Folder structure in Adminflow

Posted by:
Stephen Øyhovden
on
June 14, 2022

When the company uses Adminflow, the company has access to a separate document center. Basically, there is only one folder here: Boardroom. Only those with access level Company admin and Board members see this folder. The same applies to the Signed Documents folder, which is automatically generated when you sign your first document.

Tips for folder structure in Adminflow
As mentioned above, you start with an almost blank canvas when you start using Adminflow. This means that you can build the structure you want by adding new folders, subfolders and documents. However, we have some recommendations for it to be a good user experience for you, and easy to find for your investors (and other stakeholders you may let in).

Folders available to everyone
We recommend that you create a separate folder for Investor Information. Then all investors know where to look for reports etc. meant for them.

Feel free to also create a separate folder for General Meetings, so that that information is gathered in one place. Then it is also easy to go back to find important documents.

Folders for the board
In the boardroom, we recommend creating a folder for each board meeting, so that you always have all of the protocols, notices and case documents.

Documents related to capital increases etc. are required to be stored for 10 years, so we recommend that this documentation is also stored in Adminflow, preferably in a subfolder in the Boardroom.

Signed documents

Each time you sign a document, a signed copy will be created and placed in Signed Documents. As mentioned, this is not visible to everyone - only to those who have access to the Boardroom.

If you have created a signature assignment, for example on a board protocol, where several people must sign, this will not end up in Signed documents until everyone has signed.

Do not create a problem for yourself and the investors

Some investors contact us because they do not find their way into the companies' portfolio structures. That is why we have written this article, and everyone benefits from the fact that it is a neat layout that is easy to find.

Try to avoid putting documents to be shared with everyone in the Boardroom, using the document center as a storage space for "all kinds of documents" and try as far as possible to use folders with understandable names.

Remember: Who has access to what you control under Access control. Remember that if someone has been added as an Investor in Under Shareholders, you must actively go in and give them additional access, for example if they are also a board member. You can also manually adjust what the individual groups should have access to, but it should not be necessary in the first place.

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