Folder Management

Organize your files with folders that provide structure, control access, and make finding documents easy. Create hierarchies that match your workflow and team organization.

Prerequisites

To manage folders effectively, you need:

• Active Verk account
• Member or Admin role for organization folders
• Understanding of your team's file structure needs
• Files to organize

Create folders

Build your folder structure:

Basic folder creation

Create a new folder:

1. Navigate to Files in sidebar
2. Click New Folder button
3. Enter folder name
4. Choose location (Organization, Project, or Personal)
5. Add description (optional)
6. Set permissions
7. Click Create

Folder types

Different folder scopes:

Nested folders

Create folder hierarchies:

Example structure:

 Organization Files
├── Marketing
│ ├── Campaigns
│ │ ├── 2024-Q1
│ │ └── 2024-Q2
│ ├── Brand Assets
│ └── Templates
├── Product
│ ├── Specifications
│ ├── Research
│ └── Roadmaps
└── Operations
 ├── Policies
 └── Procedures

Best practices for nesting:

• Maximum 3-4 levels deep
• Group related content
• Clear naming conventions
• Consistent structure across organization

Manage folders

Operations on existing folders:

Rename folders

Change folder names:

1. Right-click folder
2. Select Rename
3. Enter new name
4. Press Enter to save

Or click folder name in details panel to edit inline.

Move folders

Relocate folders:

Drag and drop:

1. Click and hold folder
2. Drag to new location
3. Drop into target folder
4. Confirm if prompted

Move dialog:

1. Right-click folder
2. Select Move
3. Choose destination
4. Click Move Here

Bulk move:

• Select multiple folders (Cmd/Ctrl + Click)
• Right-click selection
• Choose Move Selected
• Pick destination

Copy folders

Duplicate folder structures:

1. Right-click folder
2. Select Copy
3. Navigate to destination
4. Right-click and Paste
5. Choose copy options:

• Copy structure only
• Copy structure and files
• Create shortcuts instead

Delete folders

Remove folders safely:

Delete process:

1. Right-click folder
2. Select Delete
3. Confirm deletion
4. Folder moves to Trash

Trash retention:

• Folders kept for 30 days
• Recover anytime during period
• Permanent deletion after 30 days
• Admins can recover permanently deleted (Enterprise)

Empty folder deletion:

• Delete empty folders immediately
• No confirmation required
• Can be restored from Trash

Folder permissions

Control who can access folders:

Permission levels

Set access control:

Set permissions

Configure folder access:

1. Right-click folder
2. Select Sharing & Permissions
3. Click Add People
4. Select users or teams
5. Choose permission level
6. Enable options:

• Apply to subfolders
• Notify recipients
• Allow resharing

7. Click Save

Inherit permissions

Subfolders inherit parent permissions:

Inheritance rules:

• New subfolders inherit by default
• Can override on specific folders
• Changes to parent propagate down
• Explicit permissions override inherited

Example:

 Marketing (Editors: Marketing Team)
├── Campaigns (Inherits: Marketing Team)
├── Confidential (Override: Managers Only)
└── Public (Override: Everyone)

Permission templates

Create reusable permission sets:

1. Configure folder permissions
2. Click Save as Template
3. Name template (e.g., "Department Standard")
4. Apply template to other folders
5. Update template to affect all using it

Folder organization

Strategies for effective organization:

By department

Organize by team function:

 Departments
├── Engineering
│ ├── Documentation
│ ├── Specifications
│ └── Architecture
├── Design
│ ├── UI-UX
│ ├── Brand
│ └── Assets
├── Marketing
│ ├── Content
│ ├── Campaigns
│ └── Analytics
└── Sales
 ├── Proposals
 ├── Presentations
 └── Contracts

By project

Organize around initiatives:

 Projects
├── Website-Redesign
│ ├── Research
│ ├── Design
│ ├── Development
│ └── Launch
└── Mobile-App
 ├── Requirements
 ├── Prototypes
 └── Testing

By date

Time-based organization:

 Reports
├── 2024
│ ├── Q1
│ │ ├── January
│ │ ├── February
│ │ └── March
│ └── Q2
└── Archive
 └── 2023

By workflow stage

Process-oriented structure:

 Content Production
├── 01-Ideas
├── 02-Drafts
├── 03-Review
├── 04-Approved
└── 05-Published

Folder features

Advanced folder capabilities:

Smart folders

Auto-populated folders:

Create smart folder:

1. Click New Smart Folder
2. Set criteria:

• File type (images, documents, etc.)
• Date range (last 7 days, this month)
• Owner (files by specific person)
• Labels (specific tags)
• Size (files > 10MB)

3. Name folder
4. Folder auto-updates with matching files

Example smart folders:

• "Recent Marketing Images"
• "Large Files This Month"
• "PDFs Awaiting Review"
• "My Uploads This Week"

Folder templates

Standardize folder structures:

Create template:

1. Build ideal folder structure
2. Add README files
3. Set default permissions
4. Save as template
5. Use for new projects

Example templates:

• Client Onboarding
• Campaign Launch
• Product Release
• Employee Onboarding

Apply template:

1. Click New from Template
2. Select template
3. Customize name
4. Choose location
5. Structure creates automatically

Folder watching

Monitor folder activity:

Enable watching:

1. Right-click folder
2. Select Watch Folder
3. Choose notification frequency
4. Receive alerts for:

• New files added
• Files modified
• Files deleted
• Permission changes
• Subfolder creation

Folder shortcuts

Quick access to folders:

Create shortcut:

1. Right-click folder
2. Select Add to Shortcuts
3. Appears in sidebar
4. Or drag folder to "Favorites"

Benefits:

• Quick navigation
• Works across projects
• Syncs across devices
• Reorder as needed

Folder views

Display options:

Grid view

Visual folder layout:

• Folder icons with names
• Preview of folder contents
• Thumbnail of recent file
• Quick stats (file count, size)
• Color coding by type

List view

Detailed folder information:

Sortable by:

• Name (A-Z, Z-A)
• Date modified
• Size
• Number of items
• Owner

Tree view

Hierarchical folder display:

▼ Organization
 ▼ Marketing
 ▶ Campaigns
 ▶ Brand Assets
 ▼ Product
 ▶ Specifications
 ▶ Research
 ▶ Operations

Folder search

Find folders quickly:

Search folders

Locate specific folders:

1. Click Search or press Cmd/Ctrl + F
2. Type folder name
3. Filter results by:

• Location
• Owner
• Date created
• Size

4. Click to navigate

Search operators:

• folder:"name" - Exact folder name
• owner:@user - Folders by owner
• created:thisweek - Recently created
• path:marketing - In specific path

Browse folders

Navigate folder hierarchy:

• Breadcrumbs: Click path segments
• Up button: Go to parent folder
• Recent: Recently accessed folders
• Starred: Favorite folders

Troubleshooting

Can't create folder

If folder creation fails:

1. Check permissions
2. Verify storage quota
3. Check name conflicts
4. Try different location
5. Contact admin

Folder disappeared

If folder is missing:

1. Check Trash
2. Search by name
3. Verify permissions
4. Check filter settings
5. Ask admin to check logs

Permission denied

Can't access folder:

1. Request access from owner
2. Check organization membership
3. Verify project access
4. Ask admin for permissions
5. Check if folder was moved

Best practices

Naming conventions

Consistent folder names:

Good examples:

• 2024-Q1-Marketing-Campaigns
• Product-Specifications-v2
• Client-Acme-Corp-2024

Guidelines:

• Use dates in YYYY-MM-DD format
• Include version numbers
• Avoid special characters
• Use hyphens not spaces
• Be descriptive but concise

Structure planning

Plan before creating:

• Map current file organization
• Identify common access patterns
• Define permission boundaries
• Create naming standards
• Document structure

Regular maintenance

Keep folders organized:

• Archive old folders quarterly
• Delete empty folders
• Consolidate duplicate structures
• Review permissions regularly
• Update documentation

Permission management

Secure folder access:

• Use minimum necessary permissions
• Review access quarterly
• Remove departed users
• Use groups instead of individuals
• Document sensitive folders

Common use cases

Client project folders

Organize client work:

 Clients
└── Acme-Corp-2024
 ├── Contract & Agreements
 ├── Project Files
 │ ├── Requirements
 │ ├── Deliverables
 │ └── Review
 ├── Communication
 └── Invoices

Permissions:

• Project manager: Full access
• Team members: Editor on Project Files
• Client: Viewer on Deliverables
• Finance: Editor on Invoices

Department shared drive

Team file repository:

 Marketing Department
├── Templates
├── Brand Guidelines
├── Active Campaigns
├── Asset Library
└── Archive

Setup:

• Marketing team: Editor access
• Executives: Viewer access
• Templates folder: Manager-only edit
• Archive: Auto-move after 90 days

Document management

Company documents:

 Company Documents
├── Policies
├── Procedures
├── Forms
├── Legal
└── HR

Access control:

• All employees: View access
• Department heads: Edit respective folders
• HR/Legal: Full access to respective folders
• Audit trail enabled

Related documentation

• File Organization
• Upload & Sharing
• File Permissions
• Projects