Tips for Effective Folder Structures in Manual Organization

Introduction

This article introduces key points to consider when planning your folder structure.
We'll provide examples by industry so you can apply them to your own organization and operations.

Key Considerations

You don't need to create a complete structure or multiple hierarchies from the beginning.
It's fine to start small, aligned with your current usage and scope, and gradually expand as needed.
While there's no perfect folder structure, creating multiple hierarchies without clear intent can lead to decreased searchability, buried information, and increased reorganization effort.

Let's start as small as possible!

What are the main roles of folders?

Folders primarily serve two purposes:

Limiting participating users (viewers, editors)

Folders are the unit for setting user permissions.
Only users who have been granted permission can access a folder.

Categorizing manuals

Organize and classify manuals according to your organization and operations.
This makes it possible to quickly find necessary information.

By designing your folder structure with these two roles in mind, managing manuals becomes easier.

Folder Structure Planning Process

Here's the process for planning your folder structure:

• Consider what manuals you want to create
• Think about who should see these manuals
• Organize manuals and viewing scope to determine parent folders
• Consider child folders (develop a folder structure plan)
• Decide who should have editing permissions
• Create the folders
• Add users with editing permissions to folders
• Create manuals
• Add users with viewing permissions to folders

Let's examine each of these steps in detail.

Consider what manuals you want to create

Before creating folders, think broadly about "what operations you want to document in manuals."
List the operations or tasks you want to document.
At this stage, you don't need to identify all operations in detail.

Think about who should see these manuals

After considering what manuals to create, think about "who should see the manuals you create (viewing scope)."
Consider whether the manuals you've listed should be viewed by all employees or only by specific departments or individuals, and roughly determine the viewing scope for each manual.

Organize manuals and viewing scope to determine parent folders

Combine "operations that should be documented" with "viewing scope for each manual" to consider parent (first level) folders.

Using a matrix diagram is recommended for organizing this information.
A matrix diagram is a table composed of rows and columns that allows you to organize information visually.

In this case, set "Manuals" as rows and "Viewing Scope" as columns, and mark with a ○ at intersection points where a specific department or person needs to view that manual.

This makes it immediately clear "which manuals" are necessary for "whom".

As mentioned earlier, folders serve the role of linking access permissions.
It's good to consider parent folders in your folder structure based on viewing scope.

*Note: You cannot save one manual in multiple folders.

Consider child folders (develop a folder structure plan)

When viewing scope becomes the parent folder, it's good to organize your folder structure plan considering manual types and classifications as child folders (second level and below).

Third level and below folders are "further subdivisions" of second level folders.

When subdividing, consider whether "intentions or purposes for subdivision aren't mixed" and whether "visibility is high for viewers."

The deeper the hierarchy, the lower the searchability becomes.
The same applies when making classifications too detailed.

Ideally, viewers should be able to navigate to third level and below folders on their own.

For example, if the third level is classified by "work procedures," mixing in "elements other than procedures (chronology, workers, etc.)" makes it difficult to understand the classification granularity, reducing searchability.

Similarly, inconsistent folder naming conventions make it difficult to intuitively grasp intent or classification, lowering searchability.

It's best to keep granularity and naming consistent within each hierarchy level.

Decide who should have editing permissions

Based on your folder structure plan, also consider who should have editing permissions.
Common scenarios include:

• Leaders of each viewing scope have editing permissions
• People specifically responsible for manual editing have editing permissions

Create the folders

Referring to your organized matrix diagram, create the actual folders.
Second-level folder structures often differ by industry.

We'll explain using examples from several industries.
Find a case similar to your company's environment and use it as a reference.

General Company (Small-Medium)

General Company (Large)

Manufacturing

Retail

Food Service

Add users with editing permissions to folders

Add users who should be doing the manual editing work as editors to the folders.

Multiple users can be added as editors to a single folder.
Also, a user can be an editor for multiple folders.

If you have many users, consider creating teams.
By creating teams, you can grant permissions by team rather than by individual user.

Create manuals

Create the manuals you've identified.
For how to create manuals, please refer to the related articles.

Add users with viewing permissions to folders

If users should view manuals but not have editing permissions, add them as viewers to the folders.

Multiple users can be added as viewers to a single folder.
Also, a user can be a viewer for multiple folders.

Tips

Recommendations for Initial Implementation

First, create one folder for storing manuals that will be shared with all employees.
As manuals requiring restricted access emerge, add folders as needed.
This approach doesn't require creating many folders or hierarchies from the start.

Utilize Portal Pages

Creating portal pages is another way to make manuals easier to find.
Consider whether storing manuals in folders or organizing them with portal pages is better suited for your environment.

Establish Naming Conventions

Standardize folder naming conventions to make folders easier to find.
By adding numbers or symbols at the beginning of folder names, you can customize their display order.
When using numbers, we recommend using increments of 10, like "00, 10, 20".
This allows you to add folders without having to renumber everything.

Appoint Folder Administrators

If you want to delegate folder management to others, appoint folder administrators.

While folder administrators can create subfolders, only group administrators and sub-administrators can create parent folders.
Consider the appropriate permissions for users based on what tasks you want to delegate.

Create Teams

Once your folder structure is organized, consider creating teams.
Teams are a feature that allows you to manage multiple users collectively.
Creating teams enables you to grant folder permissions at the team level.

Summary

The purpose of folders is to restrict user access permissions and classify manuals.
Organize what manuals are needed and who should be able to view them to plan your folder structure.
Initially, it's fine to start by making manuals available to all employees and gradually add folders as needed.
Ultimately, aim for an organized folder structure where desired information can be found quickly.