Introducing Virtual Folders in oneVault

Intelligent document grouping powered by metadata

Finding documents quickly should not depend on remembering where they were filed. In many systems, folder structures become deep, inconsistent, and difficult to maintain over time.

With Virtual Folders, oneVault introduces a smarter approach: folder structures generated dynamically from document metadata.

What are Virtual Folders?

Virtual Folders in oneVault are created automatically using document metadata rather than physical storage locations.

Instead of manually placing documents into folders, oneVault:

Reads the metadata assigned to each document
Groups documents dynamically based on that metadata
Presents them in a clear, logical folder structure
The result is a live, intelligent view of your documents that always remains in sync with your data.

Metadata-driven structure, up to five levels deep

Virtual Folders can be configured with up to five hierarchical levels, with each level mapped to a metadata field.

For example:

Level 1: Discipline
Level 2: Document Type
Level 3: Designer
Level 4: Status
Level 5: Issue Reason

As metadata changes, documents automatically move to the correct location within the Virtual Folder structure. No manual intervention is required.

Why this approach is powerful

1. No duplication, no manual filing

Documents are never copied or moved. They are grouped virtually, ensuring:

A single source of truth
No version conflicts
Zero duplication

2. Always accurate and up to date

Because Virtual Folders are metadata-driven:

New documents appear automatically
Metadata changes instantly reposition documents
Structures remain consistent across users and teams

3. Designed for real-world workflows

Metadata reflects how organisations actually work. Virtual Folders adapt naturally to:

Disciplines
Phases
Compliance categories
Document lifecycles

Clear benefits for users and administrators

Faster navigation

Users browse documents in a way that matches their mental model, without needing to understand complex storage paths.

Reduced administration

There is no need to manually reorganise folders or enforce rigid filing rules.

Consistent structure at scale

As document volumes grow, the structure remains predictable, controlled, and easy to manage.
 

Typical use cases

Virtual Folders are ideal for:

Construction and engineering

Automatically organise documents by discipline, document type, and status.

Compliance and regulated environments

Group documents by status, approval stage, or retention category.

Client portals

Present clean, logical folder structures driven entirely by metadata, without exposing internal storage logic.

Security and permissions remain enforced

Virtual Folders fully respect oneVault’s security model, including:

User permissions
Role-based access
Audit trails
A document will only appear in a Virtual Folder if the user is authorised to see it.

Available now in oneVault

Virtual Folders are available now in oneVault and can be configured to match your organisation’s metadata standards.

If you would like assistance designing a Virtual Folder structure or mapping your metadata fields effectively, the oneVault team will be happy to help.