Shared Folders & Collaboration
Create and manage shared folders
Shared Folders & Collaboration
Shared folders enable team collaboration by allowing multiple team members to access and work with the same documents. Unlike personal system folders, shared folders can be customized and managed by workspace administrators.
Only Workspace Owners and Admins can create and manage shared folders. Regular members can view and use shared folders they've been added to.
Understanding Shared Folders
Shared folders are collaborative spaces where team members can:
- Access documents together - Multiple users can view and work with the same documents
- Organize by project or team - Create folders for specific projects, departments, or clients
- Control access levels - Set who can view or edit documents in each folder
- Collaborate efficiently - Keep team documents organized in one place
Shared Folders vs System Folders
| Feature | System Folders | Shared Folders |
|---|---|---|
| Visibility | Personal (only you) | Team (multiple members) |
| Creation | Auto-created | Created by Admin/Owner |
| Naming | Fixed names | Custom names |
| Deletion | Cannot delete | Can delete (if empty) |
| Members | Just you | Multiple team members |
| Access Control | N/A | View or Edit access |
System folders are personal, while shared folders enable team Collaboration
Creating Shared Folders
You must be a Workspace Owner or Admin to create shared folders.
Step 1: Click the "+" Button
In the folder navigation sidebar, locate the Shared Folders section and click the + button next to the section header.
Step 2: Enter Folder Name
A modal will appear asking for the folder name. Enter a descriptive name that clearly identifies the folder's purpose.
Good folder names:
- "Q1 2025 Contracts"
- "HR Documents"
- "Client Agreements"
- "Sales Team"
- "Legal Review"
Choose a clear, descriptive name for your shared folder
Step 3: Create the Folder
Click Create Folder or press Enter to create the folder. The folder will immediately appear in your Shared Folders section.
After creating a folder, you'll be prompted to add members. This ensures you set up collaboration right away.
Managing Shared Folders
Renaming Folders
Step 1: Open Folder Menu
Hover over the shared folder you want to rename. A ⋮ (three dots) menu icon will appear on the right side.
The folder menu appears when you hover over a shared folder
Step 2: Select Rename
Click the ⋮ icon and select Rename from the dropdown menu.
Step 3: Enter New Name
In the modal that appears, enter the new folder name and click Rename.
System folders (Drafts, Sent Items, etc.) cannot be renamed as they serve specific purposes.
Deleting Folders
Step 1: Open Folder Menu
Hover over the shared folder you want to delete and click the ⋮ menu icon.
Step 2: Select Delete
Click Delete from the dropdown menu (shown in red).
Step 3: Confirm Deletion
A confirmation dialog will appear. Review the warning and click Delete Folder to confirm.
You can only delete empty folders. If a folder contains documents, you must move or delete those documents first.
SignNXT prevents accidental deletion of folders containing documents
What happens when you delete a folder:
- The folder is permanently removed
- This action cannot be undone
- If the deleted folder was selected, the view switches to "All Documents"
- Folder members lose access to that folder
Managing Folder Members
Folder members are the team members who have access to a shared folder. You can control who can access each folder and what they can do.
Only Workspace Owners and Admins can manage folder members.
Adding Members to a Folder
Step 1: Open Member Management
Hover over the shared folder and click the ⋮ menu icon. Select Manage Members.
Step 2: Select Team Members
In the member management modal, you'll see a list of all workspace members. Check the boxes next to the members you want to add to the folder.
Step 3: Set Access Levels
For each selected member, choose their access level:
- View Access - Can see and open documents, but cannot add or remove documents
- Edit Access - Can add documents to the folder and remove documents from it
Step 4: Save Changes
Click Save to apply the changes. The selected members will immediately gain access to the folder.
You can use the search box to quickly find specific team members by name or email.
Removing Members from a Folder
Step 1: Open Member Management
Click the ⋮ menu on the folder and select Manage Members.
Step 2: Uncheck Members
Uncheck the boxes next to the members you want to remove from the folder.
Step 3: Save Changes
Click Save. The removed members will no longer see this folder in their sidebar.
When you remove a member from a folder, they immediately lose access to all documents in that folder.
Changing Access Levels
You can change a member's access level at any time:
- Open Manage Members for the folder
- Locate the member in the list
- Change their access level from View to Edit (or vice versa)
- Click Save
The "All Company" Folder
When you create a new workspace, SignNXT automatically creates an "All Company" shared folder.
Special Features:
- All team members included - Every workspace member automatically has access
- Cannot be deleted - This folder is permanent
- Default collaboration space - Perfect for company-wide documents
- Automatic member addition - New team members are automatically added
The "All Company" folder is ideal for documents that everyone in your organization should access, such as company policies, templates, or announcements.
Team Collaboration Workflows
Workflow 1: Department-Based Folders
Create folders for each department:
- Create folders: "Sales", "Marketing", "HR", "Legal"
- Add department members to their respective folders
- Set appropriate access levels (most members get Edit access)
- Team members create documents directly in their department folders
Benefits:
- Clear organization by department
- Easy to find department-specific documents
- Controlled access to sensitive documents
Workflow 2: Project-Based Folders
Create folders for specific projects or clients:
- Create folder: "Project Alpha - Client XYZ"
- Add project team members
- All project documents go in this folder
- When project completes, archive or delete the folder
Benefits:
- All project documents in one place
- Easy to track project progress
- Simple cleanup when project ends
Workflow 3: Access Level Strategy
Use access levels strategically:
- View Access - For stakeholders who need visibility but shouldn't modify
- Edit Access - For active team members who create and manage documents
Example:
- Sales team folder: Sales reps get Edit access, managers get View access
- Legal folder: Legal team gets Edit access, other departments get View access
Start with View access by default, then grant Edit access to members who need it. This prevents accidental document movement or deletion.
Best Practices
Naming Conventions
Use clear, consistent folder names:
✅ Good:
- "2025 Q1 Sales Contracts"
- "HR - Employee Onboarding"
- "Legal - Client Agreements"
❌ Avoid:
- "Stuff"
- "Misc"
- "Folder 1"
Folder Organization
- Keep it simple - Don't create too many folders
- Use descriptive names - Make the purpose obvious
- Review regularly - Delete unused folders
- Document your structure - Help team members understand the organization
Access Management
- Principle of least privilege - Only grant access to those who need it
- Review members regularly - Remove members who no longer need access
- Use View access liberally - Most people only need to view documents
- Grant Edit access carefully - Only to those who actively manage documents
Folder Lifecycle
- Create - Set up folder with clear purpose
- Populate - Add initial members
- Maintain - Add/remove members as needed
- Archive - When project ends, consider deleting empty folders
- Clean up - Regularly review and remove unused folders
Before deleting a folder, make sure all important documents have been moved to appropriate locations or archived.
Troubleshooting
"I don't see the '+' button to create folders"
You must be a Workspace Owner or Admin to create shared folders. Contact your workspace owner if you need this permission.
"I can't delete a folder"
Folders can only be deleted if they're empty. Move or delete all documents in the folder first, then try again.
"A team member can't see a shared folder"
Check that the member has been added to the folder:
- Open Manage Members for the folder
- Verify the member is checked in the list
- If not, check the box and click Save
"I accidentally removed someone from a folder"
Simply add them back:
- Open Manage Members
- Check the box next to their name
- Set their access level
- Click Save
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