What This Article Helps You Do
To get the most out of LawY AI capabilities, it’s important to have a well-organised folder structure in your connected storage solution. LawY uses your existing folders to identify and manage Matters, documents, and correspondence.
This article provides best practices for organising your folder structure so LawY can accurately recognise Matters, no matter which storage solution you use whether that's OneDrive, Dropbox, Google Drive, or another supported platform in the future.
Benefits of a Well-Structured Matter Folder
A clear and consistent folder structure helps LawY interpret your Matters correctly and makes it easier for your team to find, manage, and work with documents. Below are recommended practices and the benefits of each.
1. Clear and Logical Hierarchy
1. Clear and Logical Hierarchy
Tip: Start with broad categories and gradually narrow down into more specific subfolders.
For example, create a top-level folder such as “Matters”, with subfolders like “Current Matters” and “Closed Matters.” Each individual Matter can then live within these folders.
Benefits:
Ease of Navigation: Quickly locate Matters and documents without searching through unrelated files.
Reduced Clutter: A clear hierarchy minimises duplication and confusion.
2. Consistent Naming Convention
2. Consistent Naming Convention
Tip: Use clear, descriptive naming for Matter folders and files. Include client names, matter types, or practice areas where applicable.
For example:
“Anderson James – Trademark”
Benefits:
Improved Searchability: Consistent naming makes it easier for both users and LawY to identify relevant content.
Better Collaboration: Team members can immediately understand what each folder relates to.
3. Separate Folders for Different Document Types
3. Separate Folders for Different Document Types
Tip: Within each Matter folder, create subfolders for different document types such as:
Contracts
Correspondence
Reports
Meeting Notes
Invoices
Benefits:
Streamlined Access: Quickly find the documents you need.
Improved Organisation: Keeps different aspects of a Matter clearly separated.
4. Version Control
4. Version Control
Tip: Adopt a clear versioning approach, such as:
Including version numbers in file names (e.g. v1, v2), or
Using your storage provider’s built-in version history features.
Benefits:
Track Changes: Easily review updates or revert to earlier versions.
Avoid Confusion: Reduces the risk of working on outdated documents.
5. Access Control and Permissions
5. Access Control and Permissions
Tip: Apply appropriate access permissions to folders. For example, restrict access to folders containing sensitive or confidential documents.
Benefits:
Enhanced Security: Protects sensitive information.
Controlled Collaboration: Ensures users have the right level of access without unintended changes.
6. Regular Maintainenance and Review
6. Regular Maintainenance and Review
Tip: Periodically review your folder structure to ensure it stays relevant. Archive or remove outdated Matters and documents as needed.
Benefits:
Up-to-Date Information: Keeps your storage organised and aligned with active Matters.
Improved Performance: Reduces clutter and improves overall efficiency.
7. Backup and Recovery
7. Backup and Recovery
Tip: Ensure your folders are included in regular backups and that recovery options are enabled within your storage solution.
Benefits:
Data Protection: Safeguards against accidental loss or corruption.
Quick Recovery: Allows fast restoration if files are deleted or changed unintentionally.
Conclusion
A well-organised folder structure plays a key role in how effectively LawY manages Matters and documents. By following these best practices, you’ll improve organisation, collaboration, and AI accuracy—regardless of which storage solution you use.
For best results, keep your folder structure consistent, clear, and regularly maintained.