What it is

Folders are virtual containers within contractuo that help you organize your contracts, financial products, and other important documents.

  • Types of folders:
    • Shared Folders: Collaborative spaces where multiple users can access and manage documents.
    • Private Folders: Accessible only to you and can hold only draft documents and products.

Who is it for

  • Company Administrators: Organize company-wide resources and manage shared folders.
  • Team Leaders: Create shared folders for projects and collaborative workspaces.
  • Individual users: Maintain personal organization with private folders.

Why use them?

  • Enhanced organization: Categorize contracts and products for easy access.
  • Streamlined collaboration: Facilitate teamwork with shared folders.
  • Controlled access: Manage document visibility with fine-grained permissions.


  • Contractuo account: A valid contractuo account is required to create and use folders.
  • Permissions: Specific permissions may be needed based on the folder type and desired actions (creating, editing, deleting).

Managing Folders

How to find the Folders

  1. Navigate to the ‘Folders’ menu in the main sidebar.

Note: Double-click to open a folder and go inside

Creating a Folder

  1. Navigate to the ‘Folders’ menu in the main sidebar.
  2. Click on the ‘New Folder’ button.
  3. Enter a descriptive folder name.
  4. Tick the checkbox ‘Shared Folder’ if it should be a Sharad Folder.
  5. Click on the ‘Save’ button.

How to Create Subfolders

  1. Open the desired folder: Navigate to the Folders menu and double-click the folder where you want to create a subfolder.
  2. Click the ‘Add Subfolder’ button: Look for the Folder icon with a ‘+’ symbol located in the top left corner of the folder content area. Click on it.
  3. Enter a name for the subfolder: In the pop-up window, type a descriptive name for your new subfolder.
  4. Click ‘Save’: After entering the name, click the ‘Save’ button to finalize the subfolder creation.

Note: You can create up to 3 levels of subfolders within folders for deeper organization.
All the same management options (editing, permissions, deleting) are available for regular folders and apply to subfolders as well.

Additional information:
By creating subfolders, you can further categorize your documents and products within the main folder structure, enhancing the overall organization and clarity of your contractuo workspace.

Editing a Folder

  1. Double-click to open the folder.
  2. Click the pencil icon next to the folder name to edit.
  3. Change the name as needed.
  4. Click on the current color and choose another color from the palette.
  5. Click on the ‘Save’ button.

Folder Permissions

Folder Manager: Full control over the folder (edit name, permissions, deletion).
Editor: Can view, add, and manage documents within the folder.
Viewer: Limited to viewing documents within the folder.

Managing Folder Permissions

  1. Open the desired Folder.
  2. Click the Settings icon (gear) in the top right corner.
  3. Adjust permissions for individual users as needed. (Saving is triggered automatically after the selection)
  4. Control folder Visibility for specific Groups. (Multiple selection is possible.)
  5. Select targeted Roles that are in the selected groupe by using the two dropdowns. (Multiple selection is possible.)
  6. Click ‘Update‘ after making selections. (Only necessary for the modification of Folder Visibility settings)

Note: You will get a notification about who is going to be influenced by the modification.

Moving Documents/Products into Folders

  1. Go to the ‘Documents’ menu or to the ‘Products’ inside the Prospect Module inside the Working Environment.
  2. Select the desired items, by ticking the checkbox in front of the Document.
  3. Click the “Move to Folder” icon in the top left corner (Looks like a Folder with an arrow inside).
  4. Choose the destination folder.
  5. Click the ‘Move’ button.

Note: Only draft documents and products can be moved into Private Folders.

Requesting Folder Permissions

  1. Open the desired Shared Folder. (Where you don’t have Editing or Folder Manager permissions)
  2. Click the ‘Request Permissions’ icon (person with a key icon).
  3. Select the desired Folder Manager.
  4. Select the permission level. (Editor/Folder Manager)
  5. Click on the ‘Request’ button.

Once you submit your request for folder permissions, here’s what you and the Folder Manager can expect:

For the Folder Manager:

A notification will alert you to access requests for your shared folder, signaled by a person with a key symbol with a red dot inside the Folder. To view the request details, click on the icon.

Here, you’ll see:

  • Who requested access (their name)
  • What level of access they’re requesting (Editor or Folder Manager)

Decide on the request: You can then choose to:

  • Approve: Grant them the requested access by clicking “Approve.”
  • Deny: Reject the request by clicking “Deny.”

Deleting a Folder

  1. Open the folder, by doppel clicking on it.
  2. Click the trash Bin icon in the top right corner.
  3. Confirm the deletion.

Notes: The creator of a Folder is automatically the Folder Manager.
Deleting a folder does not delete its contents.

By using the folders feature in contractuo, you can achieve a more organized, efficient, and collaborative approach to managing your contracts and financial products.

Updated on February 29, 2024
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