Automate document archiving

How to set up an automated document archiving?

Anne-Thaïs avatar
Written by Anne-Thaïs
Updated over a week ago

🎉Tomorro saves you time in the daily management of your contracts and documents, especially thanks to the possibility of automating the archiving of your documents.

🎉Thus, you can define a rule according to which such or such type of contract will be automatically stored in a such or such folder of your contract library.

🎉And above all, you can avoid having to manually file contracts in folders!

This feature is available in PRO and ENTERPRISE plans only.

⚙️ How to define a main folder?

The automatic archiving of contracts or documents is set from the templates. As you can see, the templates are all the types of documents that you manage in Tomorro, so you have to go to the root.

1- Go to Templates

Tab accessible from the main menu on the left, and open the desired template.

2. Folder section

On the right side of the template interface, in the "Details" tab, there is a "Default folder" section.

💡 Without any intervention on your part, the default folder is your "Repository"; all documents attached to this template will therefore automatically be stored in the Repository space, i.e. they will not be stored in a specific folder and will therefore only be accessible to the owner of the project template.

They can, of course, be moved later. However, we recommend that you create initial parent folders in order to add access rights to them, in place of the initial repository. These rights will then be automatically inherited by all new dynamically created folders.

3. Choose a destination folder

  • By clicking on the "Repository" folder, you can choose a specific folder from the list of folders available to you.

  • Simply click on the desired folder.

You can also create a new folder by clicking on the "+ Create new folder" shortcut.

You will be asked to enter :

  • A parent folder (the folder's location in the contrathèque)

  • The name you wish to give the folder.

4. Add a dynamic subfolder

This step is not compulsory, but allows you to sort documents automatically and with greater precision.

👉 Adding a dynamic sub-folder allows you to add an additional level of sorting in the document archive according to a criterion of your choice (by co-contractor, by creator, according to one of your custom fields...).

1️⃣ Click on "Add a dynamic sub-folder".

Important - Recommendation: We recommend to use all fields types but text ones.
Indeed, text fields will make the dynamic subfolder sensitive to case-sensitive.
Writing a word used to create dynamic subfolder with capital letters or not will create different subfolders.

2️⃣ Type "@" to add and use a field.

3️⃣ Select the field of your choice. For example, "Co-contractor".

ℹ️ In a dynamic subfolder :

  • You can insert text before and after a field.

  • You can combine several fields.

The changes are saved automatically ✅

🙌 The impact in the repository

Have you set default folders for one of your templates?

Here's what will happen:

  • All new contracts, regardless of their status, will automatically be stored in this folder:

    • Contracts with a signed status will be visible in the folder in question, accessible from the contract library

    • Contracts in progress (draft, negotiation or signing status) are considered in the folder, but physically, they will remain in the "Ongoing negotiations" tab and will automatically be stored in the folder in the repository - i.e. they will appear there as a new line - once signed.

Thus, all members who have access to a folder will have access by default to the contracts under negotiation (even if they do not 'physically' appear in the file) and to the signed contracts.


The pre-configured path is as follows:

As a result, 2 dynamic sub-folders are created within the "Sales" folder, in which the documents corresponding to each contracting party are stored.

Who has access to these new folders?

By default, the owner of the project template will be the owner of all new folders created dynamically in this way. It will also be the only one added directly to these new folders.

If new projects are created in an existing parent folder, access rights are automatically inherited in all child folders.

Thus, if the first folder remains the Repository, only the owner of the project template will have default access to all newly created folders, since no access rights can be added, and therefore inherited, from this source level.

We therefore advise you to create parent folders and use them as the first level of dynamic folders, so that you can add access rights to them, which can then be inherited by all new sub-folders.

To find out how to manage access and add groups/members, and thus give access to the contracts that are/will be stored in this folder, go to this article.

In the special case where the owner of the template does not or no longer have access to the location where the new folders should be created, then the owner of the parent folder will automatically be the owner of the new folders created in its place.

Available in PRO and ENTREPRISE plans only

Did this answer your question?