This article covers how to manage the folder structure in Admincontrol.

• Best practices for a folder structure
• Manage folder settings

An intuitive and well-organized folder structure is important to make your Board Portal easy to navigate.  

Best practices for a folder structure

Observing these best practice tips will make the file system easier to navigate for new users who join the board and will also prevent errors.

• Make sure you create a good folder structure! This ensures that information on a topic is located in one place. 
• Name folders correctly. Name folders according to the areas of work to which they relate, not according to individual names etc.
• Stick to the system. When developing a naming scheme for your folders it is important that once you have decided on a method, you must stick with it.
• Organize folders hierarchically. Start with a limited number of folders for the broader topics and then create more specific folders within these to keep a clear overview.

Use an existing folder structure 

If you already have a folder structure somewhere that works well for you and your board, we recommend continuing to use this structure. You may simply drag and drop the entire structure from your computer into your Board Portal.

Learn how to upload folders and documents here.

Tips for creating a new folder structure 

If you want to create a new folder structure in the portal, make sure that the structure is suitable for your board or other areas of use. Our experience is that the folder structure varies greatly between company size, type of company or organization, and the composition of the board, amongst others. It is therefore difficult to provide specific examples of one recommended folder structure. However, there are elements that may be applicable to more companies or organizations. Make sure that you have a clear root structure that you can arrange hierarchically. Here are a few examples of root structures that may be applicable for your Board Portal:   

• Meetings. Create a folder designated for meetings. We recommend that you create subfolders based on year, and then one folder per meeting as a third folder layer. If you want to structure meetings by date, remember to name the folder by year_month_date. Alternatively, you can name the meetings "Meeting 1, Meeting 2".     
• Meeting minutes. Many businesses or organizations prefer to have a separate folder for the minutes. You can use the same folder hierarchy as suggested above. This makes it easy to find all minutes at a later stage. 
• Annual reports / Budgets and forecasting. Many companies prefer to have one or more folders for financial information. 
• Company documents / Formal documents. A folder for various company documentation, such as security-related certificated, contracts etc.      
• Miscellaneous. Having a folder for documents that do not belong in any of the other root folders ensures that you have a designated space for "everything else". This way, you make sure that documents are not saved in the wrong folder.     
• Rules of procedure. Some boards and other user groups find it useful to include a folder for rules of procedures. New members can find this helpful, especially since i.e. many board members are involved in several boards.

This is one example of how a folder structure hierarchy could be arranged: 

Manage folder settings

You can access the options for managing a folder by pressing More actions without selecting any document in the folder. Here you may perform actions like rename, move or delete folders.