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.
Before you start inviting teammates to join you in Quip, you'll want to fill out Quip's structure so that they can see it's potential. If they can see where everything goes, it will go a long way in understanding how Quip works.
What you'll learn...
- An overview of folders
- How to open up your workplace
- Strategies for Group folders
- How to add a Group folder
Work is organized into folders
There are three kinds of folders in Quip.
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. However, documents within this folder can be shared with other individuals.
If you choose to share a folder within your private folder with others, it will be moved to your Shared Folders view, visible from All Documents in the sidebar.
Open up your workplace with Quip
Quip is designed to make your team more organized and more transparent – which means eliminating information silos so work can flow freely between teammates. A knowledgable team is aligned and engaged; ready to contribute in a moments notice. An open workplace does not mean every single document is available to every person at the company, but it does mean that work should be made available across the team unless you decide to restrict it.
Work in Quip is structurally organized into Group folders and Shared folders.
Group vs. Shared folders
Both Group folders and Shared folders allow you to share a group of related documents with one or more people. The main difference between these folders, is that Shared folders can be created and managed by anyone in Quip while Group folders are managed by the Quip administrator.
Shared folders are simply a collection of documents or sub-folders shared with at least one other person. They are to help group a set of documents and sub-folders of a relevant topic. Any member of the folder can share it with more people or delete it.
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. You should see it if you click All Documents in the sidebar. Group folders are typically used as a space to share the work of a department, team, or major project initiative. Shared folders are typically used to share the work of smaller initiatives or related work items that are shared between smaller sub-sets of teammates.
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 3 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. Notice the avatars? You can even see what folders your teammates are working in.
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. As an admin, your All Documents view might look like this:
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:
Group folders will also automatically appear in the sidebar for every Quip user that has been added as a member of that Team/Group Folder so they have easy access to all of your work. This is an effective way to reveal the work across your Quip site and give your team an understanding of where everything lives.
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