Understanding Filters and Folders in NetDocuments

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:
  1. Automatic: Once you assign a document type during the save process, the document is automatically grouped with others of the same type.
  2. 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.
  3. 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.

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:
  1. Familiar: Most people are comfortable with the folder structure, making it easy to transition to NetDocuments.
  2. 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.

Filters vs Folders: When to Use Each

Choosing between filters and folders depends on your workflow and organizational needs:

Use Filters When:
  1. You want a consistent, automatic way to categorize documents.
  2. You prefer a streamlined process for saving and retrieving documents.
  3. You need a controlled environment to minimise user error.
Use Folders When:
  1. You need flexibility to organise content in unique ways.
  2. You prefer a familiar folder-based structure.
  3. You want a multi-level hierachy with subfolders
  4. 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:
  1. 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.
  2. Folder-Based Grouping: You can assign document types to folders, creating a filter-based grouping while still allowing for subfolder organisation.
  3. 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.

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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