Guide: organise & maintain the library

Folders, moves, renames, and the habits that keep a systemHUB library navigable as it grows. Bodies are abridged and illustrative — full contracts in the tool reference.

The shape of a good library

systemHUB libraries work best organised by department, in run-order, with numbered folder prefixes so the tree reads top-to-bottom:

1. Marketing
2. Sales
3. Client Delivery
4. Finance
5. HR
6. Operations

Documents inside are named as actions (“Onboard a new client”, “Reconcile the weekly payments”) — a title should say what running the system achieves.

Working with folders

Each section has its own folder tools:

→ create_folder          { "parent": "root", "title": "3. Client Delivery" }   // Systems
→ create_policy_folder   { "parent": "root", "title": "HR Policies" }          // Policies
→ create_training_folder { "parent": "root", "title": "New Starter Training" } // Trainings

Rename with rename_system_folder / rename_policy_folder / rename_training_folder; relocate documents with move_system / move_policy / move_training.

Rule: read before you restructure. Always get_folder_tree first and confirm with the user before bulk moves — folder structure is something teams navigate by muscle memory, and a “tidy up” an owner didn’t ask for is a regression, not a favour.

Keeping states honest

The review cycle runs on document states (see Document lifecycle):

• New AI drafts → state: 1 (ORANGE) so a human reviews them.
• A useful maintenance sweep: walk the tree for state: 2 (RED, overdue) documents and report them by owner — that’s the library’s review debt.
• Don’t set documents to GREEN (state: 3) yourself unless the user explicitly says the content is approved. Approval is a human call.

Master templates

Trees include master-template content (isMasterTemplate: true) supplied from the master workspace: browsable for reference, never editable — edit/move/publish/delete all fail, and get_*_details returns 404 on them by design. When a user wants “their own version” of a master template, read the template’s structure from the tree, then create a fresh document in their folders and author it for their business.

Tags

add_document_tags / remove_document_tags attach tags to any document — useful for cross-cutting views the folder tree can’t express (e.g. tag everything touching a software tool, a compliance regime, or a client type). Keep the tag set small and deliberate; fifty ad-hoc tags are worse than none.

Learning tracks

For trainings, create_training_learning_track / edit_training_learning_track / remove_training_learning_tracks group training documents into ordered tracks (e.g. “New starter week 1”). Pair with get_document_training_progress to report completion per track — see the auditing guide.