Define a Folder Structure for a Collaborative Workspace

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1. Create your own work folder to use for personal files. Use this folder to store and access your personal memos, running task lists and project plans. Give it a descriptive name like “Donald Draper Work Folder” and use Box Sync to constantly sync the files you need to access frequently.


Figure 1: John Smith, an employee at Greenfield Scooters, sets up a personal work folder for his own files.

2. 
Next, create shared folders for your teams to use for sharing and collaboration. Consider which content you need to share across all departments and which needs to be shared with external partners. For example, a store with many branches might create a top-level folder called Stores.  Use groups in Box to quickly assign permissions to groups rather than individuals.


Figure 2: Greenfield defines different collaborative spaces for its users.

3. 
Create folders within folders, such as folders for individual stores.  Organizations with national or global retail outlets may prefer to divide the next level of folders by geo-location, then put the appropriate stores in each region’s folder. The screens below illustrate a sample folder configuration.


Figure 3: Create the second-level folder by region.


Figure 4: Greenfield has folders for each individual store; Store Managers are invited to their store's folder.

4. Invite people to collaborate in the appropriate folders. Remember that the collaborator can only see the highest-level folder that they are invited into. A Store Manager invited into Store #411 cannot access content in the other store folders. A Regional Manager should be invited to the overall region folder to access all stores within the region.

 

5. Set any additional security levels or restrictions. Many admins like to restrict collaboration within store folders to people within the @company.com domain.  Using this setting, there is no chance that a store would accidentally share their latest Fall Collection of clothes with an outside vendor.  You would not use this setting for a Vendors folder or other folders needing outside collaboration.

 

Figure 5: Use Folder Properties to set security levels for the different folders.

 

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