The Optimal Folder Setup

This article is part 2 of a 3 part series:

We've talked to thousands of customers, and we present to you: the optimal Quip setup that is being used by the most productive teams. Follow these simple steps to not only create an incredibly productive work experience, but also an intuitive shared understanding on how you expect teams to collaborate and organize. Your role as an admin is to create, manage, and delete Group folders. So let’s get started!

The optimal Quip Folder setup is:

1) Group Folders- Create a “Group Folder“ for each department (Sales, Marketing, Engineering, etc.) and give company wide access to each folder.
How to use: Within “Group Folder” each team can house and share documents related to that department but that would be useful across the entire company. For example, in the Sales group folder there could be a Sales Goals doc with up to date details on Sales metrics for that quarter. Note that this document is relevant to Sales but would be viewed and useful across the entire company.

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2) Team Folder- Within the “Group Folder” you (or the team leads) create a sub-folder “Team Folder” but you restrict that access to just that team.
How to use: Within the “Team Folder” you would keep any documents that are only relevant and need to be accessed by that team. This makes it easy to share a document like the Weekly Team Meeting Agenda across the entire team.

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3) Team Sub-Folder- Many teams have smaller teams within their overall departments (e.g. SDRs are a team within Sales) and these teams should have folders as well. This team sub-folder can either be shared with everyone in the “Team Folder” (e.g shared with everyone in sales but not everyone in the company) or the sharing can be restricted to that immediate team (only members of the SDR team would have access and overall sales would not). This depends on company size and team needs, we recommend letting each team make these determinations depending on what works best for them.
How to use: Within the “Team Sub-Folder“ you would keep documents that only that team would need access to such as the Signup Sheet for the SDR Team Offsite. Again, this makes for easy sharing and document discovery across that team.

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Phew 😅 okay are you still with me?! As you can see, folder organization can get complicated pretty quickly; however, setting up Group Folders and guiding your team through the optimal folder setup during onboarding will ensure you kick things off right.

A couple additional organizational tips for your team are:

  • "Favorite" {click the ⭐ in the top right corner} any docs or folders for quick access on the navigation pane.
  • Empower your team to create shared folders for cross-functional projects and sub-folders as needed within Group and Team Folders.
  • Remember, you can add collaborators to specific docs within any folder, even if they aren’t a member of that folder. To add someone outside of the team to a specific document just click share in the top right.

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Now that you know how to organize your folders, let's get to How to Add a Group Folder.

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