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Document Folder File Structure

Forum|Forum|1 year ago
February 13, 2025
3 replies
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Anyone in larger corporations that have an ideal folder structure/hierarchy that is working well in CLM and that is easy to maintain restrictions to confidentiality on some of those folders?

Best answer by Alexandre.Augusto

Hello, @NicoleHSB

I’d suggest some Best Practices folders’ hierarchy using this image. It’s a good practice to have an Admin folder for things related to the Administrators’ use. Regarding departments, you could create a folder for each department in your company giving the right permissions accordingly departments groups. If you have regional branches then you could create a folder called Regions then below that a folder for each region/country. Just some suggestions. In general, I asked to the CLM Administrator get in contact with the responsible for the IT group asking about the current network’s folder structure so you can get some ideas for your CLM folder structure.

I hope that helps, if so, I’d appreciate your LIKE here!
Thank you,

Alexandre

Pawan Gangwani

Hero

Hello @NicoleHSB

Welcome to DocuSign Community!

All the way working on multiple accounts, I always follow the best practice for folder structure in CLM. Which is the one full proof folder under the CLM account and structure as followed:

>Supplier/Vendor Name
>>Agreement/Contract Type
>>>Current Stage of Document {Draft/ Signed/ Cancelled/ Expired}

this the basic structure but it also depends on the requirement to requirement. and easy way to maintain the restrictions is to configure the security in Workflow. using “Update security” step.

Hope this helps!

Thanks!

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Alexandre.Augusto

Answer

Docusign Employee

Hello, @NicoleHSB

I’d suggest some Best Practices folders’ hierarchy using this image. It’s a good practice to have an Admin folder for things related to the Administrators’ use. Regarding departments, you could create a folder for each department in your company giving the right permissions accordingly departments groups. If you have regional branches then you could create a folder called Regions then below that a folder for each region/country. Just some suggestions. In general, I asked to the CLM Administrator get in contact with the responsible for the IT group asking about the current network’s folder structure so you can get some ideas for your CLM folder structure.

I hope that helps, if so, I’d appreciate your LIKE here!
Thank you,

Alexandre

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N

newtoclm

Digital Collaborator

We use Business Unit > Legal Entity Name > Contract Type > and if it is in progress we have an ID folder for that item. Once it is complete, we move it to the Contract Type folder as active. We also have an audit folder for each ID if needed where we can store related materials until the contract is signed.

Mostly works. Gets into issues when you add Salesforce folder to the front and have a Legal Entity Name that is extremely long. Otherwise, works for our business needs.

I’ve seen others that start with Legal Entity name and then break it down to Business Unit. So I guess it would depend on your needs.

We use the metadata/attributes to store whether the contract is active, in progress, suspended, or terminated. The search and reports can get a little fussy with it in attributes but it seems like it works best that way.

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