Tips for Success

Best practices for organizing and managing documents effectively.

Organize with Folder Structure

Create a logical hierarchy that mirrors your workflow:

Strategy	Example
By project	/Projects/Website Redesign/, /Projects/Q1 Campaign/
By type	/Specifications/, /Meeting Notes/, /Reports/
By department	/Engineering/, /Marketing/, /HR/
By date	/2024/Q1/, /2024/Q2/, /Archive/

Version Control Best Practices

Save Strategically

• Save versions at meaningful milestones, not constantly
• Use descriptive commit messages (max 72 characters)
• Save before sharing with stakeholders
• Save before making significant changes

Good Commit Messages

Good	Why
"Add technical requirements section"	Describes what was added
"Fix calculation in budget table"	Explains the change
"Ready for legal review"	Indicates document state
"Incorporate feedback from design team"	Shows context

Poor Commit Messages

Poor	Why
"Update"	Not descriptive
"Fixed stuff"	Too vague
"Changes"	No context
"v2"	Redundant with version number

Use Variants Effectively

Create variants instead of duplicates when you need:

Use Case	Example
Regional versions	"Proposal - EU", "Proposal - APAC"
Audience variations	"Spec - Internal", "Spec - Client-facing"
Draft alternatives	"Approach A", "Approach B"
Language versions	"Manual - English", "Manual - Spanish"

Variant Best Practices

• Keep variant names clear and consistent
• Update variants in parallel when possible
• Archive variants that are no longer needed
• Link related variants in the document content

Leverage Issue Marking

Use inline issue marks to capture feedback in context:

When to Use Each Type

Type	Use For
Comment	Questions, clarifications, notes for future reference
Task	Action items that need completion
Risk	Potential problems, concerns, blockers

Issue Marking Tips

• Mark specific text, not entire paragraphs
• Be specific in issue descriptions
• Assign tasks to the right person
• Set due dates for time-sensitive items
• Resolve issues promptly to reduce clutter

Set Permissions Wisely

Permission Strategy

Content Type	Recommended Default
Draft documents	Private until ready for review
Team documents	Team-level access
Cross-team docs	Organization or specific teams
Sensitive content	Private with explicit sharing

Folder-Based Access

Simplify permission management:

1. Create folders for access boundaries (e.g., "Client Docs", "Internal Only")
2. Set folder permissions once
3. Create documents inside with "Inherit" visibility
4. Override only when necessary

Naming Conventions

Establish consistent naming patterns:

Convention	Example
Date prefix	2024-01-15 Meeting Notes
Project code	PRJ-001 Requirements
Type indicator	[DRAFT] Proposal, [FINAL] Contract
Version suffix	Budget Analysis v2

Document Organization Tips

• Archive completed work - Move finished projects to an Archive folder
• Use descriptive names - Make documents findable without searching
• Group related docs - Keep specifications near their implementation docs
• Clean up regularly - Delete drafts and outdated versions
• Tag consistently - Use the same tags across your team

Collaboration Tips

Before Sharing

• Ensure the document is in a shareable state
• Save a version with a clear commit message
• Set appropriate access permissions
• Add context in the first paragraph

During Collaboration

• Use issue marks for feedback requiring action
• Respond to comments promptly
• Save versions at review milestones
• Communicate major changes via mentions

After Completion

• Save a final version with clear commit message
• Resolve all open issues
• Update permissions if needed
• Consider archiving drafts

Next Steps

• Keyboard Shortcuts - Speed up your workflow
• Overview - Return to the main overview