Guide to how to create a folder in documents

#Guide to how to create a folder in documents archive#

DonвЂ™t clutter up your working folders with files that will never be considered 'final ' throw them in the archive instead. A false start, in this case, might be an ad concept you started working on but later got scrapped completely. Any false starts can be dropped in here too if you change direction mid-project. Put your notes, brainstorms, research, and other miscellaneous info in here. In this example, the final folder would only contain ads ready to be posted live.ДЄrchive: Anything that doesnвЂ™t fit into your working or final folder. DonвЂ™t put files into the final folder until theyвЂ™ve been completely approved and no more changes will be made to them. This is also a good place to keep native or source files.ДЇinal: Anything ready for public consumption.

In this example, this folder might contain any ad copy, banner designs, or targeting information for the January PPC campaign that hasnвЂ™t yet been finalized. Working: Anything youвЂ™re currently working on. HereвЂ™s how the working/final/archive system should work: Those are the four categories in which youвЂ™ll put your different projects or tasks.

You can see from the screenshot that weвЂ™re looking at the year 2016, and the main projects are advertisements, blog posts, customer emails, and landing pages. 'Working,' 'final,' and 'archive' subfoldersДЇor this example, letвЂ™s assume the top-level folders have already been organized by year then project type. Here are some strategies IвЂ™ve used in the past: 1. Once youвЂ™ve worked out your top-level folder, itвЂ™s time to organize your subfolders. Do you want to simply make a new folder for every new project? Or perhaps you could organize by time, with folders and subfolders for each year and month? Maybe you work on a couple different types of projects, and could organize based on those types (e.g., copywriters might work on advertisements, blogs, emails, and landing pages, while graphic designers may divide tasks by medium, like print or digital)? The first step to building an effective folder structure is figuring out your top-level folder. ThereвЂ™s no shame in saving a flow chart for quick reference.Д¤ Effective Folder Structures to Organize Files Make a cheat sheet: ItвЂ™s OK if you donвЂ™t have every single folder memorized. Keep folders unique: Make sure thereвЂ™s no overlap in what goes into your folders (e.g., there shouldnвЂ™t be two places youвЂ™re keeping invoices for the same project). Think of folder names as keywords: Keep in mind that you can search for files using folder names the more specific, the more quickly youвЂ™ll find what youвЂ™re looking for. Or, even better: save yourself from the hassle of manually re-creating your structure over and over again by setting up a Zap to do it for you.

Here are some tips from digital asset management expert Edward Smith:Д¬reate a template: Copy and paste it every time you start a new project or task. ThereвЂ™s no file management silver bullet, but there are a few tricks to help your file structure be successful. If you want to maintain your folder structure long-term, youвЂ™ll want to make sure everyone understands (and hopefully likes!) the system. For company projects, pick something that works well for everyone in the team, since everyone may not search for a file or folder in the same way you do. If your method of organization is tedious, itвЂ™s going to be tough for the rest of your team to follow along. Or do you work around projects? Consider new folders for each project.Д«rowsing through your folders and finding files should be intuitive. Do you plan important tasks by quarter? A new folder for each quarter's work might be good. The best folder structure is the one that mimics the way you work.

Guide to how to create a folder in documents