Organizing Documents

Learn how to organize and manage your documents with folders and tabs

Last updated 4 months ago

Document Organization in Whisperit

Whisperit provides several ways to organize and access your documents efficiently. With tabs like "My documents" and "Shared with me", plus the ability to create folders, you can keep your legal work well-organized and easily accessible.

Document Organization Features

My Documents Tab: • Contains all documents you've created • Shows both Private and Public documents you own • Default view when you access your documents page • Displays documents in a card layout for easy browsing

Shared with Me Tab: • Shows documents others have shared with you • Includes both Private documents shared specifically with you • Displays Public documents from your workspace • Helps you track collaborative work and shared resources

Creating Folders

To create a new folder:

  1. Navigate to your documents page

  2. Look for the "Create Folder" button

  3. Click on "Create Folder"

  4. Enter a name for your folder

  5. Confirm the creation

Your new folder will appear in your document list, ready for organizing files.

Using Folders Effectively

Folder Organization Strategies: • By Client: Create a folder for each client • By Case Type: Organize by practice area (litigation, contracts, etc.) • By Project: Group related documents together • By Status: Separate active vs. archived work • By Date: Organize by year or quarter

Moving Documents to Folders:

  1. Select the document you want to organize

  2. Use the document menu or drag-and-drop

  3. Choose the destination folder

  4. Confirm the move

Folder Management: • Rename folders as your needs change • Create subfolders for detailed organization • Move folders to reorganize your structure • Delete empty or outdated folders

Best Practices for Organization

Consistent Naming Conventions: • Use clear, descriptive folder names • Include dates in folder names when relevant • Use client codes or matter numbers for legal work • Maintain consistent capitalization and formatting

Regular Maintenance: • Review and reorganize folders monthly • Archive completed cases or projects • Remove duplicate documents • Update folder names as projects evolve

Access and Navigation: • Keep frequently accessed folders at the top level • Use subfolders for detailed categorization • Don't create too many nested levels • Use search when you can't remember folder location

Document Organization Workflows

For Solo Practitioners: • Organize by client/matter • Create template folders for reusable documents • Maintain personal research folders • Separate billable from non-billable work

For Law Firms: • Use shared folders for collaborative cases • Implement firm-wide naming conventions • Create department-specific organization systems • Maintain separate folders for internal vs. client documents

Switching Between Views

Using My Documents: • Click on the "My documents" tab • View all your created documents • Access your personal folder structure • Manage your document library

Using Shared with Me: • Click on the "Shared with me" tab • See documents colleagues have shared • Access team resources and templates • Track collaborative projects

Quick Tips for Efficiency

Search Before Browsing: • Use the search function to find documents quickly • Search works across all your documents • Filter by privacy settings when needed

Bulk Operations: • Select multiple documents at once for moving • Apply privacy settings to multiple files • Organize new documents immediately after creation

Common Organization Scenarios

Starting a New Case:

  1. Create a folder for the client/matter

  2. Add subfolders for pleadings, correspondence, research

  3. Move relevant template documents to the folder

  4. Set appropriate privacy settings

Sharing Resources:

  1. Create a "Team Resources" or "Templates" folder

  2. Set folder contents to Public

  3. Add frequently used templates and forms

  4. Update regularly with new resources

Archiving Completed Work:

  1. Create an "Archive" or year-based folder

  2. Move completed matters to archive

  3. Maintain folder structure within archive

  4. Set old documents to Private if needed

Troubleshooting Organization Issues

Can't Find a Document: • Check both "My documents" and "Shared with me" tabs • Use the search function • Review privacy settings - Private documents are only visible to you • Check if document was accidentally moved to a folder

Folder Structure Too Complex: • Simplify by reducing nesting levels • Consolidate similar folders • Use clear, intuitive naming • Regular cleanup and reorganization