Understanding Filters and Folders in NetDocuments
Introduction
NetDocuments offers a flexible approach to document management, allowing you to organize your content in multiple ways. A common question among new users is the difference between filters and folders. This article will help you understand these concepts and guide you on when to use each method or even a combination of both.
What are filters?
Filters in NetDocuments are automatic groupings of documents based on a specific field, typically a document type like "Correspondence," "Memos," or "Pleadings." Here are some key characteristics of filters:
- Automatic: Once you assign a document type during the save process, the document is automatically grouped with others of the same type.
- Easy to Use: You don't need to navigate through complex folder structures. Simply select the appropriate document type, and the filter takes care of the rest.
- Consistent: Since the list of document types is fixed, there's minimal risk of user error or inconsistency. Individual users can't add new types, ensuring a standardized approach across the organisation.
How do filters work?
A filter is a container that performs a search of a workspace every time the workspace is opened and displays all documents that meet the criteria set for the filter based on the organizing attribute. It is identified by a blue funnel icon
.
It is a container to which users can file, so the documents inherit the profile values of the filter. When defining a workspace template, a cabinet administrator can set filters to be auto-created by the NetDocuments service based on a defined profile field, such as Document Type. In this way, document filters will appear in a workspace when a document is first profiled with the defining profile attribute and filed to the workspace. Any subsequent documents profiled with that defining attribute will automatically appear in that profile attribute's filter when viewing the filter.
Alternatively, filters can be predefined in a workspace template so that new workspaces have the predefined filters, regardless if the profile value has been used in the workspace yet or not.
A workspace filter shows search results for all items profiled with that specific profile criteria, regardless of where the document has been filed. Only items that meet that search criteria will appear in a filter. The search criteria that make up that filter cannot be changed. Other profile values (aside from the ones assigned to the workspace and filter) have no determination as to which filter a document will display.
What are folders?
Folders in NetDocuments are akin to those in Windows or Mac OS, allowing you to create and organize content as needed. Here are the primary features of folders:
- Familiar: Most people are comfortable with the folder structure, making it easy to transition to NetDocuments.
- Flexible: You can create folders and subfolders at any time, customizing your organization as you see fit. This flexibility allows for personalized structures but can also lead to inconsistency if not managed properly.
How do folders work?
A folder is a filing location for a document and is identified by a yellow icon 
. When in folders, documents are filed directly within the folder. This is different from a filter in that while a user may profile a document to fit the criteria of a filter, the document is not actually in the filter. It is simply called up to display as a search result when the filter is opened. Folders can be automatically created by NetDocuments (if configured on the workspace template) and can also be manually created by users.
When opening a folder, you will see only the items that have been filed in the folder, regardless of their profile values. As seen in the example below, folders can contain items with different profile values.
Filters vs Folders: When to Use Each
Choosing between filters and folders depends on your workflow and organisational needs:
Use Filters When:
- You want a consistent, automatic way to categorize documents.
- You prefer a streamlined process for saving and retrieving documents.
- You need a controlled environment to minimise user error.
Use Folders When:
- You need flexibility to organise content in unique ways.
- You prefer a familiar folder-based structure.
- You want a multi-level hierachy with subfolders
- You don't mind potential inconsistencies due to varying user practices.
Can You Use Both Filters and Folders?
Yes, you can combine filters and folders for added flexibility and consistency. Here's how it works:
- Dual Structure: Some firms create mandatory filters based on document type while allowing users to create additional folders for further organiaation. This setup provides consistency while still offering flexibility.
- Folder-Based Grouping: You can assign document types to folders, creating a filter-based grouping while still allowing for subfolder organisation.
- Workspace Configuration: You can configure your workspace (also known as a matter) to display documents organized by folders instead of filters, as shown below.
In this configuration, mandatory filters ensure consistency, but users can still create additional folders and subfolders as needed. The mandatory document type field allows for easy filtering and searching, providing the best of both worlds.
Here we can see a document that is filed in a folder within a workspace, as well as in a filter in the same workspace. This is because the document is directly filed in a folder because it was saved there. It appears in the filter because it matches the search criteria for that filter. This is the same document appearing in two places. If a document is deleted from one location, it will also be removed from the other.
Summary
Filters and folders each offer unique benefits, and your choice depends on your organizational needs and preferences. You can use filters for consistency and simplicity or folders for flexibility and familiarity. Combining both methods can give you the best of both worlds, providing structure without sacrificing flexibility.
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