Subfolders in ContractSafe let you organize contracts in nested folders, instead of or in addition to Tags and Custom Fields. Only users with Admin rights (Account Owner, Admin, and Department Admin) can enable and manage subfolders, which you turn on in Settings > Folders, Tags, & Filters.
With ContractSafe you get the best of both worlds: fantastic search, plus the option to use subfolders if your organization prefers them.
The maximum number of folder layers/levels is four. This includes the Main Folder.
Create subfolders
- Turn on subfolders in your account by going to Settings and then to Folders, Tags, & Filters. Toggle Subfolders on.
Once subfolders are enabled, you can begin adding them. You can also add subfolders from the Dashboard by selecting Manage Folders. To add a subfolder:
- Select +Subfolder.
- Enter the name of the subfolder.
- Select +Add.
- Click Done.
Repeat these steps to add any additional subfolder layers. To see your subfolders once they're set up, see How do I see my Subfolders?
Tip: Alternatively, you can also press the Enter key on your keyboard after typing the subfolder name to add the subfolder.
A banner should appear on the lower left of the screen confirming the action.
Note: Once a folder is created, it can't be moved around to a different location. As a workaround, you can create the same folder in another location, move the contracts to the new folder, then delete the old one.
Moving contracts can be done in bulk by going to the Contracts List, and marking contracts using the checkbox.
Upload contracts into subfolders
You can upload contracts into subfolders using any of the following methods.
Upload with the Add Contracts button
- Click Add Contracts.
- Select the Subfolder from the drop-down menu.
- Choose Files to locate and upload your contract.
Subfolders are indicated whenever a sideways arrow is displayed.
Email contracts in, then move them to a subfolder
Email in the contract using your Email In address, which can be found by clicking Add Contracts (upper right corner). For more on this, see How do I email documents into ContractSafe?
Once you've emailed in a contract (or several), you can select it one by one or in bulk to be moved to a Subfolder. Checking more than one contract off is considered a bulk move. If you only have one contract to move, then select that one.
- Check the box next to the contract or contracts you want to move.
- Click Move.
- Click Move to New Folder from the drop-down menu.
- Choose a Subfolder from the drop-down menu and click on it.
- Select Move.
A notification will pop up in the lower left-hand corner noting: Your contracts have been updated. Your folders have been updated.
Delete subfolders
When you delete a subfolder, the documents in the subfolder go to the parent folder.
- Go to the Dashboard > Manage Folders.
- Click X on the subfolder you wish to delete.
- Click Yes.
That's it. The subfolder is deleted and your contracts are automatically moved to the parent folder. Easy, right?
What users see when they can't access a parent folder
Note on restricted folder visibility: If a user has access to a subfolder but not its parent folder, the parent folder will appear as [Restricted] in their navigation. The name of the restricted folder isn't displayed to preserve organizational confidentiality. The user can still navigate to and use the subfolder they've been granted access to.
To check which users can open each folder, see How to see who has access to each folder.
If you need further assistance, please reach out to support@contractsafe.com