1. Create your own work folder to use for your private files. This folder is where you can store personal notes, whiteboard photos, flowcharts, design inspirations and work in progress. When you create it, give it a descriptive name like “John Smith Work Folder.”
2. Next, create a shared folder for your design team to share things like common assets, logos and content.
Figure 1: Be descriptive with your file and folder names.
3. Create an agency or company-wide folder for sharing general content such as HR/ IT documents, logos, guides, templates and other common documents.
4. Organize projects by whether they are active or archived. Make sure each project folder contains source files, any mockups and other essential documents. Using Box will give you a cleaner folder structure and let you easily sync the active project content for offline use. You can organize project folders by client for managing design proposals, customer contracts and change orders.
5. When you add content to Box, add tags for easy sorting. You can also add descriptions of files and folders to make it easier to find your content.
Figure 2: You can select more than one tag at a time.
6. Assign security properties to your to folder structure and specify the rights and roles for different people. Internal design team members should be folder owners or co-owners, and customers can be editors. Using groups in Box will help – it’s faster to assign permissions to groups than individuals.
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