We have just published a new help video on how to use folders in OfficeDrop’s document management system. We think you’ll find that folders, plus our label and search features, provide a great way to keep your information and paper organized and quickly accessible!
Using Folders
The following list of steps will explain how to use folders:
From your OfficeDrop home page, you’ll notice a folder list on the left side of the interface.
Clicking a folder in the list will allow you to view all of the documents in that folder. If there is a plus sign next to a folder, you can click this to reveal subset folders within the main folder.
Creating a new folder
To create a new folder, click the button labeled ‘Actions,’ located at the top of the folder list. From the drop down menu, select ‘Create’ which is noted with a plus sign.
From there you will be asked to designate the hierarchical location of the folder known as the parent, and name the new folder. Choosing the parent will allow you to determine if your new folder should be a subset of an existing folder. If you wish the folder to stand separate, select ‘Root’ as the parent.
Once you’ve named your folder, click ‘Create’ and, your new folder now appears in the folder list.
For now, your new folder will be empty.
To move documents to your folder, you can either move a single document from its individual document controls, or you can check multiple documents from the list and move all selected documents.
Moving Documents
To move a single document, find the individual document controls in the gray area underneath that document, and click ‘Move to.’
You will then select an existing folder and click ‘Move to the selected folder’ to transfer the document. The document will disappear from view and move to the selected folder.
You’ll notice you can also create a new folder from this menu.
A document can only occupy one folder at a time, so if you move a document that is already in a folder, it will be relocated to the new folder you choose, not copied.
To move multiple documents, you can check each documents check box, located at the bottom left corner of the document snippet.
From here you will click the ‘Move to’ button at the top of the document list, which will control all selected documents. Follow the same protocol as moving a single document and all checked documents will be affected.
Moved documents will disappear from view, and move to the designated folder.
It is also possible to move documents from their full document views. After you’ve opened a document, find the document controls on the right side and use the ‘Move to’ button as described previously.
More Folder Actions
You can access a folder’s options either by clicking the folder, and then clicking ‘Actions’ at the top of the list, or you can click the small arrow to the left of an individual folder in the list.
Upload Files
This option will bring up an upload screen, allowing you to upload files directly to the selected folder. You can also apply labels from this menu.
Rename
This option allows you to rename your folder.
Move Folders
This option will bring you to a folder list from which you can drag and drop folder names to reorder your folder list.
Share
The share option will allow you to share the selected folder by entering recipients by email address. See more in our help section devoted to sharing.
Deleting Folders
To delete a folder, select that folder and access the ‘Actions’ button, or use the individual folder options and click delete. You will be asked to confirm the delete.
Be mindful that all documents within that folder will be deleted along with any documents in subsets of that folder.
