Folders are used to permit and restrict user access to specific documents within an organization. Any template or executed document placed inside a Folder becomes instantly accessible to all assigned Users and Teams, without further action required.
An effective Folder structure will help keep documents organized and ensures correct document access and permissions. This helps maintains compliance across your organization and ultimately increases productivity and efficiency.
Creating a Folder
- From the Home page, navigate to the gear icon in the lower-left corner of your screen, and click Settings.
- Click on 'Folders'
- From the Folders, page click on the 'Create Folder' button
- Enter the name of a Folder you would like to create
- Select 'Create' or 'Create & Share'
- If 'Create & Share' is selected, choose all users you would like to give folder access to. These users will have access to all documents inside of the folder.
- Once completed, click 'Save.'
Note: If you have pre-existing Folders in your account, you can click on the checkbox next to Place folder inside to begin creating sub-Folders, or 'Folders within a Folder.'
Note: Only account Administrators can define folder hierarchy and access at each level of that hierarchy.
Granting Access Rights to Folders
- From the Home page, navigate to the gear icon in the lower-left corner of your screen, and click Settings.
- Click on 'Folders' under Company Settings in the left-hand panel.
- From the Folders page, click on the checkbox feature next to each pre-existing Folder you’d like to assign access to.
- Once selected, click on the 'Share' button that appears in the upper toolbar.
- A drop-down menu will appear, allowing you to search for and select individual Users and/or Teams.
- Once having selected the appropriate Users and/or Teams, navigate to and click on the SAVE button.
Note: Users with access to a parent folder will be granted access to any sub-Folders. Users added solely to a sub-Folder will only be grant access to documents within the sub-Folder, but not to the parent Folder.
Sharing a document or contract that lives within a shared folder does not automatically grant folder access. If a user is shared to a document that exists within a folder, they will only have access to the document and it will appear in their 'personal folder'.