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Organising your work with folders
How to file envelopes so you can find them again in a year.
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Folders file your envelopes so you can find them later. Create one from Envelopes by pressing New folder, or from inside the envelope wizard, and choose a folder for an envelope either as you build it or at any time afterwards.
An envelope is the document you sent for signature, together with everyone who has to act on it.
Creating a folder
Press New folder. Give it a Folder name, something a colleague would recognise in a year, and answer Inside another folder?. Leave that on No, keep it at the top level unless you are building a sub-folder. Press Create folder and it is available everywhere a folder can be chosen.
Folders can sit inside folders, which is worth using for a year and its months, or a client and its matters. It is worth using sparingly for anything else: two levels people remember, five they do not.
Filing an envelope as you send it
On step one of the envelope wizard there is a Folder (optional) box. Pick a folder from it, or press New folder beside it to create one without losing your half-built envelope. You can also change it on the Review step, right up until you send.
Filing changes nothing about the signing itself, and recipients never see it.
Filing something already sent
From the Envelopes list, open the menu at the end of the row and choose Move to folder…. Pick the destination and confirm.
To move several at once, tick them in the list. A blue bar appears reading how many are selected, with Move to folder on it. Clear selection puts the ticks back.
Finding things again
The Envelopes list has a folder box in its filter row:
- All folders shows everything, which is the default.
- Unfiled shows only envelopes that have not been put anywhere.
- Below those, every folder you have, with the number of envelopes in it beside the name, indented to show what sits inside what.
Combine it with the other filters. Narrowing to one folder and one status is usually the quickest way to answer "what is still outstanding on this client".
There is a Folder column in the list itself, so you can see where each envelope has been filed without opening it.
A structure that survives
The point of a folder is to be obvious to somebody else, next year, in a hurry. Two shapes work well:
By period. "Year end 2025/26", "Year end 2026/27". Best where most of what you send is the same kind of document on an annual cycle.
By client or matter. One folder per client, and sub-folders inside it if a client generates enough work to need them. Best where you need everything about one relationship in one place.
Pick one and use it consistently. A mixture of the two is how a list becomes unsearchable.
Folders and search
You do not have to file everything. Search by subject or recipient at the top of the Envelopes list will find an envelope by its subject line or by who it went to, filed or not, and the client filter narrows to one person. Folders are for the times you want to browse a set rather than look up one item.
If a well-named subject line is doing the job for you already, Unfiled is a perfectly good place for an envelope to live.
If an envelope is not where you expect
Set the folder box back to All folders and clear the other filters before concluding something is missing. If your account uses departments, you see only the envelopes belonging to the departments you are in, so a colleague may be looking at a list that is not the same as yours.