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Folders. Dozens and dozens of nested folders.
Categories are life changing.
To the extent you use a shared network and different versions of documents, I try to upload the latest version of any document that comes through onto our system, and make a note on the system about what version it is and who the comments came from. If I can’t upload it (if it’s an interim version and would just make it too confusing or something) I’ll write down the date and time the email with the document or whatever important information came through on a notepad, so I can quickly reference when I need it. Deal checklists/timelines are also super helpful - I as a Junior always helped put these together, and it kept me and everyone else on the deal really organized.
Use your document management system. Ours has a field code for comments where you identify something like “Version sent to Sellers 8/4/20”.
I have all the docs on Dropbox and create folders “Executed” “Drafts” (add the word FINAL when the version is final). Within the folders I sort by “modified”, so I can see the latest version. No need to rely on emails if every document is saved in a folder and I can easily see the latest version and run a blackline. I also strive to organize all the folders as it was a data room: “Incorporation”, “Bylaws”, “SH and BOD Actions”, etc.
She would ask me to run redlines against “the last version sent to X” and I’d have to sift through and find that email. Obviously that isn’t the best use of time and organizing and filing my emails better would make this task a lot easier. I use categories now to help me quickly identify docs sent out to the client, to op counsel, internal circulating drafts, etc. But wondering if anyone else who is an organization guru has any helpful tips? Thanks!
Do you find the sub folder approach to work when an email perhaps fits multiple categories? Do you file a copy in both folders?
I use a similar system on a shared network. The only things I do that are not already stated is I name each file with the date first, then type of file. so 2020-08-06; MTN - Motion to Dismiss Draft/Final Version. Sorting by date is a lot easier this way. We also have a folder for Documents, correspondence, pleadings and AWP to help pre-sort it for discovery.
Ow and if the transaction is really messy (esp if some mistakes have been made along the way), I’ll put together a timeline (a table with the date, name of the doc, what’s in the doc and whether there is a deficiency that needs to be corrected).
I echo everything that’s been said. Save in Sub folders entitled with the type of document you’re working on with the actual version of the document with the date received or edited in the document title and further notes in the document management system.
Outlook subfolders, but I also keep all drafts saved to their own network folder organized by deal and named to include the date. I couldn’t imagine trying to organize everything in Outlook.
Does your internal document system allow for versions of a document? If so I would label as sent to X party on Y date so when you’re asked to run a comparison you know which version was the latest.
Yes, and I do try to do that but sometimes the documents are flying so fast it’s hard to keep up! But, I’m getting better about that - the problem is that sometimes when others send out docs, they clear out the numbering system in the doc they send and so I can’t quickly see what version it was. It’s frustrating when trying to quickly organize, but I get why they might not want the client to see that we’re on version 7893... lol
Agree with what everyone else said. I also have my message view set to “view as conversations” which is way easier for me