Using Folders with Filters on Workspaces

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NetDocuments does not recommend creating additional folders on workspaces if the workspace template is configured to use auto-created organizing filters. This is due to the unique differences in design between folders and filters. These differences can cause perceived inconsistencies when users don't understand the nuances between the two types of containers. To promote customer satisfaction and a seamless user experience, we recommend our customers use just one kind of container. 

Many customers may have a single folder tree on each workspace that contains a legacy folder structure. In these cases, some of the implications below may not apply.

Below we list several implications of using a "mixed" configuration of folders and filters together. 

  • If a user imports a document into a folder and then profiles the document, if the filter has not yet been created on the workspace, it will not be created at that time. 
  • If a user imports a document into a folder and then profiles the document, if the filter already exists, it will still show up in the filter as well as the folder. This can cause confusion for users by seeing the same document twice on the workspace page. Sometimes users will even delete the document thinking that they are two separate documents. 
  • If the folder is profiled, anything that gets filed into that folder will inherit the profile of that folder. Sometimes users will inadvertently profile the folder incorrectly and then import a large number of documents into it and then users cannot find the documents by searching because they are not profiled correctly. 
  • If a user Deletes a workspace, any folders on that workspace will be permanently deleted and the documents inside will be un-filed. 
  • When using folders, users will have to manually move items in and out of them, but with filters users can just change the profiles of the documents and they are automatically moved to the other filter.
  • Documents will never be automatically filed into folders, so users will have to select the folder as a filing destination when importing documents (unless the template is set to organize documents into auto-organizing folders, and/or the name of the folder matches the name of a Document Type).
  • If there is a folder on a workspace that shares the identical name of a yet uncreated filter, the filter will never be auto-created.
  • If there is a folder on Workspace A and a user imports a document into that folder but profiles it to Workspace B, it will still show up in that folder on Workspace A even though it was profiled for and also shows up in Workspace B. This can cause confusion for users by seeing the same document in two different workspaces. Sometimes users will even delete the document thinking that they are two separate documents. 
  • Users can get confused by seeing two different types of containers with different icons and not knowing where they should store documents. 
  • When using folders, users cannot narrow down a search to search within just that folder, as they can with a filter or Saved Search. (This is only true for folders created before July 8, 2016)

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