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Organizing content: folders, upload, and moving

A repository is only useful if you can find things in it. This guide goes beyond the basics of the Quick Start Guide: how to plan the folder structure, upload content, tag, move items in bulk, and choose the right way to organize each thing.

Who can: creating folders, uploading files, tagging, and moving are actions for the owner, admin, or member. Viewers browse and download, but don't reorganize.

Plan the structure before you fill it

Before uploading files, decide how the project will be organized. The most useful criterion is usually by theme, phase, department, or entity — whatever makes sense for the team — instead of dumping everything at the root.

Structure examples:

  • Construction: Plans / Reports / Photos / Contracts
  • Marketing: Campaigns / Brand Assets / Analytics / Templates
  • Clinic: Patients / Exams / Reports

And ask yourself, for each piece of content, what the right form is to store it (see the table at the end): a loose file, a structured Record, or a File Link that points to an original.

Folders and hierarchy

  1. In the Content tab, click New folder
  2. Give it a name and confirm
  3. Create subfolders within folders to build the hierarchy
  4. Navigate by clicking folders; use the breadcrumb at the top to go back to earlier levels

For automation, an assistant via MCP creates nested paths all at once (e.g., Patients/John/Exams), reusing folders that already exist — the operation is idempotent.

Upload the content

With the folders ready, add content inside the destination folder:

  • Files — click Add file or drag and drop; a wide variety of formats (PDF, Office, images, CAD/BIM, archives). The size limit depends on the plan.
  • Links — add video, audio, or web links as project items.
  • Markdown documents — create formatted text right in the editor (Pro plan).

Tag folders and items (tags)

Folders and items can carry key-value tags — free-form metadata such as {"patient": "John", "type": "US"}. Tags are what make it possible to search and filter the repository later (see Content search and discovery). Standardizing the values (preferably via Records) keeps the search reliable.

Move and reorganize

Structure evolves — and reorganizing doesn't mean recreating:

  • Rename — items and folders can be renamed at any time, through the interface.
  • Move an item — send an item to another folder.
  • Move all the content of a folder — instead of item by item, move everything in a folder to another one at once.

Note: moving is currently an operation available only via AI/MCP — the web interface lets you create, rename, and delete, but not move items between folders. Ask a connected assistant (see the next section).

Moving or renaming does not break File Links: internally they hold a reference to the source file itself, not to the path or the name. See File Links: symbolic references.

Organization at scale (via AI / MCP)

To structure a lot of content at once, an assistant connected through the Sutram MCP Server does in bulk what the interface does item by item — and is the only path for moving content: creating folder hierarchies, uploading files in bulk, applying tags, and moving items or the entire content of a folder. Examples:

  • "Create the structure Clients/ACME/{Contracts,Notes,Meetings} and upload these files into the right folders."
  • "Move everything in Drafts to the Archived folder."

The reference for these tools is in the Sutram MCP Server Guide.

Choose the right organization tool

You need to… Use
Store files grouped by theme Folders
Entries with consistent fields and automatic numbering Records
The same file accessible in multiple places, without duplicating File Links
Filter and search by metadata Tags

Tips

  • Less root, more folder — avoid accumulating loose items at the root; group from the start.
  • Predictable names — a naming convention makes it easier to find and move things later.
  • Tags from creation — tagging on upload is cheaper than organizing everything afterward.
  • Reorganize without fear — moving and renaming preserve versions, comments, and File Links.

Frequently Asked Questions

Q: Does moving a file lose the version history or the comments?

A: No. Moving and renaming preserve the content, the version history, and the comments — only the place in the structure changes.

Q: Do I need to recreate the folder to move it somewhere else?

A: No. You move the item (or the entire content of a folder) to the new location, without recreating anything — ask a connected assistant via MCP, which is where moving is available today.

Q: What's the difference between a regular folder and a Record?

A: A regular folder has only a free-form name. A Record is created from a category, with validated metadata and an automatic slug. Use folders to group; use Records when the fields and the identification matter (see Records and Metadata).

Next Steps

  • Records and Metadata — when to structure content instead of storing loose files
  • File Links: symbolic references — for the same file to appear in multiple places
  • Content search and discovery — how to find what you organized

Document Version: 1.0 Last Updated: July 2026 Author: Sutram Development Team

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