Organizing Documents with Folders and Owners

Two dimensions of organization

StretchDocs organizes your library along two independent axes:

• Folders answer "what lane of work does this belong to?" — for example Operations, Onboarding, Product, Client Deliverables.
• Owners answer "who is accountable for this?" — a named person responsible for the document's accuracy.

Together they let you slice the library either way: everything in a folder, or everything owned by a person.

Folders

A folder in StretchDocs is a simple grouping label, not a nested filesystem. Every document has exactly one folder, and new documents default to General if you don't set one. Because folders are labels, they're cheap to create and easy to change — you re-home a document just by editing its folder field.

Create and use folders

1. When creating or editing a document, type a folder name.
2. Reuse the same folder name across documents to group them — for example, set the folder to Operations on every SOP.
3. In the library, filter or group by folder to see one lane at a time.
4. Rename a lane by updating the folder field on each document in it (or standardize gradually as you touch documents).

The dashboard tracks your distinct folder count, which is a good health signal — a sudden jump often means people are inventing near-duplicate folder names (Ops, Operations, Operational).

Owners

The owner is the person accountable for a document. It is deliberately separate from last saved by, which records whoever most recently edited the content. A document can be edited by many people but owned by one.

Assign and change owners

1. Set the owner when you create a document.
2. To reassign, open the document and edit the owner field — for example, when someone changes roles or leaves.
3. Use the owner field to run accountability reviews: every Published document should have a current, real owner.

A realistic example

A services company standardizes its library. They agree on five folders: Sales, Onboarding, Delivery, Operations, and Internal. Each client-facing SOP goes in Delivery and is owned by the delivery lead. When the delivery lead is promoted, an admin filters the library by owner = old lead, reassigns those documents to the new lead in a single pass, and accountability moves cleanly without touching any content.

Tips

• Agree on a folder vocabulary up front. A short shared list beats organic sprawl.
• Keep folder names singular and consistent in casing (Operations, not sometimes operations).
• Treat General as an inbox, not a home — move documents out of it into a real lane.
• Never leave a Published document unowned. Owner is your accountability record.
• Re-home and reassign freely — both are metadata changes and don't alter content or version.

FAQ

Can a document be in two folders? No — each document has a single folder label. If you need cross-cutting grouping, lean on the document type field or descriptive titles as a second dimension.

Are folders nested? No. Folders are flat labels, which keeps organization fast and avoids deep, brittle hierarchies. Use naming conventions (e.g., Client — Acme) if you want pseudo-grouping.

Does moving a folder affect permissions? No. Access is per-organization and per-app, not per-folder. Moving a document between folders doesn't change who can see it.