Best practices for organizing workflows and documents with folders.
Folder Organization
Folders help you organize workflows into logical groups, making it easier to find and manage related items.
Creating a Folder Structure
Start with a clear organizational hierarchy:
- By Department: Sales, Marketing, Operations, Finance, HR
- By Project: Website Redesign, Q4 Campaign, Annual Budget
- By Client: Client A, Client B, Internal Projects
- By Status: Active, In Review, Completed, Archived
- By Type: Approvals, Reviews, Onboarding, Requests
Naming Conventions
Use consistent, descriptive folder names:
Good Examples:
- 2024 Q1 Marketing Campaigns
- Client A - Legal Approvals
- HR - Employee Onboarding
- Operations - Daily Reports
Avoid:
- Folder1, Folder2, New Folder
- Misc, Other, Stuff
- Very Long Folder Names That Are Hard To Read And Take Up Too Much Space
Folder Hierarchy Tips
Keep your folder structure manageable:
Limit Depth: Keep hierarchy to 2-3 levels maximum
Balance Width: Aim for 5-10 folders per level
Group Related Items: Put similar workflows in the same folder
Use Consistent Categories: Apply the same organizational principle across the board
Workflow Organization
Place workflows in folders as you create them:
- Assign workflows to folders during creation
- Move workflows between folders as needed
- Use search to find workflows across folders
- Filter views by folder
Document Organization
Documents are attached to workflows, not folders directly:
- Upload documents to specific workflow stages
- Use document categories for classification
- Add descriptive tags for searchability
- Set appropriate confidentiality levels
Archiving and Cleanup
Regularly maintain your folder structure:
- Create an "Archive" folder for completed projects
- Move old workflows to archive folders
- Delete empty or obsolete folders
- Review folder structure quarterly
- Rename folders as needs evolve
Permissions and Access
Folder access follows organization permissions:
- Admins and Members can manage folders
- Viewers have read-only access
- Folders inherit organization-level permissions
- All organization members see all folders
Search and Filters
Combine folders with search for powerful organization:
- Search within specific folders
- Filter workflows by status and folder
- Use keyboard shortcut (Cmd/Ctrl+K) for quick search
- Save common filter combinations
Pro Tip
Start with a simple folder structure and add complexity only as needed. Over-organizing early can slow you down.