Add and Organise Folders

Restore Visibility

 Estimated Read Time: 3 Minutes

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Sections in this article: 

• Add Folders to a Record
  • Add Files to Folders
  • Rearrange Folders and Create Tiers
  • Delete Folders
• Configure a Default Folder Structure
  • Add Default Sub-Folders
  • Delete Default Folders

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Folders can be added by users with the Administrator role to create an organisational structure for files. This can be done on individual records, or default folder structures can be configured for all new contract and vendor records.

Add Folders to a Record

Folders can be added to organise files within contract, vendor, project, and entity records.

1. From the navigation menu, click the relevant option (for example Vendors, Contracts, Projects, or Entities) depending on where you wish to create a folder.
2. Open the record that you would like to add the folder to.
3. Click the Files tab.
   
4. Click the Add New Folder icon.
   
5. Enter a title, and select the checkbox if you want to share the folder with the Vendor Portal.
   
6. Click Save.

Add Files to Folders

After creating a folder, you can move files (and other folders) into it. Click the file/folder, and drag it into to the folder where you’d like to put the item.

Rearrange Folders and Create Tiers

The order of folders can be rearranged by dragging and dropping them into a new place within a list of folders. 

Additionally, a tiered structure can be made using sub-folders. To do this, click on a folder to open it, and click the Add New Folder icon then enter a name. 

Delete Folders

To delete a folder, expand the 3 dots then click Delete. Confirm the changes to proceed with deletion. This process cannot be undone.

Configure a Default Folder Structure

Administrators with the Configuration additional permission can create a default folder structure that is automatically applied to new vendor and contract records. These folders can be restricted to specific record types, for example, only contracts with a type of NDA. To configure this:

1. From the navigation menu, expand the Settings option, then click Configuration.
2. Click Folder Structures.
3. Click Add New Folder in the Contracts or Vendors section as appropriate.
   
4. Complete the details for the new folder:
   1. Enter a name.
   2. If required, select the types that this folder will be added to. If none are selected, this folder will be added to all new records.
   3. If the files within the folder should be visible to Vendor Portal users, select the Share within the Vendor Portal checkbox.
      
5. Once finished, click Save.

Add Default Sub-Folders

Sub-folders are used to build a tiered folder structure. They will automatically inherit all characteristics of their parent folder:

• If the parent folder is shared with the Vendor Portal, all sub-folders will be as well.
• If the parent folder is restricted to specific types, the same restrictions will apply to its sub-folders.

To do this: 

1. Expand the 3 dots on the relevant parent folder, then click Add Sub-Folder.
   
2. Enter a name and click Save.

All sub-folders will appear in alphabetical order, with connecting lines to show the relationship to the parent folder.

Delete Default Folders

To delete folders or sub-folders from the default folder structure, expand the 3 dots then click Delete. Confirm the changes to proceed with deletion.

Additional Reading

• File Repository Overview 
• Add and Manage Files
• File Expiry Dates