Organising and sharing documents and folders in Avokaado

In Avokaado, by default users only see the documents that they have created or that have been shared with them.

Sharing options

Documents or folders

Sharing can be done either via documents or folders.

1. If a person is added as a collaborator to a document, then the sharing has been done on a document level. The document will appear in their Avokaado workspace and does not appear to be in any folder, unless that user places it in their personal folder. This guarantees, that the user has only access to documents that they have participated in. Great for employees, who have to have access to their own contracts/documents.

2. Alternatively, documents can be accessed via shared folders. If there are teams that create, collaborate and organise documents, e.g. HR, revenue, operations or any other, I suggest sharing access to the folder, where all the documents are stored. This enables the team to check also the documents created by other members of the team.

There is also 360-view, that enables to access all the documents within the workspace and also take over ownership of any document inside the respective workspace or space. But this view is meant just for accessing all the documents within the workspace, not for organising documents.

So as part of the Avokaado experience, we suggest organising and maintain the documents folders structure.

‍

Creation and organising of folders

With users or user groups

‍The main folders should be created by someone, who is responsible for the specific use case (e.g. HR administrator) or by the CEO/COO, who should have access to all the documents and then share the main folders with the responsible employees, who can continue maintaining the folders and document structures.

‍

Here are some examples of the main folders and how they have been prepared:

1. HR
   1. If there is a single entity using Avokaado, then HR folder is sometimes organised by units. If so, then the subfolders can subsequently be shared with responsible heads of the unit, to be able to see their team’s contracts. See the video here.
   2. Alternatively, if there are several entities in the group, using Avokaado, then first the entity, then the contract type (employment contract / service contract) and then people folders.
2. Legal
   1. Often organised by entities or document types / NDAs, DPAs, etc. Then it is easier to share the folders with responsible personnel.
3. Revenue
   1. Often organised first by year or just by customer
4. Complaints
5. …
   

Good to know

1. The logic of folders, is that if the folder is shared with someone, then they can see all the folders below as well.
2. If you need to keep some documents separate/hidden, then place them in a separate main folder or just above in the folder’s logic. Then they will not be visible to other users.
3. If you are the account manager of the workspace, then consider also sharing the data registry layers of specific templates to responsible users.

4. User groups are also a great way to simplify the sharing of folders and documents. E.g. you create HR team and share the HR main folder with the HR team. So when someone joins the team, then they just have to be added to the user group; or if they leave, they just have to be removed from the user group.

Avokaado offers a comprehensive contract lifecycle management platform that can streamline and optimize every stage of the contract management process. From automated contract creation to secure storage and compliance tracking, Avokaado provides the tools necessary to manage contracts efficiently and effectively. By leveraging Avokaado's user-friendly platform, businesses can reduce manual work, minimize errors, and ensure consistency across their contract management practices. To see how Avokaado can transform your contract management workflow, visit https://avokaado.io/ for more information, request a demo, or create a free account.

‍