Template Workflow
The general workflow to create a folder template is as follows:
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You may edit the out-of-the-box templates available or create a new template
- Set the template availability and add additional template filters.
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Include folders & sub-folders that must be created upon workspace creation and set the folder type (e.g. tab, saved search, site).
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Allow/ restrict user access to delete folders or change the prefix and/or suffix of folders.
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Set user options to create pre-approved folders at the top level using On Demand Folder Creation option.
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Set user access to create custom folders at workspace root level or below, using Config option.
- Set the default template rule in the External System Configuration.
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Use Data Uploader or Workspace Wizard to create workspaces.
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The workspace is updated with the created standard folder structure.
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Subsequent edits to the template can be applied to all workspaces.
Prosperoware's Best Practices for Folder Management
- Start with a minimalist folder design i.e. keep workspace folder structures as simple as possible.
- Create a template by matter type or practice area.
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Create folders/sub-folders with standard names with prefix or suffix , avoid free text.
- Include initial and optional folders in the same template (do not create separate template for Workspace creation vs On Demand option)
- Initial folders will be created at the time of the workspace creation and optional folders can be added in the Manage folders dialog.
- Do not allow users to create folders at the root level of workspaces. Optional folder creation must be allowed at the second or third level.
- Depending on the practice and matter type, further level folders must be created
- The standard folder management must be defined at the Workspace level. Further option to allow users to add On Demand folders can be set up in the template.
- For each folder in the template, add the folder type, this will help for retention later
- Add additional metadata at workspace and folder level for improved knowledge management and document search and retrieval.
- Periodically run Analytics reports to analyze the workspace usage summary and generate reports for empty/unused folders. Adjust template as needed and re-apply to workspaces.
- Delegate template creation to expert users in each practice. The IT team should manage all templates but individual practice areas should control the structure against minimum firm standards.
