Creating a default folder structure for your business

In addition to the auto-generated system folders (for example, Required documents), you can create a default folder structure for new and existing employees based on your organization's custom requirements.

You can do this by customizing the Default Document folders preference from your business settings.

When customizing this preference, you can do the following:

• Create a collection of default folders, of which each folder has up to one level of subfolders

• Configure the business proxy user or the respective employee themself as the owner of each folder and subfolder

• Configure granular permission-based access for different audiences to each folder and subfolder

• Apply your default folder structure instantly to all new employees. Optionally, you can also apply your changes to all existing employees during the (pre-scheduled) overnight maintenance for your business.

To create a default folder structure for your business, do the following:

1. In the sidebar, in the Business section, click Settings.

   

2. Go to the Preferences tab.

3. Click Documents to expand the section.

   

4. Click Default Document folders to view the settings you can customize.

   

5. (Optional) To create the default folder structure even for existing employees, select Rebuild Folders.

   

   Unless you select this option, the default folder structure is applicable only to new employees.

   If you select this option, when overnight maintenance processes run for your business, the default folder structure is also created for existing employees. After the default folder structure is created for all existing employees, this setting is automatically disabled.

   
   

   Enabling this setting does not impact existing folders, including their names and any previous access configured for them.

6. Create and configure folders and subfolders. Do the following:

   1. Create a folder structure

   2. Share each folder with the required audience

7. Click Save.

Creating a simple folder structure

This section illustrates the process of creating a very simple default folder structure for employees.

To create the first folder in your folder structure, do the following when customizing the Default Document folders preference:

1. Click + (Click to Add a folder).

   

2. Enter the following details:

   1. In Name, enter the name of the folder.

   2. (Optional) To prefix the name of the folder with the respective employee's name, select Prefix with EmployeeName.

      You can do this to distinguish between default and created folders, especially if you use folders for document sharing.

   3. (Optional) In Description, enter a description to document the purpose of creating the folder.

   4. In Owning Audience, select one of the following:

      Option	Description
      System	Assigns the business proxy user, which is an alias that represents default admin users, as the owner of the folder. You can select this option if only HR admins are going to access the folder. If a folder's owner leaves the organization, the folder is typically deleted automatically. Assigning ownership of default folders to the business proxy user instead of a specific HR admin helps to eliminate this issue.
      Employee	Assigns the respective employee as the owner of the folder.

   

To create a subfolder for this folder, do the following:

1. On the right of the folder, click + (Click to Add A Subfolder).

   

2. Similar to configuring the folder's details, enter the details of the subfolder.

   

Creating additional folders

To create each additional folder, do the following:

1. At the bottom of the last folder you created (below all subfolders), click + (Click to Add a folder).

   

2. Enter the details of the folder.

   

3. Depending on your required default folder structure, create subfolders for the new folder.

Creating multiple subfolders for the same folder

To create an additional subfolders for a folder, do the following:

1. On the right of the last subfolder you created, click + (Click to Add A Subfolder).

   

2. Enter the details of the subfolder.

   

Sharing folders

This section illustrates the process of configuring custom access to your default folders (and subfolders) for different audiences.

To share a folder, do the following when customizing the Default Document folders preference:

1. Based on the position of the folder in the hierarchy, do one of the following:

   Type of folder	Action
   Folders without any subfolders	On the right, click + (Click to Share the folder).
   Folders with subfolders	At the bottom, click + (Click to Share the folder).
   Subfolders	On the right, click + (Click to Share the Subfolder).

2. In Audience Name, enter the name of the audience that you want to share the folder with.

   Audience Name is a text field. To ensure that correct access is configured, you must enter the exact name of the required audience in this field.

   

3. Based on the kind of access you want to configure for the audience, enable the appropriate permissions:

   • Can View
   • Can Update
   • Can Delete
   • Can Upload

   

4. To share the folder or subfolder with additional audiences, do the following:

   1. On the right of the permissions, click + (Click to Share the folder or Click to Share the Subfolder).

   2. Enter the name and configure permissions for the additional audience.