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Optiverse’s folder system helps you organize meetings, documents, and projects in a logical hierarchy. Create structured workspaces that align with your team’s workflow and make finding information effortless.

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Folder Structure

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Hierarchy Overview

Organization Level

Company-Wide
  • All-hands meetings
  • Company announcements
  • Cross-department projects
  • Executive sessions

Department Level

Team-Specific
  • Department meetings
  • Team projects
  • Role-specific content
  • Department resources

Project Level

Project-Focused
  • Project meetings
  • Deliverables
  • Client interactions
  • Milestone tracking

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Default Folder Types

Meeting OrganizationAuto-Generated Folders:
  • Daily standups
  • Weekly team meetings
  • Monthly reviews
  • Quarterly planning
Custom Meeting Folders:
  • Client-specific meetings
  • Project-based sessions
  • Training and workshops
  • One-on-one meetings

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Creating and Managing Folders

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Folder Creation

1

Create New Folder

Basic Setup
  • Click “New Folder” from dashboard
  • Choose folder name and description
  • Select parent folder location
  • Set initial permissions
2

Configure Settings

Folder Properties
  • Set folder color and icon
  • Configure auto-organization rules
  • Set up notification preferences
  • Define sharing permissions
3

Add Content

Initial Organization
  • Move existing meetings to folder
  • Create meeting templates
  • Add relevant documents
  • Set up folder-specific protocols

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Folder Templates

Pre-built Templates

Ready-to-Use
  • Sales pipeline folders
  • Product development structure
  • Customer success organization
  • HR and recruiting folders

Custom Templates

Personalized Structure
  • Industry-specific organization
  • Team workflow alignment
  • Company process matching
  • Role-based structures

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Permissions and Access Control

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Permission Levels

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Sharing and Collaboration

Security Best Practice: Regularly review folder permissions and remove access for users who no longer need it.
1

Internal Sharing

Team Collaboration
  • Share with specific team members
  • Department-wide access
  • Role-based permissions
  • Temporary access grants
2

External Sharing

Client Access
  • Limited client folder access
  • Guest user permissions
  • Time-limited sharing
  • Watermarked content
3

Permission Management

Access Control
  • Bulk permission updates
  • Permission inheritance
  • Access audit trails
  • Automated permission reviews

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Smart Organization Features

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Auto-Organization Rules

Automatic SortingClassification Rules:
  • Meeting type detection
  • Participant-based routing
  • Topic-based organization
  • Calendar integration sorting
Examples:
Rule: If meeting title contains "standup" → Daily Meetings folder
Rule: If client email domain detected → Client Meetings folder
Rule: If project tag present → Project-specific folder
Rule: If recurring weekly → Team Meetings folder

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Search and Discovery

Folder Search

Targeted Discovery
  • Search within specific folders
  • Cross-folder search options
  • Advanced filter combinations
  • Saved search queries

Content Insights

Usage Analytics
  • Most accessed content
  • Collaboration patterns
  • Content effectiveness
  • Organization optimization

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Best Practices

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Folder Naming Conventions

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Maintenance and Cleanup

1

Regular Reviews

Ongoing Maintenance
  • Monthly folder audits
  • Permission reviews
  • Content cleanup
  • Organization optimization
2

Archive Management

Long-term Organization
  • Quarterly archive reviews
  • Storage optimization
  • Historical data preservation
  • Compliance requirements
3

Team Training

Adoption Support
  • Folder structure training
  • Best practice sharing
  • Regular usage reviews
  • Continuous improvement

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Integration with External Tools

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File Storage Integration

Google Drive

Cloud Storage
  • Automatic folder sync
  • File sharing integration
  • Version control
  • Collaborative editing

Dropbox

File Synchronization
  • Two-way sync
  • Offline access
  • Team folders
  • Advanced sharing

OneDrive

Microsoft Integration
  • Office 365 sync
  • SharePoint integration
  • Teams collaboration
  • Enterprise security

Box

Enterprise Storage
  • Advanced security
  • Compliance features
  • Workflow automation
  • API integration

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Project Management Sync

Project Alignment
  • Sync with project management tools
  • Task-based folder organization
  • Milestone tracking
  • Deliverable management

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Troubleshooting

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Common Issues

Access Issues:
  • Users can’t access folders
  • Permission inheritance problems
  • Sharing link failures
  • Guest access issues
Solutions:
  • Review permission settings
  • Check inheritance rules
  • Verify sharing configurations
  • Test guest access workflows
Structural Issues:
  • Folders becoming cluttered
  • Inconsistent naming
  • Deep hierarchy problems
  • Content misplacement
Solutions:
  • Implement naming conventions
  • Regular cleanup schedules
  • Simplify folder structure
  • Use auto-organization rules
Organization Success: Effective folder organization requires consistent practices and regular maintenance. Start simple and evolve your structure based on team needs.
Next Steps: