Folder Management

Efficient management of files and folders is crucial for maintaining an organized and productive workspace. This guide focuses on creating, moving, deleting, and restoring folders, and understanding folder permissions in Notta Business/Enterprise.

Contents

• Create folders

• Move folders 

• Delete or restore folders

• Folder Permission（For Notta Business/Enterprise）

• Folder Management Techniques

  • Creating Hierarchical Folders

  • Naming Folders

  • Number of folder levels

Create folders

1.  When you are on the "All Files" page, you can create a top-level folder by clicking on the  "+ Create New Folder" option on the right side. Enter the desired folder name and click "Create".

If you are a Business or Enterprise user, you also need to set folder permissions before creating the folder. By default, the permissions are set to allow only the creator to access the folder.

2. To create a subfolder within a specific folder, navigate to the desired folder and click on the plus sign (+). Enter the desired name for the subfolder and click "Create" to create the subfolder within the current folder.

For Business or Enterprise users, the newly created subfolder will inherit permissions from the parent folder by default. However, you can modify these permissions as needed after the subfolder is created.

3. To change a folder's name, hover over the folder, click the "Edit" icon, enter the new folder name, and click "Save" to save the changes.

Move folders

1. To move a single folder, click on the "Move to Floder" option from the ellipsis menu.

2. To select multiple folders for moving, either check the checkboxes next to each folder or use the "Select All" option. Then click "Move to Folder" to proceed.

3. After selecting the desired folders to move, a pop-up screen will appear with destination options. Select the desired destination and click "Move" to initiate the move operation.

For Business or Enterprise users, to move a folder, you need to have editing permission or be the creator of both the moved and target folders. After the move, the permissions of the moved folder will inherit the permissions of the target folder.

Delete or restore folders

1. To delete single folder, click on the “Move to Trash” option from the ellipsis menu. Then the folder will be moved to the trash.

2. To select multiple folders for delete, either check the checkboxes next to each folder or use the "Select All" option. Then click  on the “Move to Trash”  and the folder will be moved to the trash.

For Business or Enterprise users, to delete a folder, you need to have editing permission or be the creator of deleted folders. 

4. To restore records or folders from the trash, select folders or records you want to restore, and then click "Restore". Confirm the restore by clicking "Confirm Restore" in the pop-up.

For Business or Enterprise users, to restore a folder, you need to have editing permission or be the creator of the restored folders.

Note: Records will be restored to the folder where they were before deletion, or to the all files folder if the folder has already been deleted.

1. Creating Hierarchical Folders

• Create folders by year

• Create folders by company name

• Create folders by workflow

• Create folders by internal and external business within the company

2. Naming Folders

• Keep folder names simple: Use clear and concise names that accurately describe the contents of the folder.
• Sorting convenience: Consider adding a number at the beginning of the folder name to facilitate sorting and prioritization.

• Put the date at the beginning of the file name: Include the date in the file name to easily identify when the file was created.

3. Number of folder levels

3-level structure recommended: Organize folders in a hierarchy that allows for efficient searching without excessive clicks. Avoid making the hierarchy too shallow or too deep.

Note：Notta supports up to 8 levels