How We Organize Documents

How We Organize Documents

Are Folders Still Relevant?

The answer is pretty simple actually: because no one can find anything anymore.

It’s common to see thousands of emails, files, folders created on a whim. Duplication of content, lost content, multiple versions flying around, so much noise that we end up writing each document from scratch rather suffer the hassle of finding that document.

The process is broken by design as folders are alphabetically ordered and how we organize content is usually subjective to each individual. This is an ever-growing issue in organizations and so Documize has been designed to address the issue by removing folders altogether.

No nested folder nightmare. No conflicting naming schemes. No mess.

Spaces & Categories

We allow two layers of organization: spaces and categories.

Each space can have zero or more categories.

Each document belongs to a single space and can be assigned to one or more categories.

Each document can also be assigned up to 3 tags to help describe it’s purpose (meta-data if you will).

Summary:

  • Divide everything in the system into large buckets – these are called spaces and it is where documents are created and live
  • Within a space, break things up again into groups – these are called categories and documents can be assigned to multiple categories
  • Each document can be assigned meta information using up to three tags – these are useful during search as well as being document descriptors

Let’s work through spaces, categories and tags.

Example

At the top level, organize everything by space. Spaces can represent teams, projects, customers, departments – whatever you feel works for your business.

  • Technology
  • Finance
  • Space X Launch Nov 2017
  • Airbnb Partnership
  • Marketing

You can create documents within spaces and grant access rights to spaces – who can see the space, create, edit, delete documents and more.

But consider the scenario where the marketing department would like to involve the technology team (shock, horror) to work on a project. The markteing team has two choices:

  1. Create a new space for the project and invite marketing and technology team members.
  2. Create a category within the Marketing space and restrict the technology team to work on documents just in that category.

The second option is what we will work through now and explain why it is so much more powerful than nested folders.

By using categories, the marketing team:

  1. Creates a category called ‘Project X’ within the Marketing space.
  2. Grants selected technology team members access to just the ‘Project X’ category within Marketing space.
  3. Invited technology team members are restricted to just the ‘Project X’ category

With this approach the technology team cannot see or change documents in the Marketing space – only those within ‘Project X’ category.

As geeks and sci-fi fans, we can describe spaces and categories as thus:

  • Every department lives in it’s own galaxy (spaces)
  • We open up a worm hole (category) to allow visitors from other galaxies
  • When our visitors go back, we close the worm hole and all is back to normal

With this approach, we will always know who is visiting and what they can see.

Bingo, no folders.