Organizing Documents¶

Learn how to organize documents using folders, tags, and collections in Archivus.

Organization Methods¶

Archivus provides multiple ways to organize documents:

• Folders - Hierarchical organization (like file system)
• Tags - Flexible labeling system
• AI Auto-Tagging - Automatic organization
• Collections - Group related documents

Folders¶

Create a Folder¶

1. Click "New Folder" button
2. Enter folder name (e.g., "Contracts", "Invoices")
3. Choose color and icon (optional)
4. Click "Create"

Nested Folders¶

Create subfolders for better organization:

1. Right-click on parent folder
2. Select "New Subfolder"
3. Name your subfolder
4. Folder appears inside parent

Example Structure:

Legal/
  ├── Contracts/
  │   ├── Active/
  │   └── Expired/
  └── Agreements/

Move Documents to Folders¶

Drag and Drop:

1. Select documents
2. Drag to target folder
3. Drop to move

Right-click Menu:

1. Right-click document
2. Select "Move to Folder"
3. Choose destination folder

Folder Colors and Icons¶

Customize folders for quick identification:

1. Right-click folder
2. Select "Edit"
3. Choose color and icon
4. Save changes

Tags¶

Add Tags to Document¶

1. Open document
2. Click "Add Tag" or tags icon
3. Type tag name
4. Press Enter to add
5. Repeat for multiple tags

Create Tag¶

1. Click "Tags" in sidebar
2. Click "New Tag"
3. Enter tag name
4. Choose color (optional)
5. Save

Tag Best Practices¶

Filter by Tag¶

1. Click "Filter" in document list
2. Select tag(s)
3. View only tagged documents
4. Clear filter to see all

AI Auto-Tagging¶

How It Works¶

When you upload with AI enabled, Archivus:

1. Analyzes content - Understands document meaning
2. Suggests tags - Based on content (e.g., "contract", "invoice", "Q4-2025")
3. Categorizes - Assigns categories (legal, financial, etc.)
4. Identifies entities - Finds people, organizations, dates

View AI Suggestions¶

1. Open document
2. Look for "AI Tags" section
3. See suggested tags
4. Click to apply individually or "Apply All"

Apply AI Tags¶

Apply All:

1. Open document
2. Click "Apply AI Tags"
3. All suggested tags applied

Selective:

1. Click individual suggested tags
2. Only selected tags applied
3. Add manual tags as needed

Customize AI Tagging¶

AI learns from your corrections:

• Accept good suggestions - Helps AI learn
• Remove bad tags - AI improves over time
• Add manual tags - AI learns your preferences

Organization Strategies¶

By Project¶

Projects/
  ├── Project Alpha/
  │   ├── Contracts/
  │   ├── Invoices/
  │   └── Reports/
  └── Project Beta/
      ├── Contracts/
      └── Documentation/

By Document Type¶

Documents/
  ├── Contracts/
  ├── Invoices/
  ├── Reports/
  └── Legal/

By Date/Period¶

Use tags for time-based organization:

• Tags: Q1-2025, Q2-2025, Q3-2025, Q4-2025
• Tags: 2024, 2025
• Tags: January, February, March

By Status¶

Use tags for workflow status:

• Tags: draft, review, approved, archived
• Tags: urgent, important, normal
• Tags: pending-signature, signed, expired

Hybrid Approach (Recommended)¶

Combine folders and tags:

• Folders: Broad categories (Legal, Finance, HR)
• Tags: Specific attributes (urgent, Q4-2025, contract)

Example:

• Folder: Legal/Contracts
• Tags: Q4-2025, renewal, important

Best Practices¶

Folder Structure¶

1. Keep it shallow - 2-3 levels deep maximum
2. Use consistent naming - Follow a naming convention
3. Don't over-organize - Too many folders slows navigation
4. Use colors - Color-code folders for quick identification

Tagging¶

1. Use consistent tags - Create tag standards
2. Don't over-tag - 3-5 tags per document
3. Use AI suggestions - Review and apply AI tags
4. Combine with folders - Tags for cross-cutting concerns

AI Auto-Tagging¶

1. Review AI tags - Always review before applying
2. Refine over time - AI learns from corrections
3. Use for discovery - AI tags help find related documents

Bulk Operations¶

Bulk Tag¶

1. Select multiple documents (Cmd/Ctrl+click)
2. Click "Bulk Actions"
3. Select "Add Tags"
4. Enter tags to apply to all

Bulk Move¶

1. Select multiple documents
2. Click "Bulk Actions"
3. Select "Move to Folder"
4. Choose destination

Bulk Apply AI Tags¶

1. Select multiple documents
2. Click "Bulk Actions"
3. Select "Apply AI Tags"
4. AI tags applied to all selected

Next Steps¶

• Search Documents - Find documents using search
• Share Documents - Share with team members