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Organize with Folders

Folders help you organize transcripts, captions, and files into logical groupings.

Why Use Folders?​

Organization Benefits:

  • Group related files together
  • Create project-based structures
  • Separate clients or projects
  • Reduce clutter in main workspace
  • Navigate with folder hierarchy

Permission Control:

  • Share folders with organization (Shared)
  • Restrict access to specific teams (Private)
  • Control read/write access per team

Creating Folders​

From Workspace​

  1. Click "Folder" button in workspace toolbar
  2. Enter folder name (required)
  3. Choose access mode:
    • Shared - All organization members can access (default)
    • Private - Only specific teams can access
  4. If Private, add team permissions
  5. Click "Create"

Inside Existing Folders​

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

Folder Access Modes​

Shared (Default)​

How it works:

  • All organization members can see and access folder
  • Everyone has write permission
  • Simplest option for team collaboration
  • Toggle shows "Shared"

Private​

How it works:

  • Only you and selected teams can access
  • Requires configuring team permissions
  • Better for sensitive or project-specific content
  • Toggle shows "Private"

When Private is enabled:

  • Default access is NO ACCESS (folder hidden from everyone)
  • You must add at least one team with permissions
  • Only configured teams can see/access folder

Permission Levels​

When creating or editing private folders, assign permissions to teams:

No Access (0):

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

Read (1):

  • Team can view folder and 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" mode
  2. Click "Add Team" button (Plus icon)
  3. Select team from dropdown
  4. Choose permission level:
    • No Access
    • Read
    • Write
  5. Repeat for additional teams
  6. Click "Create"

Example:

Folder: "Marketing Project"
Mode: Private

Team Permissions:
- Marketing Team → Write
- Sales Team → Read

Managing Multiple Teams​

  • Add multiple teams with different permission levels
  • Remove teams by clicking trash icon
  • Each team must be selected from the dropdown
  • At least one team required for private folders

Editing Folders​

Rename Folder​

  1. Click three-dot menu (⋮) on folder row
  2. Select "Edit"
  3. Change folder name
  4. Click "Save"

Modify Permissions​

  1. Click three-dot menu and select "Edit"
  2. Toggle between Shared/Private
  3. Add or remove teams (for Private folders)
  4. Change permission levels for existing teams
  5. Click "Save"

Permission changes take effect immediately.

Folder Navigation​

The breadcrumb shows your current location:

  • Example: Home / Projects / 2024
  • Click any folder name to jump to that level
  • Click "Home" to return to workspace root

Nested Folders​

  • Folders can contain other folders
  • Create subfolders by clicking "Folder" button inside a folder
  • Navigate using breadcrumbs or folder names

Sort Order​

Sort Order Toggle:

  • Folders First - All folders appear before documents
  • Mixed - Folders and documents sorted by last modified date

This setting affects how items appear in the data grid.

Copying Folders​

Duplicate Folder Structure​

  1. Click three-dot menu on folder
  2. Select "Copy"
  3. Enter new folder name
  4. Configure permissions (optional)
  5. Click "Copy"

What Gets Copied:

  • Folder name
  • Subfolder structure
  • Permission settings (if preserved)

What Doesn't Get Copied:

  • Documents inside folder
  • Document history

Moving Folders​

Relocate a Folder​

  1. Click three-dot menu on folder
  2. Select "Move"
  3. Choose destination folder from tree
  4. Click "Move"

What Moves:

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

Deleting Folders​

Remove a Folder​

  1. Click three-dot menu on folder
  2. Select "Delete"
  3. Confirm deletion in dialog

What Happens:

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

Before Deleting:

  • Export important documents
  • Verify correct folder
  • Check for nested content to keep

Folder Best Practices​

Naming Conventions​

Clear and descriptive names:

  • "Client Meetings 2024"
  • "Marketing Campaign Q1"
  • "Legal Transcripts"

Avoid:

  • Generic names ("Folder 1", "temp")
  • Very long names
  • Special characters

Folder Hierarchy​

Keep it simple:

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

Example:

📁 Clients
├── 📁 Client A
│   └── 📁 2024
│       ├── 📄 Interview 1
│       └── 📄 Interview 2
└── 📁 Client B
    └── 📁 Product Launch

Permission Strategy​

Keep it simple:

  • Use Shared folders for general content
  • Reserve Private folders for sensitive material
  • Apply permissions at team level
  • Use Write permission for teams that need full access
  • Use Read permission for teams that only need to view

Next Steps​

Master your workspace: