Introduction to the document archive – Manage documents and folders

Table of contents

• 1. Overview, permissions, and system folders
• 2. Create a folder (and private folder)
• 3. Upload documents and folders
• 4. Rename an uploaded document
• 5. Share documents and view sharing history
• 6. Copy, duplicate, and copy file link
• 7. Move documents and folders
• 8. Export and download documents and folders
• 9. Storage capacity in Boardeaser

1. Overview, permissions, and system folders

When you click Documents > All documents in the left menu inside the Boardroom, you will find all documents and folders that you have access to based on your user role in the organization. Click the name of a folder or file to open it.

Read more about user roles in our guide on Standard roles, or learn how to switch between different archive views (such as Documents overview and Latest documents) in Overview, history, and trash in the document archive.

Folder access

In all views, you can see how many people in the organization have access to view and edit a folder. By clicking Access, you can also see exactly who those individuals are.

Check if a document is e-signed

To check whether a file in the document archive has been signed, hover your mouse cursor over the file icon – if the document is signed, a notice will appear indicating that it is e-signed.

Automatic storage from meetings and Compliance

In addition to allowing you to create folders and upload files manually, Boardeaser automatically saves documents from other parts of the platform into dedicated folder structures. For example, meeting agendas, attachments, and minutes are automatically stored under Meetings, and documents uploaded in Compliance are automatically saved in the Corporate Formalities folder.

2. Create a folder (and private folder)

To organize the archive, click the Create Folder button, enter a folder name, and confirm. If you want to create a subfolder, open the parent folder first and follow the same steps.

Create a private folder: When creating a folder, you can check Make private so that only you and selected users can view the folder. Learn more in the guide Private folders and folder permissions in the document archive.

3. Upload documents and folders

You can either drag and drop individual files or entire folder structures with subfolders directly into the document archive, or click the Upload documents button in the upper right corner.

Full step-by-step instructions, a video tutorial, and tips on migrating from another system can be found in the guide Upload documents and folders to the document archive.

4. Rename an uploaded document

You can easily change the file name of uploaded files or folders directly in the document archive:

1. Go to Documents > All documents, click the three dots icon (···) next to the file or folder you want to rename, and select Edit.

2. Enter the desired name and click Save.

5. Share documents and view sharing history

You can send a direct link to selected documents via email to invited users in the organization:

1. Click the three dots icon (···) next to the file (or select multiple files) and choose Share file.
2. Select which people should receive an email with a link to the selected documents.
3. To see who has historically been shared a document, open Share file and click Sharing history to view a list of names and invitation dates.

6. Copy, duplicate, and copy file link

Via the three dots icon (···) on a file or folder (or by selecting multiple items using the checkboxes on the left and using the top toolbar), you can:

• Duplicate: Immediately creates a copy of the file or folder directly below the original in the same view.
• Copy & Paste: Copies the item to your clipboard. Navigate to any folder or subfolder and click Paste [name] at the top (or select Paste via the three dots icon).
• Copy link to file: Copies the direct URL to an uploaded file so you can paste it into an email or meeting agenda.

7. Move documents and folders

To reorganize the archive, check the boxes to the left of the documents or folders you want to move, then click Manage selected documents and folders > Move selected documents and folders (or Move in the top toolbar):

Open the destination folder and confirm by clicking Move. To navigate back up the folder structure, click the highlighted breadcrumb path at the top.

8. Export and download documents and folders

With just a few clicks, you can download selected files and folders – or your entire document archive – as a compressed .zip file to your computer:

• Download selected folders (e.g., all meeting documents): Check the box to the left of the desired folder (such as the Meetings folder to download all e-signed minutes and attachments) and click Export.
• Download the entire document archive: Click the top-left Select all checkbox to select all folders and files, then click Export.

9. Storage capacity in Boardeaser

Each organization has 20 GB of storage capacity in Boardeaser by default. If you need more space, you can easily expand it by contacting sales@boardeaser.com.

To see how much storage space is currently being used, go to Documents > All documents and scroll to the bottom of the page – your used storage capacity is displayed below all folders and documents.