Document Organization
Structure and manage your document library with powerful organizational tools and automation
Document Organization
Transform your document chaos into a structured, searchable, and intelligent knowledge base. Tideon's organization system combines traditional folder structures with AI-powered automation and smart collections.
Smart Organization Methods
Hierarchical Folders
Create unlimited nested folder structures with drag-and-drop organization and instant bulk operations.
Smart Collections
Group related documents across folders with dynamic criteria and automatic updates.
AI Tagging System
Hierarchical tags with automatic suggestions and bulk management capabilities.
Multiple Workspaces
Separate contexts with independent organization structures and access controls.
Folder Management & Operations
Quick Folder Operations
Folder Operations Reference
| Action | Method | Keyboard Shortcut |
|---|---|---|
| New Folder | Right-click → New Folder | Cmd/Ctrl + Shift + N |
| Rename | Right-click → Rename | F2 |
| Move | Drag and drop | - |
| Copy | Hold Alt while dragging | Cmd/Ctrl + C/V |
| Delete | Right-click → Delete | Delete |
Smart Folders
Create Dynamic Smart Folders
Auto-updating folders that organize documents based on criteria:
📊 Recent Reports
- • Type: PDF or DOCX
- • Tags: Contains "report"
- • Modified: Last 30 days
- • Size: > 1MB
🚨 Urgent Documents
- • Priority: High or Urgent
- • Due Date: Next 7 days
- • Status: Not completed
- • Assigned: Current user
Advanced Organization Features
Collection Templates
Project Collection
Research Collection
Legal Collection
Automation & Smart Organization
Auto-Tagging Rules
Intelligent Auto-Tagging System
💰 Financial Documents
📋 Contract Documents
Organizational Automation
Automated Organization Rules
🗄️ Archive Old Documents
Active📧 Organize Email Uploads
ActiveView Types & Layouts
List View
Compact, sortable
Grid View
Visual browsing
Timeline
Chronological
Kanban
Status tracking
Gallery
Visual preview
Permissions & Access Control
Folder Permission Levels
| Level | View | Upload | Edit | Delete | Share |
|---|---|---|---|---|---|
| Owner | ✅ | ✅ | ✅ | ✅ | ✅ |
| Editor | ✅ | ✅ | ✅ | ❌ | ❌ |
| Contributor | ✅ | ✅ | ❌ | ❌ | ❌ |
| Viewer | ✅ | ❌ | ❌ | ❌ | ❌ |
Organization Best Practices
Organization Best Practices
- ✓Plan structure before implementingDesign your folder hierarchy thoughtfully
- ✓Use consistent naming conventions2024-03-15_Meeting_Notes_ProjectAlpha.pdf
- ✓Set up automation earlyCreate rules for common organizational tasks
- ✓Regular maintenance scheduleArchive old documents quarterly
Common Pitfalls to Avoid
- ✗Creating too many nested levelsKeep hierarchy manageable (max 5-6 levels)
- ✗Inconsistent naming patternsAvoid special characters and spaces
- ✗Ignoring maintenance tasksSet regular cleanup and archiving schedules
- ✗Over-tagging documentsLimit to 5-7 relevant tags per document
Maintenance Schedule
📅 Recommended Maintenance Schedule
Daily Tasks
- • Review new uploads
- • Apply quick tags
- • Process inbox folder
Weekly Tasks
- • Check smart folders
- • Clean duplicates
- • Update collections
Monthly Tasks
- • Archive old documents
- • Review permissions
- • Update automation rules
Pro Tips
Quick Organization Tip
Use color coding for folders to identify categories at a glance. Create visual patterns that make navigation intuitive.
Inbox Strategy
Create a "📥 Inbox" folder for new documents to process later. This prevents clutter while maintaining organization flow.
Smart Tagging
Limit to 5-7 tags per document for better organization. Use hierarchical tags like "finance/reports" for structured categorization.
Automation Strategy
Start simple with automation rules and add complexity gradually. Test rules with small document sets before applying broadly.