This article helps you understand the considerations for structuring your Repository folders.
Skip to:
Overview
Two tier structure
Examples
Overview
Before moving contracts into Summize, consider your current contracts. Where do they live and how do you want to get them into Summize? You should also think forward - what types of contracts do you want to store in Summize?
The next step is to look at what folder structure you want to apply. This is an opportunity to break from dated processes and refresh your folder structure, organising your current contracts in a better way, and applying a consistent naming convention. This stage is most likely an area of the Summize implementation that requires the most effort from you, however it pays dividends in the long run.
Another important aspect to consider when deciding your folder structure is which users should have access to which folders and contracts. This is because your folder structure acts as a mechanism for determining access when configuring user permissions. For more information, please read the Folder Visibility article.
Two Tier Structure
Summize uses a 2-tier folder structure. This consists of a main folder with subfolders. Contracts are then organised into Contract types (e.g. NDA, Supplier Agreement,
Order Form).
The two levels of folders that Summize supports to store contracts are:
1. Main folders
2. Subfolders
Each contract will therefore sit within a main folder > subfolder > contract type.
Many of our clients compare their current structure to see how they can make this fit within the Summize structure.
In order to assist with this transition, it may be worth including information such as the signing date or party name within the naming convention.
Your structure is completely customisable around your business needs, and as part of the onboarding process, we are happy to consult with you as to how to maximise the value added to your Summize folder structure.
Examples
Here are some examples of main folder and subfolder structures that our customers use:
- Geography > Department
- Department > Active/Legacy
- Customers > Customer Name
- Suppliers > Supplier Name
Here are some specific examples of how you could structure your contract repository:
- EMEA > HR > Employment Agreements
- Australia > Procurement > Supplier Agreements
- Customers > [Customer name] > Order Form
- Suppliers > [Supplier name] > NDA
- Procurement > Active > Term Sheet
- Customer Success > Legacy > Order Form
The video below shows your dashboard, folders and subfolder on the left and a list of your contract types composed into a pie chart.
Once in the repository, you can either view all your contracts at once or segregate them using various filters including folder, contract type, who has been assigned the contract or the status of the contract.
Note: You can have as many main folders and subfolders as you would like, and the main folders and subfolders can be named whatever you like, as long as contracts are stored within the structure mentioned above - main folder > subfolder > contract type.