How do I create and manage document folders?

Custom folders let authorized document managers organize files into an organization-specific hierarchy. A folder can be available to the full board or restricted to one committee.

Before you begin: You need folder-management permission for the full board or the selected committee.

Create a folder #

1. Open Documents → All Documents.
2. Select Create New Folder.
3. Enter a clear, unique Folder Name.
4. Choose a Parent Folder. Select No Parent Folder for a top-level custom folder, or choose a standard or custom folder to create a nested folder.
5. Under Permissions (Committee), choose Full Board or the committee that should have access.
6. Select Create Folder.

Edit a custom folder #

1. Find the folder under Custom Folders.
2. Select the three-dot menu beside the folder.
3. Select Edit.
4. Update the name, parent folder, or committee permission.
5. Review how the new location and permission affect access, then save the change.

Manage folder order and archived folders #

Super administrators and other users with the required management permission can select Manage Folders from Documents Manager.

• Select Sort A-Z or Sort Z-A for an alphabetical starting order.
• Use the drag handles to arrange custom folders and nested folders. Save the order when BoardSite displays the save control.
• Use a custom folder’s three-dot menu to Edit, Archive, or Delete.
• Select Show Archived to display archived folders, their archive dates, document counts, and Restore actions.
• Standard folders cannot be archived or deleted.

Delete a custom folder #

1. Select the folder’s three-dot menu, then select Delete.
2. Read the confirmation carefully. If the folder contains documents, BoardSite warns that they will also be deleted.
3. Confirm only when you are certain the folder and its contents are no longer needed.

Important: Folder deletion is described as irreversible in the confirmation workflow. Prefer reorganizing or archiving content when preservation is required.

Folder-planning tips #

• Use short, predictable names that remain useful over time.
• Avoid creating duplicate folders for the same year, committee, or document type.
• Keep committee-restricted folders separate from full-board folders.
• Set the visibility of the documents inside a folder consistently; do not assume that moving a document automatically changes its own committee setting.

Troubleshooting #

• If Create New Folder or the three-dot menu is missing, ask an administrator to review folder-management permission.
• If Manage Folders opens the generic error page, your role may be able to see the link without having access to the administrator page. Ask a super administrator to review the folder or your permissions.
• If a parent folder is unavailable, confirm that it belongs to the current organization and that you can access it.
• A folder cannot be moved into itself or one of its own subfolders.

Related articles #

• How do I use the Documents Manager?
• How does document visibility and committee access work?
• How do I upload documents?