Quip gives your team one place to share, organize, and search for all of your work. Work is organized into folders that give everyone easy access to their docs and spreadsheets so your team can spend less time hunting things down. Quip's transparent work structure empowers people to be more knowledgeable, active, and engaged teammates. The result is simple: #getsh*tdone.
Quick Overview of Folders
To locate your current folder structure, select Folders in your Quip sidebar. From here, you will see three distinct sections:
- Group Folders
- Shared Folders
- My Documents
Group folders can only be created and managed by the Quip administrator. Most companies will create a Group Folder for each individual team or department (i.e. Marketing, Support, Engineering).
Group folders are only available on the paid Quip plan. Administrators can create, manage, and delete these folders. Upon creating your Quip site, your first Group folder was created using your domain to name it.
Shared folders can be created and managed by anyone in Quip. Shared folders are simply a collection of documents or sub-folders shared with at least one other person.
You can create a Shared Folder by selecting the new item icon in the top right of your Quip window then choosing New Folder. You will need to add new members to a shared folder manually. This allows you to share content with a select group, rather than an entire Quip site.
Each person in Quip has a private folder. The private folder is your dedicated space within Quip. Any documents you create there will be private to you until you explicitly add individuals to the document. Unlike other folders in Quip, you are the only member of this folder. Note: if you add more members to a document or folder in your Private folder, this document or folder will remain in your Private folder section of Quip.
When you delete a document in Quip, you will see this document in your Trash Folder. If you would like to delete content permanently from your Trash folder, please email firstname.lastname@example.org. Alternatively, Quip will automatically and permanently delete any content that is in your Trash Folder after 30 days.
Take a look at this great video for an overview of utilizing these folders.
How to use group folders
As an administrator of your Quip site, how you choose to organize your group folders has a huge influence into how freely information will flow across your team in Quip. Here are three strategies to help guide your setup.
Strategy 1: Open your Group folders to everyone
If you're rolling Quip out to multiple teams at your company, give every team or department their own Group folder and give every Quip user access to those folders. Opening your Quip site up to everyone empowers them with trust and knowledge; connecting them to teammates across your company.
Giving everyone access to your Group folders will seriously change the way your company works together. Remember you're all in this together. At Quip, this is what our Group folder structure looks like. Everyone across the company has access to the work that Marketing, Engineering, and Sales share in their respective Group folders.
When you give everyone access to all of the information at your company, you have an open workplace where anything or anyone can be accessed in a moment's notice. This is how you breakdown the silos that divide teams and make cross-functional collaboration difficult. You'll have more connected, knowledgeable, and engaged teams and in turn a more productive workplace.
Teams can then go on and organize their Group folders how they would like. Here is an example of a marketing team's Group folder. It's simple to navigate through a Group folder to find what you're looking for.
If you do want to keep sensitive information in a Group folder, you have the option to restrict sub-folders or specific documents to a smaller group of people.
As a member of all the Group folders at a company, you'll see updates to the documents and spreadsheets in those folders in your inbox. This is how you can stay updated on the work happening across Quip that you may not be responsible for, but are interested in.
Strategy 2: Restrict each Group folder to its respective team
Admins have the ability to create, manage, and delete Group folders. That means you can create a Group folder for every team and only give the members of the marketing team access to the marketing Group folder. While this isn't as open as Strategy 1, it ensures that every team or department has their own space to organize and share work. As a good admin, it's important to get your teams off on the right foot and a single folder is a valuable resource to onboarding a new team on Quip.
Strategy 3: Give each team autonomy through Shared folders
The last strategy to try is to make each team or department autonomous by giving them a shared folder that they control membership of. You can reserve Group folders for company wide information like an IT Helpdesk, Company communication documents, or HR policies and procedures.
Add your first Group folder now!
Let's get started setting up the bones of your Quip site by creating the Group folders your team's work will live in. Go to your account menu and then select Manage Site.
A dialog will appear where you can change the Site Profile, Add Members, and access your Business Portal. Click Business Portal which will open a new tab in your web browser.
The Business Portal is where you can take a number of actions on your Quip Site. This portal is exclusive to admins of your Quip site. In order to create a Group folder, you have to create a team. A team is a group of Quip users and each team gets a Group folder. You can customize the membership of each Group folder, or make your Group folder show to every user in your site by default (which we recommend you do). In the right column, click Create Team to get started setting up your Group folder.
In the Create Team screen, you'll add your team name. This is the name of your Group folder. If you are creating a folder for your Development team, we recommend that you enter 'Development' or 'Engineering'.
You'll need to add at least one member through this interface, so add yourself by entering your email address in the Members text field. Then click Create Team.
When you go back to Quip and view either the All Documents view or your Group Folders view, you'll see your new Group folder.
From Quip, you'll be able to change the folder's color, manage notifications from activity in the folder, and manage the folder's membership.
Follow these steps to create a few more Group folders until you have a defined top-level structure of your Quip site.
When you're done, you might have a Group folders list that looks something like this:
We take search seriously at Quip because not finding the work you need is the worst. Regardless of how you decide to set up Group folders, Quip search will look for results across every document, spreadsheet, folder, chat room, and person you have access to across Quip. When all your team's work is centralized in Quip it removes the guesswork and the time it takes to find your document. Search is inherently more effective, but our algorithm and search features take it over the top. Read this blog post to learn 5 valuable search features that will help you find your work.
- An overview of Quip folders
- Strategies to organize your Quip site
- How to add a Group folder