Folder Management ▶ Watch video

The folder manager lets you maintain a logical and intuitive structure to store documents. Each folder can contain unlimited subfolders, which makes it easy to classify by area, document type or another relevant category. In addition, you can assign access permissions at the folder level.

• Advantage: Makes navigation easier and gives users controlled access to the documentation.
• Additional detail: Each folder can include automatic filters and display through custom columns, which lets you adapt the view to the needs of the team or area.

Step by Step:

1. From the side menu, go to the Home. module.


2. Click the New main folder. button.








3. Type a name in the "Name" field, enter the code you want for that folder and add a color of your preference.


4. In the Permission type section, choose, in a mandatory way, whether the folder keeps the parent permissions (inherits the global roles) or is created completely private. The system will not allow saving until you make this decision (see "Folder privacy" below).


5. Click the Save. button.


6. Return to the Home module and, next to the folder name, click the arrow (←) icon.


7. Click Permissions to define who can access, modify or delete content in that folder, or, if not needed, leave it with the control you set in the Manage permissions. module.














8. Finally, click Save to create the folder.


9. To create a subfolder, enter the main folder you just created and click New folder.








10. Type a name in the "Name" field, enter the code you want for that folder and add a color of your preference.








11. Click Save and go to the Hierarchy module located in the side menu, where you will be able to see how your folder and other recently created folders are arranged.








12. If you want to see only the Hierarchy of the folder you created, go to Home, the arrow (←) icon and the Hierarchy module, and you will be able to view the Hierarchy of your folder.

Folder privacy: inherit global permissions or private folder

When creating a main folder, DocuKlaud asks you to decide in a mandatory way how access to that folder is controlled, in the Permission type section of the form. No option is selected by default: you must consciously choose one of the two alternatives before you can save.

• Keep the parent permissions together with the new security groups: the folder inherits the global roles (Contributor, Limited Contributor and Restricted View). Any user who has one of those global roles will be able to access the folder, in addition to its own groups created for it.
• Make the folder completely private (without inheriting the parent permissions): the folder does not inherit the global roles. Its own security groups are created (Administrator, Contributor, Limited Contributor and Restricted View) and only the people you add to those groups will be able to access it. It is the recommended option for confidential information, since it grants full access granularity over the folder.

Next to the Permission type title there is an information icon (ⓘ) that summarizes, within the form itself, what each option consists of.

Important: if in the subscription settings the global collaboration roles have been disabled (option "Disable automatic assignment of global permissions"), this choice does not appear and all main folders are necessarily created as private. You can learn more about this behavior in the Users and Permissions guide.

Permissions of a folder and how to grant access

To review or modify who accesses an already created folder, open the View folder details icon on its card and go to the Permissions tab. There you will see the folder's own groups (for example LEG-Administrator, LEG-Contributor, LEG-Limited Contributor and LEG-Restricted View) with the people assigned to each one.

To grant access to a user only in this folder, click Assign Permission: the "Assign local permission" box opens where you choose the Role (Administrator, Contributor, Limited Contributor or Restricted View) and the Users to whom you grant it, and confirm. This is the mechanism by which access is granted, folder by folder, especially in private folders.

The tab also includes the Restore inherited permissions action, which returns the folder to permission inheritance if it had been made private.

Hierarchical structure: main folders and subfolders

DocuKlaud organizes documents in a two-level tree structure:

• Level 0 — Main folder (Workspace): represents the highest-level organizational unit. It can correspond to a Management office, a Directorate, a Project, an area or another category depending on how the organization works.
• Subfolders (Records): hang from a main folder and usually represent departments, sub-areas or lines of work within that unit. Their code inherits the main folder's code as a prefix (for example, if the main folder is LEG, a subfolder can be LEG-PPI).

This hierarchical relationship is what gives order to the whole repository: it defines where each document lives and how settings and permissions are inherited from the main folder down to its subfolders.

Org-chart View

Each folder has, among its actions, the Org-chart View icon. When opened, it shows, in org-chart format, the structural relationship between the main folder (top) and its subfolders (below), visually reflecting the organizational hierarchy described above. It is useful to understand at a glance how a management office or project is composed and which departments or records make it up.

Advanced folder configuration

In addition to the name, code and permissions, each folder (main folder or subfolder) lets you define rules that apply to the documents it contains. It is accessed from the View folder details icon on the card, in the Details tab.

• Folder approvers: users who are assigned automatically when a workflow step has as its approver source the "Main folder approver" or "Subfolder approver" option. This way, the same workflow can be reused in several folders and the approver is resolved according to the folder where the document is located.
• Workflows — Restrict workflows: when enabled, only the workflows you authorize can be used in this folder (instead of all available workflows).
• Default workflow: workflow that is selected automatically when creating a new document in the folder.
• Require mandatory workflow: forces every document in the folder to go through an approval workflow (except those saved as drafts).
• Require document review: forces incorporating a review document in the workflow (see the Document Creation guide).
• Document types — Restrict types: limits the document types allowed in the folder.
• Default document type: type that is preselected when creating a document in the folder.
• Required documents: lets you define which document types (and how many) the folder must contain, as a checklist of mandatory documentation.

Configuration inheritance (subfolders)

Subfolders inherit the configuration of their main folder. In the fields of a subfolder (for example, Default workflow or Default document type) the option "Inherit from main folder" appears: if you leave it that way, the subfolder takes the value defined at the higher level; if you configure a value of its own, it prevails over the inherited one only in that subfolder.

To make control easier, the details screen of a subfolder includes the "Configuration inheritance of this folder" panel, which detects the main folder and shows, field by field, what the effective value is: configured in this folder, inherited from the main folder, or not configured in either.