Remindax gives you five organising layers — Companies, Departments, Folders, Tags, and Document Types — and the right way to use them is to map each layer to a single concept in your business. The cleanest setup uses: Companies for separate legal entities or clients, Departments for internal teams (and the context where new items land), Folders for primary filing, Document Types for the kind of document (mandatory anyway), and Tags for cross-cutting groupings.
Pick the right layer for the job
| Use this layer | When you need… | Don't use it for… |
|---|---|---|
| Company | Fully separated data — different clients, legal entities, branches | Internal teams (use Departments) |
| Department | Internal teams or functions (HR, Finance, Legal) | A single client's items (use Tags or a Company) |
| Folder | Your primary filing structure | Cross-cutting groupings (use Tags) |
| Tag | Flexible cross-cutting groupings (urgency, quarter, theme) | The "kind" of document (use Document Type) |
| Document Type | The category/nature of the document (required) | Status or priority (use Tags) |
A reminder typically has one company, one folder, one document type (required), one department (set by the currently selected department at creation), and many tags.
Common patterns
Pattern A — Single business, single team
Most small teams need: default company (rename "General" to your business), one or two departments with one set as the default, folders by document kind (Insurance / Permits / Contracts), the standard document types, and tags for urgency. Skip multiple companies entirely.
Pattern B — Multi-client agency
Each client gets a company (fully separated). Within each company, folders by document kind, departments by your internal team servicing the client, document types as usual. Set each company's allotted share of items/contacts/storage from your account's overall subscription pool.
Pattern C — Multi-entity group
Each legal entity gets a company (compliance separation). Departments mirror your group org structure. Folders and document types as needed per entity.
Pattern D — Multi-site operations
Single company, folders per site, departments for operational teams (Facilities, Compliance), tags for cross-site categories (urgent / Q3 / under-review).
Decision flow for a new reminder
- Which company? — switch to the right top-right company first. Each company is fully isolated.
- Which department? — work in the right department context, because new items inherit the currently selected department at creation.
- Which folder? — your primary filing location inside that company.
- Which document type? — required; the document's nature.
- Which tags? — optional; any cross-cutting labels.
- Custom fields? — for data values specific to this item (Bank, City, Limit).
What to avoid
- Don't multiply companies for internal teams. If everyone in the org works together, one company with departments is much easier than separate companies — companies share nothing.
- Don't over-tag. Tags lose meaning if every user invents their own. The Tags page is master-user only, but Editors can create tags on the fly from the reminder form — agree on a naming convention or the list grows unmanageably.
- Don't make a document type per project. Document Type is the kind of document (License, Contract, Insurance). Project-specific labels are tags.
- Don't use folders for cross-cutting groupings. A reminder lives in one folder — if you need it in multiple buckets, that's what tags are for.
- Don't proliferate departments. They're meant for real org structure, not for every working group. Adding a department also requires updating user permissions per user per company.
What happens next
- Your import file can carry document type, folder, tags per row (and document types are auto-created if a row's
doc_type_namedoesn't exist). See Import failed or partial import. - Reports and Explorer filters get more useful as your structure matures.
Edge cases & gotchas
- Each company is fully standalone. Tags, document types, departments, contacts, users, and templates don't carry over. Plan before splitting.
- Plan limits are account-level, allotted per company. Adding a company doesn't automatically grow your contact or item allowance — you slice it from the pool.
- Document Type is mandatory. Don't skip it; it drives reporting.
- Department comes from context, not a dropdown on the reminder form. Make sure your team works in the right department before creating items.
- A reminder lives in one folder. Tags are how items appear in multiple cross-cutting groupings without duplication.
Related questions
- What's the best way to organise items by client? If clients should be fully separated, give each its own company. Otherwise use a folder per client and/or a tag per client.
- Should I create a folder or a tag for "urgent"? A tag — urgency cuts across folders.
- Should each project have its own document type? No — Document Type is the kind of document. Use a tag for the project.
- Companies, Departments, Folders — what's the difference? Companies are standalone workspaces; Departments are internal teams within a workspace (context for new items); Folders are filing locations for items.
- What sets a reminder's department? The currently selected department when the item is created — not a field on the form.
Related articles
Folders vs Tags vs Departments vs Document Types · Manage Document Types · Manage Tags · Manage Folders · Manage Departments · Companies & Workspaces explained · My Subscription