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Organize with Folders

Folders help you organize transcripts, captions, and media files into logical groupings. This guide covers creating, managing, and securing folders in your workspace.

Why Use Folders?​

Organization Benefits:

  • Group related files together
  • Create project-based structures
  • Separate clients, campaigns, or topics
  • Reduce clutter in main workspace
  • Find files faster with logical hierarchy

Permission Control:

  • Share folders with specific teams
  • Control read/write access per folder
  • Keep sensitive files private
  • Collaborate on projects securely

Creating Folders​

Method 1: Toolbar Button​

  1. Click "New Folder" button in workspace toolbar
  2. Enter folder name (required)
  3. Choose privacy setting:
    • Shared - All organization members can access
    • Private - Only you or selected teams can access
  4. (Private only) Set team permissions (optional)
  5. Click "Create"

Method 2: Inside Existing Folders​

  1. Navigate into a folder by clicking on it
  2. Click "New Folder" in toolbar
  3. Follow same steps as above
  4. New folder created as subfolder (child of current folder)

Folder Properties​

Folder Name​

Requirements:

  • Cannot be empty
  • Can include letters, numbers, spaces, special characters
  • Should be descriptive and clear
  • Can be renamed later

Best Practices:

✅ Good folder names:
- "Client Meetings 2024"
- "Product Launch Campaign"
- "Training Videos - Q1"
- "Legal Transcripts"

❌ Avoid:
- "Folder 1", "New Folder" (too generic)
- "xyZ_123" (unclear purpose)
- Very long names (hard to read in lists)

Privacy Settings​

Shared (Default):

  • All organization members can see folder
  • Everyone has default access level
  • Simplest option for team collaboration
  • Good for general organizational files

Private:

  • Only you and selected teams can access
  • Requires permission configuration
  • Better for sensitive or project-specific content
  • More control over who sees what

Folder Permissions (Private Folders)​

Permission Levels​

No Access (0):

  • Team cannot see folder
  • Folder doesn't appear in their workspace
  • Complete restriction

Read (1):

  • Team can view folder and its contents
  • Can open and view documents
  • Can download/export documents
  • Cannot edit, create, delete, or move files

Write (2):

  • Full access to folder
  • Can view all contents
  • Can create, edit, delete documents
  • Can move files in and out
  • Can create subfolders

Setting Team Permissions​

When Creating Private Folder:

  1. Toggle "Private" option
  2. Click "Add Team" button
  3. Select team from dropdown
  4. Choose permission level:
    • No Access
    • Read
    • Write
  5. Repeat for additional teams
  6. Save folder

Example Configuration:

Folder: "Client Project Alpha"
Privacy: Private

Permissions:
- Marketing Team → Write (full access)
- Sales Team → Read (view only)
- HR Team → No Access (hidden)

Default Permissions​

Default Access:

  • Applies to all users not in a specified team
  • Set when creating private folder
  • Can be different from team-specific permissions

Example:

Folder: "Confidential Reports"
Default: No Access (folder hidden by default)

Team Permissions:
- Executive Team → Write
- Finance Team → Read

Editing Folders​

Rename Folder​

  1. Right-click folder or click three-dot menu (⋮)
  2. Select "Edit"
  3. Change folder name in modal
  4. Click "Save"

What Changes:

  • Folder name updates immediately
  • All contents remain intact
  • Folder location unchanged
  • Permissions preserved

Modify Permissions​

  1. Right-click folder and select "Edit"
  2. Adjust privacy setting (Shared ↔ Private)
  3. Add or remove team permissions
  4. Change permission levels for existing teams
  5. Click "Save"

Permission Changes Take Effect Immediately:

  • Users gain/lose access instantly
  • Affected users may see folder appear or disappear
  • No notification sent to users

Folder Navigation​

What It Shows:

  • Your current location in folder hierarchy
  • Path from root to current folder
  • Example: Home / Projects / 2024 / Marketing

How to Use:

  • Click any folder name in path to jump to that folder
  • Click "Home" to return to workspace root
  • Navigate up multiple levels with one click

Nested Folders​

Folder Hierarchy:

  • Folders can contain other folders
  • No limit on nesting depth
  • Organize logically by project, client, date, etc.

Example Structure:

📁 Clients
├── 📁 Client A
│   ├── 📁 2024
│   │   ├── 📁 Q1
│   │   └── 📁 Q2
│   └── 📁 2023
└── 📁 Client B
    └── 📁 Product Launch
        ├── 📄 Interview Transcript
        └── 📄 Promo Video Caption

Viewing Folder Contents​

Grid View:

  • Files and subfolders displayed in table
  • Same columns as main workspace
  • Sortable and filterable
  • Breadcrumb shows current location

"Show Folders First" Toggle:

  • Enable to list all folders before documents
  • Disable to mix folders and documents (sorted by date)
  • Setting applies to current view only

Copying Folders​

Create Folder Duplicate​

  1. Right-click folder and select "Copy"
  2. Enter new folder name for the copy
  3. Modify permissions (optional)
    • Preserve original permissions
    • Or assign different teams/access levels
  4. Click "Copy"

What Gets Copied:

  • Folder structure (including subfolders)
  • Folder metadata
  • Permission settings (if preserved)

What Doesn't Get Copied:

  • Documents inside folder (folder structure only)
  • Document history
  • Comments on documents

Use Cases:

  • Create template folder structures
  • Set up similar projects quickly
  • Replicate permission schemes

Moving Folders​

Relocate a Folder​

Method 1: Drag and Drop:

  1. Select folder checkbox
  2. Drag folder to destination
  3. Drop into target folder

Method 2: Move Action:

  1. Right-click folder and select "Move"
  2. Choose destination folder from tree
  3. Click "Move"

What Moves:

  • Folder and all its contents
  • Subfolders and nested items
  • Permissions preserved

Restrictions:

  • Cannot move folder into itself
  • Cannot move to location where you lack Write permission
  • Cannot create circular references

Deleting Folders​

Remove a Folder​

  1. Right-click folder and select "Delete"
  2. Confirmation dialog appears:
    • Shows folder name
    • Warns about permanent deletion
    • Lists number of items inside
  3. Confirm deletion

What Happens:

  • Folder removed permanently
  • All contents deleted (documents and subfolders)
  • Cannot be undone
  • Associated files and data removed

Before Deleting:

  • Export important documents
  • Verify you have the right folder
  • Check for nested content you want to keep
  • Consider moving files out first if only cleaning structure

Folder Best Practices​

Naming Conventions​

Consistent Structure:

  • Use consistent naming patterns
  • Include dates in format: YYYY-MM-DD or YYYY-Qx
  • Separate words with spaces or hyphens
  • Avoid special characters that might cause issues

Examples:

✅ Good naming patterns:
- "Client Name - Project Name"
- "2024-Q1 - Marketing"
- "Product Launch - Videos"
- "Legal - Contracts - 2024"

❌ Avoid:
- "folder1", "temp", "misc" (too vague)
- "!@#$%^" (special characters)
- Very long names exceeding 100 characters

Folder Hierarchy​

Shallow vs. Deep:

  • Shallow (3-4 levels max) - Easier navigation, faster access
  • Deep (5+ levels) - More organized but harder to navigate

Recommended Approach:

  • Start with broad categories (Client, Project, Department)
  • Add sub-levels for time periods (Year, Quarter, Month)
  • Keep most-accessed files within 2-3 clicks

Example Hierarchy:

Level 1: Client/Department
Level 2: Project/Topic
Level 3: Date/Type
Level 4: Specific files

📁 Marketing (Level 1)
└── 📁 2024 Q1 Campaign (Level 2)
    └── 📁 Interview Transcripts (Level 3)
        └── 📄 CEO Interview.docx (Level 4)

Permission Strategy​

Keep It Simple:

  • Use shared folders for general content
  • Reserve private folders for sensitive material
  • Apply permissions at higher levels when possible
  • Avoid over-complicating with too many permission rules

Team-Based Access:

  • Create folders per team or project
  • Assign Write access to responsible team
  • Give Read access to stakeholders
  • Use No Access sparingly (prefer not listing team)

Common Folder Workflows​

Project-Based Organization​

Setup:

  1. Create main project folder (Private)
  2. Add team with Write permission
  3. Create subfolders: Transcripts, Captions, Media, Deliverables
  4. Upload files to appropriate subfolders
  5. Share folder link with team members

Ongoing:

  • Team members add files to subfolders
  • Organize by date or content type
  • Export deliverables to dedicated folder
  • Archive completed projects to separate folder

Client-Based Organization​

Setup:

  1. Create "Clients" main folder
  2. For each client, create subfolder
  3. Within client folder, create year or project subfolders
  4. Set client folder permissions (only relevant teams)
  5. Store all client work inside their folder

Benefits:

  • Easy to find all work for specific client
  • Simple permission management per client
  • Clear separation of client data
  • Scalable as client base grows

Date-Based Organization​

Setup:

  1. Create year folder (e.g., "2024")
  2. Create quarter or month subfolders
  3. Store files in appropriate time period
  4. Archive old years to separate location

Use Cases:

  • Regular content production (podcasts, webinars)
  • Seasonal campaigns
  • Financial periods
  • Legal or compliance requirements

Troubleshooting​

"Permission Denied" When Opening Folder​

Cause: You don't have access to this private folder

Solution:

  • Contact folder owner or organization admin
  • Request access with specific permission level
  • Admin can edit folder and add your team

Folder Not Appearing in Workspace​

Possible Causes:

  1. Permission Issue - Folder is private, you lack access
  2. Filter Active - Search/filter is hiding folder
  3. Nested Too Deep - Folder is inside another folder you haven't navigated to

Solutions:

  • Clear all filters and search
  • Navigate into parent folders
  • Contact admin if permission issue

Cannot Delete Folder​

Possible Causes:

  1. Permission Restriction - You need Write access
  2. Folder Not Empty - Contains files or subfolders
  3. Active Processes - Documents inside still processing

Solutions:

  • Verify you have Write permission
  • Delete or move contents first
  • Wait for processing to complete

Next Steps​

Master your workspace:

Organize with folders! Create logical structures with proper permissions for efficient collaboration.