Tips for Success

Best practices for organizing and managing files 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	/Documents/, /Images/, /Videos/
By date	/2024/Q1/, /2024/Q2/, /Archive/

Use Tags Consistently

Develop a tagging strategy across your team:

• Create standard tags for common categories
• Use tags to identify file status (Draft, Review, Final)
• Combine with filters for quick access

Suggested Tag Categories

Category	Example Tags
Status	Draft, In Review, Approved, Final
Department	Marketing, Engineering, Sales
Priority	Urgent, Normal, Low
Client	Client A, Client B, Internal

Set Folder-Level Permissions

Simplify access management:

• Configure visibility at the folder level
• Let child files inherit permissions
• Override only when specific files need different access

Leverage Version Control

Never lose work with automatic versioning:

• Upload updated files with the same name to create versions
• Add descriptive comments when uploading new versions
• Reference specific versions when sharing with stakeholders

Link Files to Project Items

Maintain complete context:

• Connect deliverables to their related tasks
• Link meeting materials to meeting records
• Associate documentation with milestone steps

Naming Conventions

Establish consistent file naming:

Convention	Example
Date prefix	2024-01-15_meeting-notes.pdf
Version suffix	proposal_v2.docx
Project code	PRJ-001_requirements.pdf

Regular Maintenance

Keep your files organized:

• Archive completed project files
• Review and update permissions periodically
• Remove duplicate or outdated files
• Update tags as file status changes

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