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Document Management – Avoiding Common Mistakes


A popular use case for Huddle is document management. Setting up your Huddle workspace so that you can store and share your folders and files is simple enough. The trickier bit is making sure that it is structured and used in the best possible way. This help sheet gives some best practice suggestions for using the files area and how to avoid common mistakes. There are 10 tips, divided into 3 sections: Navigation, Duplication, and Communication.

1)    Create a simple structure: Make sure your folder structure is simple, logical, and, if possible, is familiar to what people are used to using elsewhere. In Huddle you can create a structure of sub folders but do be conscious of not overcomplicating this and creating many layers that people will find annoying to constantly have to click through. Imagine you are a new starter in your team or project – would you be able to find important files?

You may also wish to add folder descriptions to help users understand what they can expect to find in each folder.

2)    Help people navigate quickly: In order to make navigation even easier for people in your workspace consider a naming scheme. This could apply to the names of the workspaces, folders, and files or just one of those levels. By numbering folders and files you are dictating the order that they appear in which can help users find information.  

An additional benefit of ordering your files carefully is that they will be able to quickly navigate through a set of files by using the next or back arrows to click to another file in the same folder.

There is also a useful folder breadcrumb trail which helps the user navigate back in the folder structure without using the back button in the browser or having to return to the first level of the Files tab.

3)    Populate your workspace: In the case of a new workspace being set up, make sure there are folders set up and files uploaded before you invite people to the workspace.

To create folders simply click ‘New’ and then ‘Folder’ at any point in your structure. This is hugely important, especially when you are encouraging people who have never used Huddle before to engage with your workspace. If they see an empty space they may not understand its purpose and will be less likely to return when you need them to.

It is important to avoid duplicating files or potential areas of Huddle where files could be duplicated. As mentioned, make sure your folder structure is clear so not to mislead people into adding the same file to multiple locations.

4)    Delegate to Workspace Managers as much as possible. If you are a Workspace Manager make sure you keep the structure as tidy as possible and remove any duplication if it occurs.

One tip to keeping to folder structure tidy is to avoid creating any folders named ‘general’ or ‘misc.’ as they may become dumping grounds.

5)    Control who can create folders: Remove the ability for users to create folders from with the Settings tab. This can reduce unnecessary folders from being created by different workspace members.

6)    Set expectations: Make sure everyone can upload files and understands what belongs in the workspace and what does not.

7)    Version control: Make sure everyone understands how to upload a new version or edit files so to maintain version control. Do not let people add new copies of the same file across the folder structure.

Finally, communication is key for ensuring that you benefit fully from managing files in Huddle. The final three tips refer to features in Huddle that many people don’t always make best use of…

8)    Share and comment: Don’t rely on people to discover important documents for themselves. Use share on folders and files and comments on files.

9)    Approvals: Use the approvals for quick and simple reviewing of documents. The benefits include deadlines and reminders and it is possible to complete an approval on the iPad app.

10)    Permissions: Avoid users having access to the wrong files by making sure you have set up access to folders correctly.