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Document management system or DMS. Automation software to archiving and efficiently manage  and information files. Knowledge and documentation corporate. Internet Technology Concept.

<h3>Intelligent document grouping powered by metadata</h3>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. <h3>What are Virtual Folders?</h3>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.<h3>Metadata-driven structure, up to five levels deep</h3>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.<h3>Why this approach is powerful</h3>1. No duplication, no manual filingDocuments 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 dateBecause 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 workflowsMetadata reflects how organisations actually work. Virtual Folders adapt naturally to:Disciplines Phases Compliance categories Document lifecycles <h3>Clear benefits for users and administrators</h3>Faster navigationUsers browse documents in a way that matches their mental model, without needing to understand complex storage paths.Reduced administrationThere is no need to manually reorganise folders or enforce rigid filing rules.Consistent structure at scaleAs document volumes grow, the structure remains predictable, controlled, and easy to manage. &nbsp;<h3>Typical use cases</h3>Virtual Folders are ideal for:Construction and engineeringAutomatically organise documents by discipline, document type, and status.Compliance and regulated environmentsGroup documents by status, approval stage, or retention category.Client portalsPresent clean, logical folder structures driven entirely by metadata, without exposing internal storage logic. <h3>Security and permissions remain enforced</h3>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.<h3> Available now in oneVault</h3>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.

Introducing Virtual Folders in oneVault

oneVault

oneVault is a UK‑based SaaS provider offering a Common Data Environment platform that centralises project information, streamlines collaboration, and ensures secure, version‑controlled access for teams. The company has 21+ years experience, aiming to simplify data management across all major sectors. Adding the Brand Asset Portal and scanning/digital archive services to the suite only adds to their market presence.