Folders & Tags

As your document library grows, organization becomes essential. Folders and tags help you find documents quickly and keep your compliance program structured.

Folders vs. Tags

Both help organize, but serve different purposes:

Use folders for primary organization and tags for additional categorization.

Working with Folders

Creating Folders

Folder Structure Examples

By Document Type:

📁 Policies
   📁 Security
   📁 Privacy
   📁 HR
📁 Procedures
   📁 IT Operations
   📁 Access Management
📁 Evidence
   📁 SOC 2
   📁 ISO 27001

By Framework:

📁 SOC 2
   📁 Policies
   📁 Evidence
📁 ISO 27001
   📁 Policies
   📁 Evidence
📁 General

By Department:

📁 IT
📁 Security
📁 HR
📁 Legal
📁 Finance

Moving Documents to Folders

Single document:

1. Click the document to open details
2. Click "Edit" or the folder icon
3. Select the target folder
4. Save changes

Multiple documents:

1. Select documents using checkboxes
2. Click "Bulk Actions"
3. Choose "Move to Folder"
4. Select the target folder

Managing Folders

Working with Tags

Creating Tags

Bulk Tagging

Apply tags to multiple documents:

1. Select documents with checkboxes
2. Click "Bulk Actions"
3. Choose "Add Tags"
4. Select or create tags
5. Apply to all selected

Tag Examples

Managing Tags

Remove tag from document:

1. Open document details
2. Click the X on the tag
3. Tag is removed

Rename a tag globally:

1. Go to Settings > Tags (if available)
2. Find the tag
3. Edit the name
4. All documents update automatically

Delete a tag globally:

1. Go to Settings > Tags
2. Find and delete the tag
3. Tag is removed from all documents

Filtering by Folder

Sidebar Navigation

Click a folder in the sidebar to:

• See only documents in that folder
• Include or exclude subfolders
• Quickly switch between folder views

Filter Dropdown

Use the filter bar:

1. Click the Folder filter
2. Select one or more folders
3. Results show only matching documents

Filtering by Tag

Tag Filters

Filter documents by tag:

1. Click the Tags filter
2. Select one or more tags
3. Choose AND/OR matching
4. View filtered results

AND vs. OR

Organization Best Practices

Folder Strategy

• Keep hierarchy shallow (2-3 levels max)
• Use consistent naming conventions
• Create folders before batch upload
• Review and prune quarterly

Tag Strategy

• Limit to 5-10 commonly used tags
• Define tag meanings for your team
• Use tags for temporary states
• Clean up obsolete tags regularly

Combined Use

Searching Within Organization

Folder + Search

Combine folder filter with search:

1. Click a folder
2. Enter search terms
3. Results show matches within that folder

Tag + Search

Combine tag filter with search:

1. Apply tag filter(s)
2. Enter search terms
3. Results show matching tagged documents

Advanced Filtering

Combine multiple filters:

• Folder: "Policies/Security"
• Tags: "approved", "2024"
• Status: "Analyzed"
• Search: "access control"

Saved Views

Create saved views for common filters:

Creating a Saved View

1. Apply your desired filters
2. Click "Save View"
3. Name the view
4. Access from the Views dropdown

Example Saved Views

Permissions and Folders

Folders don't affect document permissions:

• All team members can see all folders
• Document access depends on organization permissions
• Folder creation may require admin role

Common Questions

Can I put a document in multiple folders?

No. Each document belongs to one folder. Use tags for multiple categorizations.

What happens to documents when I delete a folder?

Documents move to the root level. They are not deleted.

Are there limits on folders or tags?

No hard limits, but for usability:

• Keep folders under 50 total
• Keep active tags under 20
• Archive rather than delete old items

Can I export folder contents?

Yes. Filter to a folder, select all, and export.

Next Steps

• Re-analyzing Documents - Update analysis
• Uploading Documents - Add more documents
• Compliance Gaps - Review identified gaps