Avoid losing documents by managing your files in Notion

Dodge the dumpster fire of scattered files by creating a centralized hub for all your team's information and assets.

Create a customized docs database adapted to how your product team works.

Why is file management so important to improving a team’s productivity?

Organizing your files in a centralized knowledge base promotes productivity, creates clarity, and streamlines workflows by establishing a single source of truth that team members can easily access.

Create knowledge bases like wikis and docs to pool information in one centralized, standardized place.

In Notion, you can create a file management system that's customized to your needs —categorize and manage files in a way that fits your needs. And it's connected to your team's existing dashboards, project roadmaps, process docs, and more so it's easy to use.

Connect files to team dashboards, project roadmaps, process docs, and more.

How to use Notion for file management

  1. Sign up for Notion and invite your team.

  2. Create a database where all your files will live.

  3. Start adding files and adding custom properties, like file type, owners, or last updated date.

  4. Share with your teammates as collaborators.

We use properties to designate the type of document in our shared database.

Build a central document repository to streamline file management

Create an easy-to-access knowledge hub to provide teams with self-serve information and improve their productivity


What’s the best file management software?

While this depends on your needs, the most popular online file management options include:

  • Microsoft OneDrive

  • Google Drive

  • Notion

  • Dropbox

  • Box

What’s an example of file management?

Examples of file management systems include:

  • Knowledge bases that contain self-serve information for internal or external users

  • Team wikis that store all team knowledge and resources like code snippets and design systems

  • Dashboards for teams and projects that contain important at-a-glance information to keep stakeholders and team members aligned

What’s essential for good file management?

The main components of a file management system are the:

  • File system

  • File manager

  • User interface

These components let you:

  • Organize files into folders and subfolders

  • Access and control version history

  • Delete files

  • Back up documents 

  • Review and update files

  • Maintain fine-grained control over access permissions to manage file sharing

Above all, pick one that’s flexible enough to fit your team’s needs.