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Organizing Documents

Organize documents in Muin with folders, tags, categories, and smart collections. Filter, sort, and manage your document library at scale.

Muin’s document library supports multiple organization methods. Use whichever combination fits your workflow — folders for structure, tags for cross-cutting labels, and smart collections for saved searches.

Folders

Create a folder hierarchy to mirror your organization’s structure:

  1. In Documents, click New Folder in the sidebar
  2. Name the folder and select its parent (or leave at root level)
  3. Drag documents into folders, or move them via the document’s ⋮ menu → Move

Folders support up to 5 levels of nesting. Documents can exist in only one folder at a time; use tags for documents that belong to multiple contexts.

Folder Permissions

Folder-level access control is inherited from the module. Admins can restrict specific folders to specific roles — for example, limiting an “HR Confidential” folder to HR Managers only.

Go to the folder → ⋮ → Folder Permissions to configure.

Tags

Tags let you label documents across folder boundaries:

  1. Open a document
  2. Click + Add Tag in the right panel
  3. Type a tag name and press Enter (tags are created on first use)

Tags are searchable — click any tag to filter the library to all documents with that tag.

Common tagging patterns:

  • By status: draft, approved, archived
  • By project: q1-audit, board-2026, grant-xyz
  • By type: contract, invoice, certificate, policy

Smart Collections

Smart collections are saved searches that update automatically as documents are added:

  1. Set up a filter in the document library (e.g., “All PDFs tagged contract uploaded in the last 30 days”)
  2. Click Save as Collection
  3. The collection appears in the sidebar and always shows current results

Smart collections are personal by default. Admins can publish them as shared collections visible to all users.

Bulk Operations

Select multiple documents using the checkbox column, then use the Bulk Actions menu to:

  • Move to folder
  • Add or remove tags
  • Change status (Draft / Active / Archived)
  • Export as ZIP
  • Delete

Sorting and Filtering

Use the toolbar controls to sort by:

  • Upload date (newest / oldest)
  • File name (A–Z / Z–A)
  • File size
  • Last modified

Filter by:

  • File type (PDF, Word, Excel, image, other)
  • Upload date range
  • Tags
  • Processing status (Unprocessed / Processed / Needs Review)
  • Uploader

Archiving

Archive documents you no longer need in daily workflows but want to retain for compliance:

  • Archived documents are hidden from the default library view
  • They remain searchable via Show Archived filter
  • They appear in audit logs and are included in compliance exports

Documents are not deleted when archived — use Delete explicitly (and confirm) to permanently remove.

Next Steps