How to Organize Contracts

When contract files are scattered across many different drives, with different naming conventions, it can be almost impossible to find an agreement when you need it. You’ll have a much easier time if you follow a consistent system for organizing your contracts. 

Luckily, contract management software like Concord comes with built-in folder organization features, to help make contracts easy to find. You can also grant role-specific access rights, to control who has access to contracts in which folders. Let’s see how.

How to create and share a folder for contracts

1. From your Concord Document Inbox, navigate to the ⚙ Settings icon in the lower-left corner of your screen.
2. In the Company section of the sidebar, select Folders.
3. Click on the Create folder button in the top-right corner. 
4. Name the new folder.
5. If the folder’s location should be within an existing folder, check the Place folder inside checkbox and select its parent folder from the dropdown.
   • Note that users and teams who have access to the parent folder will have automatic access to this children folder. 
6. Select Create or Create & Share.
7. Create & Share saves the folder and opens the Share modal to select users and teams you would like to give Folder access to. These users will have access to all templates and signed documents inside of the folder and any child folders located inside the parent folder.
8. Once all users and teams have been checked, click Save.

How to grant access rights to folders of contracts

1. From your Document Inbox, navigate to the gear icon in the lower-left corner of your screen, and click ⚙ Settings.
2. In the Company section of the sidebar, select Folders.
3. Check the checkbox for each folder to which you’d like to assign access.
4. Click the Share button in the upper toolbar.
5. A Share modal will open. Search and select Users and Teams.
6. Click the Save button.

How to share folders from your Document Inbox

If you have an admin role in Concord, you can manage and share folders directly from your Document Inbox page. Here’s how:

1. Navigate to your Documents page/Inbox from the left-hand navigation panel.
2. In the sidebar, click on Shared folders to expand the section.
3. Click the three vertical dots icon to open the options menu and select Share.
4. A Share modal will open. Search and select Users and Teams.

Or, alternately:

1. From the Shared folders section in the sidebar, select a folder.
2. Click the Share button that appears in the top right-hand corner.
3. A Share modal will open. Search and select Users and Teams.

How to move a document to a different folder

1. Select the document(s) you would like to move in your Document Inbox, or in a folder, by selecting the radio button(s) next to them. Click the Move button.
2. Select the folder you would like to move the documents into and click Move Here.
3. When moving documents between folders, some people might lose access.

How to delete a folder

1. First, move all documents to a new shared folder or your folder. Folders containing documents cannot be deleted.
   1. If a deleted document exists within your folder, you must entirely delete the document or cancel the deletion.
   2. If a user’s drafts exist in the folder, it can only be accessed by the creator of the draft (even if Admin Access is enabled). The draft owner must move the document to their personal folder before the shared folder can be entirely deleted.
2. Once the documents have been moved or deleted, select the three vertical dot icon by hovering over the right side of the Shared Folder title, and select Delete.

Best practices for structuring your contract folders

When organizing your contract folders, start by categorizing them according to specific projects, departments, or types of agreements. This method helps you quickly locate documents and ensures that your team can access necessary files without delay.

Use clear, descriptive names

Always use clear, descriptive names for your folders. This will help you and others understand at a glance what each folder contains, reducing the time spent searching for specific documents.

Establish a consistent hierarchy

Set up a consistent hierarchy that mirrors your organization’s structure or the project phases. For instance, main folders could represent departments, with subfolders for different projects or contract types such as procurement, sales, or employment.

Implement access controls

Carefully manage who can view or edit documents within each folder. This control helps you manage sensitive information and allows team members to collaborate effectively. Regularly review access permissions to adapt to changes in team structure or project ownership.

Regularly audit and update

Periodically audit your folders to remove or archive outdated contracts and to check for any misfiled documents. Keeping your folders organized and up-to-date helps reduce clutter and improves efficiency in managing contracts.

In short, to effectively organize your contract folders, categorize them by projects, departments, or contract types. Use clear, descriptive names to simplify finding specific documents and establish a consistent hierarchy that reflects your organizational structure. Manage access controls to maintain security and collaboration. Regularly audit and update your folders to keep them streamlined and relevant. 

By adopting these practices, you make document management more efficient, supporting smooth operations and easy access across your team.

Organize your contract folders, with Concord.

Book a demo