Folders

The Library is one list, and it works like a file drive. Folders sit at the top of the list, records below them, and the path above the list — Library › Team › Folder — says where you are. Click any step of the path to go back up.

Where things live

• Each team is a place. At the top of the Library you see your teams first, then any record that belongs to no team you can see. Open a team to see its folders and the records it has not filed.
• Folders belong to one team and nest as deep as you like. A folder inside another always belongs to the same team.
• Every record has exactly one home: one folder, or its team's top level. A record never sits in two folders at once, so there is never a question of which copy is the real one.

The address bar carries the folder you have open, so Back works and a link you share opens the same folder for whoever follows it.

Making a folder

Right-click in the list — on any row, or on an empty folder — and choose New folder. It is created in the place you have open — inside the folder you are in, or at the top of the team — and the list opens inside it. New document or register… in the same menu creates records straight into the open folder, so a record made in a folder starts there. You make folders when your role lets you create records.

Filing records

• Move to… on a row's ⋮ menu (or the right-click menu) opens a list of folders grouped by team, with No folder first. Pick one and press Move. Tick several rows to move them together.
• Drag a row onto a folder or team row to file it there.
• Choosing a folder on another team hands the record to that team as it files it — this is how a record moves between teams. A project stays on its team, and a folder never changes team.
• A folder's own Move to… never offers the folder itself or anything inside it.

A folder's owner

Each folder has an owner, shown in the Owner column like a record's; whoever makes a folder owns it. Change owner… on a folder's menu picks anyone in the workspace, or Unassigned. Tick several folders to give them one owner together.

Renaming and deleting a folder

A folder's menu offers Rename, Change owner…, Move to… and Delete. Deleting a folder deletes only the folder: the folders and records inside it move up one level, so nothing else is lost.

Seeing what you need

• Search finds records by name wherever they are filed.
• The All types menu narrows the list to one kind of record. Archived, its last option, shows archived records in one flat list.

A document's evidence folder

Keep a control's proof in one folder and name it in the document the control checks, on a line of its own:

Evidence folder: Security/Access reviews

Write the folder's path as the Library shows it, under the document's team; name up to three, separated by ;. Each time the control runs, it reads every file in that folder and the folders inside it, newest first, and each result says which file it rests on, that file's date, and what kind of proof it is: a document written in Alchex, an uploaded file with its own text, or a scan, screenshot or photo that had to be read from its image (weaker proof). A screenshot goes in the folder the same way as any file: drop the PNG or JPEG on the Library and move it there. It also says when nothing new was filed since the last run.

Filing new evidence re-runs the control: a few minutes after you move a file into the folder (or into a folder inside it), or replace a file kept there, every control whose document names that folder runs again, acting as you. Files filed together cause one run, not one each. A control that is switched off does not re-run.

If the folder is empty, the control fails and says the evidence is missing; if the path names no folder, it says the check could not run and that the path needs fixing. Because the line is part of the document, changing it is an ordinary edit, and the assistant or your own AI tool can set it for you.

From the assistant and your own AI tools

The assistant — and an AI assistant you connect to Alchex — can list your folders and what is in each, and create, rename, move or delete a folder, or file records into one, as you. It changes only what your role allows, and a delete made in chat waits for you to press Apply.