Well, thank you all for joining today. Let's go ahead and jump in and hopefully people can hear okay. Today we're going to talk about folders and organization. Like I mentioned, I had a customer specifically ask me to do a webinar on this so they could get some better understanding on the topic. And as always, like I mentioned, if you have something you want me to give a webinar on, feel free to let me know and I promise you I will do that probably even the next week. So just let me know if there is a specific topic that you're interested in and I'm happy to address that on one of these webinars. So let's go ahead and jump in. As always, I'm Zach Hintze, the head of sales here at Concord. I've been with Concord for a little over 10 years now. I see a lot of people on the call that I recognize. So it's great to see everyone. Thank you for taking some time out of your day to learn more about this very important piece of Concord actually.

So we'll be going into how things are accessed, how to control access, you know, the different levels of access, those types of things. So we'll talk through that all today. And yeah, just let me know if you have questions. I have my email here as well as our support email. So if anything pops up that you're curious about or need help with something, feel free to reach out to myself for support and we are more than happy to help. Let's jump into the Concord platform and as always, we have people on this call that are on our classic version as well as Horizon.

They both are, as far as document access goes, they're the same. There's no difference between them. So there's two different ways to give someone access to a document in the system. That's either individually on the document itself. So if I were to go into a document here in Concord, whether it's a contract that's already signed, a template or a document in review or negotiation, I can come in and explicitly click on the share button, which then I could add them to this specific document and they'll have access to that document. So the first way to give someone access to a document is just to add them to that. Obviously, if you have a lot of contracts and a lot of different team members, that's not going to be a great way to do that. Otherwise, you're going to have to go into every single document and add them. And that's why we have the folder permissions. So basically with the folders, as you can see, this one lives in a specific folder here. And I'm going to go into how we set those up and what that all looks like. So the first way that we give access in the system is through a document. The second way that we give access is through the actual folder structure. So let me jump in here. I'm going to go to my settings. And this is something where you do need to be an admin in order to see and control the folders. So if you don't see the folders option, it's probably because you're not an admin. So you'll need to contact them if you want to make any changes here. But a couple of things that I want to point out with the folders, because there's a lot to them. And actually, I'm going to do something I don't normally do just so we can see this more full screen. I'm going to go into my classic version real quick.

Let's do that here. It'll just make the visual a little bit easier to see, which is why I'm doing this. We are migrating that view that you see in Horizon. We are going to make that like full screen like this one is. So that's going to be happening at some point here soon. So here I've got my folder structure. So as you can see, I've got both main and subfolders in the system. And I actually want to set up a new department and kind of talk through what that actually looks like. So I'm going to come in here and I'm going to start with the the first folder. So what we call our main folder. So I create folder here. I'm going to come in and call this operations team. And I'm not going to place this inside any folder because I want it to be the main folder. So I'm just going to click Create and Share. I can choose to share it right now with the people I want to add to it. I could also do that later on as well. But we'll go ahead and add the executive team, the finance team, the operations team, of course, because it's their folder. And I'll just leave it at that for now. So I've added those three teams to the specific folder. As you can see, it's right here, operations team. I already had an operations folder. So this will get a little confusing, but that's okay. This is the one that we're working off the operations team.

Now, let's go ahead and add a subfolder to the operations team. So we're going to add a location folder. So I'm going to call it locations. I'm going to place that inside of the folder that I've already created. And I can actually just type a search for that here. I can pull it up quickly. And then I'll go ahead and once again, create and share. Now the subfolders, this is a very important thing to know. The subfolders, you can add in additional people, but the people that you put on the main folder will automatically get access to the subfolders.

It's called an inherited privilege. So let's say that I have somebody where it's like, all right, they weren't part of these other groups, but I actually need this team to be part of that subfolder only and not the main folder. I can do that. But all of these people on the main folder automatically get access to the subfolders, if that makes sense. So like this one, R&D team can only see operations team locations. They can't see the main folder and they wouldn't be able to see any of the other folders we create as well. But the people in the main folder can see everything, if that makes sense. Then I'll come in here and do another one. Let's go ahead and do, I'm going to do locations and I'm now going to do a nest inside of a nest. So we're going to go in here and go locations. So we're now going off of operations team locations and we're going to put USA inside of that folder even. So we'll go ahead and just create that. And then I'm going to do another one here. We're going to go Canada. I'm going to place that inside. So hopefully you can see how this works. Now I have my main folder, which is operations team. I have a subfolder and then I have two subfolders off of locations, which is the subfolder. Now the important thing to note here is everyone that has access to this, they're going to be able to come in and kind of just see the access to the documents, I should say, is all based off of these folder structure.

So when you do have people that leave the company and you have someone new come in, it's great to be able to work off of those teams because then you don't have to like individually go into every single one of them. You can just put someone into a team and then when someone leaves, you can take them out of the team and that way their access is as long as those teams have access to the right folder, they're going to immediately get access to all the right things inside the system. So I know we have many customers who have not set it up this way because for different reasons they've set it up differently, but this is kind of like the ideal way that Concur gets set up. This is what we would call best practices to be able to put things into users first, then put them into teams, and then add those teams into the folders based on the way I'm showing you.

Because that way when you need to move things around, it just makes it so much easier. So that's all there. And I'm going to talk about some other things we do with that as well, but do you have any questions? Let me know. Feel free to put those in as they come up here. So, so far we've talked about individual document access. We've talked about the creation of folders and folder access in the system as well. And one more reminder, in order to see where a specific document lives, you can click on the little folder here at the top. So you'll see the title. You can make that one of your favorite documents here with the star, and then you have that folder here as well. And if you have permissions, you could move the document somewhere else. So like right now it's in a specific folder. If I want to move it somewhere, I could do that. I could come in here and move that and confirm it. So you obviously have to have permission in order to move things like that, but you do have that ability as well.

Okay. Now let's talk about another really important part of the folder structure in Concord, and that is the notifications. Because notifications are going to be sent out from the system based on your document access. So if you have access to a document, you will be able to come in and actually see the deadlines, like you'll receive the deadlines for those documents.

So for example, you have access here to the HR folder. There's an upcoming deadline for the HR. Any document that lives in the HR folder, it'll be added to your calendar, and you'll get the email for that as well. Another thing to mention here is the notification. So the way to receive, make sure you receive those deadline alerts, is just make sure that that's turned on.

You can choose how many days out until the actual, like how far out you want those deadlines to start. So this one's going to start 90 days before the actual action takes place, or you know, the deadline itself. And I have them turned on right now, which means I'll get that weekly email every Monday. If I turn this off, then I won't get that email every Monday. So I always bring this up because people ask about it. If you have like a leadership team or somebody who doesn't maybe doesn't want to receive the deadline alerts, I should say, you can always just turn that off, and then they don't receive those. It is an individual thing though. The admins are not currently available, able to turn those off for them. So they would need to go into their account, go to notifications, and just turn that off if they need to.

Okay, sounds good. I'm looking if there's any questions. Sounds good. I'm looking if there's any questions here. Looks like so far so good. I don't see any questions. Great. So we've talked a little bit about the folder structure, how you create your main and subfolders, and you can actually create as many subfolders as you want. I was helping a customer set up their account last week, and I think they had they had a couple of them that had like seven subfolders off the main folder. And so we kind of had all the different layers there. They set up a lot of folders. So it's one of those things too, where if you already have a structure in the system, and maybe you want to move things around, you could do that, and you can even bulk move them as well. So to bulk move things, you can come into your contract inbox, which I should do this in. Let me do this in Horizon real quickly here. But if you're in your contract inbox, you can actually select documents, and you have the option to bulk move them. So you see this move to folder. So no matter what folder they're currently living in, I can move them to a different folder and bulk. You do need to be an admin in order to do that, or someone that has the permissions to move things, but that's how you would do that. So yeah. For documents stored in folders, how do you view the list of documents in a given folder? I mean really the list is just, you just have to go to the folder itself. One thing that's cool, and thank you for that question, because I actually had this question last week about, can we see how many documents are in each folder? And the answer is yes, which does make this pretty helpful. So you can click into the folders here, and it will show you how many documents live in each of those folders, which is pretty nice, because that way you can tell like, oh, did we actually put stuff there?

Is there nothing there? I was helping a customer reconfigure their folders last week, and they had a bunch of them that had zero documents in them. So it's like, okay, well, we can just probably remove those folders, and we don't need to worry about them. So you can see those here, and then as far as telling what's in the folder, you would just need to go to the folder itself. So I'll come down here, I'll click into this board of directors folder, for example, and that's going to show me all the documents in there. Yeah, so that's how you'd see the list of everything. If you're in Classic especially, just make sure that you're showing archived documents as well. You'll have the option, let me show you what I mean, because otherwise it might get a little confusing. Let me do this. That's not a problem in the Horizon platform, but in the Classic experience, you may not see everything unless you have it turned on correctly. So right now, see, I only have my documents turned on. If I truly want to see everything, then I'm going to come in here to all documents. I'm also going to filter down and turn on that show archived, and so now when I come into a folder, let's say it's this folder, I will truly be seeing all archived and all documents, which is everything. So that's a quick tip if there's, if you ever go into a folder and you're like, feels like there should be more documents here, just do that. Just turn on those two things and you should be fine. Awesome, thank you for the question. Other questions, let me know, and we can keep it moving. Let me get back over here. There will come a time very soon in the near future where I don't have to switch between these systems, so I will be talking to you more about that here very soon, maybe in the next few weeks. We are getting close to some really exciting updates here at Concord, so not quite there yet though. So we've talked about the deadline alerts, folder structure, document access rights, and how to kind of get on everything individually there.

Great question, thank you. Thank you for this question. So the question is, are only documents that display in shared folders ones that can be viewed by teams? They're personal folders and shared folders. That is, we definitely want to talk about that. If it was up to me, the personal folder would be done away with permanently forever and we would never have it again.

The permanent folder or the personal folder can be very deceiving. So when you first upload a document into Concord, if you're not explicitly putting it into a folder, it's just going to be kept in your personal folder. The personal folder can only be seen by you. I've had times where people have asked me for a document, then I'm like, I know I uploaded that in the system, like where is it? And I go into our live Concord account and oh, it's in my personal folder, that's why they can't see it. If you're an admin and you have admin access turned on, you will be able to see all the documents no matter what. But the idea behind personal folders, it's meant to be kind of like a waiting room until you move the document into the right place. The problem is a lot of people forget to move the document into the right place. And so I would always just teach your people like, hey, just make sure that everything you upload, you put it into a folder. It's going to prompt you as soon as you upload anything into Concord to choose the folder that it's going to go into. So as you can see here, when I upload either in Classic or in Horizon, both of them will ask you for the folder it's going to go in. So it's right here. If I upload this as a draft, live doc, whatever, I'm going to choose that folder and put it where it needs to go and then save it in the system. So what I'm saying is there shouldn't be anything in your personal folder. What I would do right now for everyone on this call, go check your personal folder. See if you have anything there. And if you do, I would recommend moving it if it shouldn't be there. Yeah, and that's what a lot of people find is that they'll go to their personal folder and be like, oh, there's a lot of stuff here that I didn't even realize was in this folder. So I would definitely recommend moving that where it should go for sure. Okay, let's read this question. I'm in Procurement and there are documents that I'm interested in and they live in all sorts of places. In the case of new people who may need access to all SAS contracts, how can I give bulk access to these documents, which are all tagged as Procurement and SAS? Can I only share these documents in bulk?

Or can this only be done one by one? I mean, the way to do that would just be to put them into a folder and give people access to the folder. Like that's how we would recommend doing it in Concord. Yeah, that's really the idea behind the folder is to give people access in bulk. And I get that they live in all sorts of places and that can be challenging.

But document access rights in Concord, they're controlled by the two things I showed you, the individual document access or the folder access. Yeah. If it's a document that is not already signed, then you could bulk share it to people, I believe. I think we still have that feature here. Let me not do this. No, we don't have bulk share. So you would just need to, yeah, move it to your folder or go into the one by one and add people to them is really the one way to do it.

Yeah, that was what I was showing earlier. Someone asked, how do you see the documents in a particular folder? If they go to settings documents, I can see a list of the folders and the number of docs, but not the actual documents. These folders aren't listed under shared folders. So the answer to that question is what I was saying earlier. You just click into the folder itself in your inbox view and you just go to the folder and it'll show you what's in that specific folder here. So if I go to executive management board of directors, these are my documents in the folder. Yeah. The question is a document can't live in two folders, right?

The answer to that is yes, that is correct. You can only have a document in one folder. Yeah, we used to have a feature and some of you on this call have been around long enough to know this. We used to have a feature called tags for access where you could tag documents multiple ways and then choose access based on the tag. And so you could actually get access you could have multiple tags on there, which gave multiple people access to that document, depending on what team they're on. That was kind of a nightmare, to be honest with you, because quite often we'd find that people didn't realize like, oh, I didn't mean for them to get access to this, but I guess they're part of a tag. And so now they have access to it.

It was very, very messy, honestly. So I know sometimes there can be some things with folders that can be a little bit annoying. It is much better than doing tags for access because that just created a lot of other issues. So, yeah. But like I said, the best practice is have your folder set up documents in the right folder, give access to those folders based on who needs to see them. That's really how to control that doc access for sure.

Great. Thank you for all the questions. Oh, more questions here. Would you store your contract templates that you customize and send in a folder? Thank you for that question. I was actually going to talk about that as well. And that's a great segue. So the answer is absolutely yes. Every single document in Concord, including all of your templates, should definitely be in a folder. And I'll tell you the reason why. So this specific template here, I have it in this vendors folder. Now, every single document that anybody creates in Concord that anybody creates from this template. So when I go in here and click start draft, I turn it into a document. It'll automatically be in that folder. I don't need to move it. I don't need to remember to put it somewhere. It just automatically will be in that folder.

And so that's the main reason why you want to have your templates in a folder already. That's going to be the place where you want all of those drafts to go because then they just go there automatically. Yeah. So especially when you're doing a lot of like self-serve folders that a lot of people in the company are using your NDAs, your order forms, your MSAs, whatever, you're going to want to have them in a folder and then all those drafts and documents are going to go straight there. And that's one way to avoid the whole personal folder issue is if you have the template in a folder, they create them. It's already automatically there. Yeah. Yeah.

Great question. Awesome. Let me know if there's anything else that comes up. I can tell everyone's thinking this morning. That's great. Or afternoon, depending on where you are. I think those are kind of the main things I wanted to cover on the call today. So any other questions you have, I don't want to keep going and kind of confuse this topic. So let me know if there's any other questions there and I'm happy to address them.

All right. Hopefully. OK, here we go. What about a specific templates folder? Then every draft would go in there as well. Yeah, I mean, it's just the way it works is whatever folder that template is in, any draft goes into that folder. So unless you were to go in and manually move it. So you could have a templates folder, but your jobs are going to be in there. What I what I recommend is putting your templates into the folder that makes sense for the contracts you're going to create from that template. So if it's an NDA, put it into an NDA folder under legal or whatever. So, yeah. How can you bulk relocate documents from personal share folder? I don't know if you're in classic or horizon. I think they actually might be a little bit different how the bulk move works. Let's say you're in classic. I just want to go test it real quick here. I don't have any documents in my personal folder, but you should have the ability to select all. And then I don't know that we have a bulk move in the personal folder. You might have to do them one by one, unfortunately. If you have like a ton of documents in there, like a ton, a ton, you can maybe reach out to our support team and they could help you both move some stuff.

The problem with that, though, is we're not going to know where you want to move them. So I, unfortunately, it's probably just going to be a cleanup project to get everything moved. Yeah. All right. I can hear a lot of personal folders being cleaned at the moment. So so good luck with that. Sorry that you have not had them in other folders up to this point.

Great. Other questions, let me know. Happy to take anything else that comes up. Otherwise, we can end the webinar for today. And thank you, as always, for the questions and participation.