# Document Center

Organizing your files and folders is one of the most critical things you can do to set your team up for a successful audit. Setting up a digital [file and folder structure](https://fieldworker.gitbook.io/fieldworker-docs/fundamentals/concepts/artifacts) can be pretty overwhelming, especially because there’s no one “right” way to do it. The way you organize your files and folders should depend on your specific needs, so it may look different from one agency to the next.&#x20;

This flexibility is what makes a good document center structure useful, though. The Fieldworker allows your agency to establish your structure.

**Files** are the basic unit of organizing your documentation on the system. A file can be a PDF, a Word document, a scanned form, a photo or video, an audio file, or a spreadsheet — to name a few. Files that contain text are sometimes referred to as documents.

A **folder** is a group (or collection) of files that go together. Just like manila folders in a file cabinet, folders help you organize multiple files. Folders can be empty. They can also contain other folders, which are called subfolders.

<figure><img src="https://1895083124-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFKFmA5xK4sMCcp1WP4Kc%2Fuploads%2Fb10GSX6eWHb8HUIgJwMs%2Fscreenshot-test.fieldworker.ai-2023.12.27-21_07_18.png?alt=media&#x26;token=0b924cc5-f897-4161-ab23-fa325a067bd4" alt=""><figcaption></figcaption></figure>

<details>

<summary>Artifacts uploaded in The Fieldwoprker App</summary>

The new Document Center brings together a unified view of all your artifacts whether they are MTs, or any other documents that may have been uploaded by your field staff.&#x20;

</details>

The Fieldworker [document center](https://fieldworker.gitbook.io/fieldworker-docs/fundamentals/pages/documents) brings together three distinct sets of documents into a single unified view.&#x20;

1. A company may have certain documents that are access-restricted and may only be visible to admins and/or managers.
2. The company may also organize documents related to policies, procedures, and client-related matters that may be made available to employees working with them.
3. The documents and artifacts that may have been uploaded by the field staff.

The document center will present and organize all of these in a known hierarchical structure for easy access, navigation, and organization.

<figure><img src="https://1895083124-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFKFmA5xK4sMCcp1WP4Kc%2Fuploads%2FrQZFPcNFznzLnSFNqOkj%2Fscreenshot-test.fieldworker.ai-2023.12.27-23_58_05.png?alt=media&#x26;token=e88cd070-fc67-4702-aa2d-f390dd28f22d" alt=""><figcaption></figcaption></figure>

The default document center view for an admin of a company that has subscribed to Document Center functionality has three root (top-level) folders. The folder named 'Secure' keeps all the confidential data that will only be accessible by other 'Admin' users.

The 'Public' folder contains files and folders that are available to every employee, subject to other restrictions that may be enforced based on the customers they are working with. This is also a folder where most employees can/will create their folder structure if needed. Only an admin user can create subfolders in the 'Secure' area.

The folder named 'Artifacts' presents a hierarchical structure providing a simple, elegant, and intuitive way to access all artifacts associated with your customers. This folder lists all artifacts associated with a customer, project, and/or tasks, following a structure where

* All customers accessible by the current user are listed at the first level under 'Artifacts'
* All projects of a customer, current or old, are then listed as a sub-folder under the customer folder
* Any documents directly associated with the customer are also listed as a file under the customer.
* All tasks under a project that have an artifact associated are then listed as a subfolder under the project.
* All files associated with a project that is not directly associated with any project are also listed in this folder.
* All files associated with the tasks are listed in their respective folders.
* All folders under 'Artifacts' are automatically created and can not be changed. You can also not add or remove any of those folders.

<details>

<summary>How to organize your files and folders effectively?</summary>

A good method is to think about the types of audits you might undergo and what’s needed for that. Do you get audited monthly or quarterly by an entity, IDD, Medicaid, etc? These are all important things to consider as you’re creating your folder structure.

Some agencies prefer to create a top-level folder for each year, and then subfolders for each category under that. Others find it more useful to create folders for each category and subcategory, with subfolders for different years.&#x20;

&#x20;For example, you might start by creating top-level folders for:&#x20;

* Assessment Evaluation
* Authorizations
* Consents
* Medical Details
* Personal Information
* Plans
* Progress Review

</details>
