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.
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.
Sharing documents with people or groups
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.
See overview of "shared with"
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.
Sharing folders in All Douments view
Sharing folders with user groups
Here are some examples of the main folders and how they have been prepared:
HR
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.
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.
Legal
Often organised by entities or document types / NDAs, DPAs, etc. Then it is easier to share the folders with responsible personnel.
Revenue
Often organised first by year or just by customer
Complaints
…
Good to know
The logic of folders, is that if the folder is shared with someone, then they can see all the folders below as well.
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.
If you are the account manager of the workspace, then consider also sharing the data registrylayers of specific templates to responsible users.
Sharing data registry view
User groupsare 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.
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