first, confirm nobody still relies on it, and only then delete it. This is the safest workflow for links that may already appear in print or shared assets.
Example workflow
A retailer launches one campaign across three malls. A clean structure could look like this:
Summer Campaign 2026Summer Campaign 2026 / Paris CentreSummer Campaign 2026 / Lyon CentreSummer Campaign 2026 / Marseille Centre
Each location folder can then hold its poster links, event signage, window decals, and partner variants without mixing everything together.
Related
Create a Redirection Smart Link
Create the main type of Smart Link you will store in these folders.
Generate Smart Links from existing campaigns
A common workflow is to publish a campaign first and then organise its Smart Links in folders.
Analytics exports
Use the reports view when you need a folder-agnostic table and CSV export across many links.