Purpose

You can restrict access to contracts saved in LegalOn to specific users using Folders. This article provides a step-by-step guide on how to use Folders.

1. What is Folders?

Folders in LegalOn allow Admin or Admin (Owner) users to create groups of contracts that are only accessible by users with the appropriate permissions. Users can filter their contract lists by the folders they have access to and select the desired folder from the permitted list when uploading contracts. Additionally, Admins or Admin (Owner) can grant new users access to specific folders either during folder creation or from the user list screen.

Note:

When Folders are enabled for an organization, a default folder named "General" is automatically created:
- All contracts in the organization at the time Folders are enabled will be assigned to the "General" folder.
- All users who exist in the organization at the time Folders are enabled will have access to the "General" folder.
Folders can only be applied to Contracts. However, they cannot be applied to LegalOn templates or My templates.

2. How to create a new folder

Step 1: Go to [Admin Settings] → [Folders] → [Create folder]

Step 2: Enter a name for the folder, then click [Create]

Step 3: Select the users to be added to the folder by checking the boxes next to their names, then click [OK]

You can also select disabled users by switching to the [Disabled Users] tab

If you don’t select any users when clicking [OK], a folder with no members will be created

Then, the folder will appear in the folder list once it is created

Note:

To manage Folders, you need either "Admin" or "Admin (Owner)”
You cannot create a folder with the same name as an existing folder.

3. How to rename, edit, or delete a folder

Step 1: Open [Folders] and click the [···] button next to the folder you want to edit or delete

Step 2: Select the appropriate action from the menu (Rename, Edit, or Delete)

Note:

You cannot delete the default "General" folder.
To delete any other folder, first remove all contracts from that folder, then proceed with the deletion.

4. How to grant user access

Step 1: Open [Manage users]

Step 2: Click the [···] button next to the user you want to modify, then select [Grant folder access]

5. How to filter the contract list

Step 1: Open the Dashboard and click [Filter]

Step 2: Select [Folders]

Note:

In Step 2, only the folders you have access to will be displayed in the [Folders] list.

6. How to upload contracts to a created Folder

Step 1: Open the upload screen and upload the contract

Step 2: Select the folder for the upload destination

💡You can follow the same steps to select the upload destination folder when uploading from the Dashboard or Word Add-in

7. How access is restricted by Folders

Only contracts uploaded to the folders you belong to will appear in LegalOn.
If you open the preview URL of a contract in a folder you don’t belong to, an error message will appear, and you won’t be able to view the contents or use LegalOn features.
Users who aren’t assigned to any folder cannot upload contracts to LegalOn.