# Set up a shared project folder for your team

A project lead creates a group, builds the folder structure and gets three colleagues working in it, all before lunch.

**The situation.** A new project starts Monday. Four people need the same documents, and "I'll email you the latest version" has to stop.

**What you will use.** A [group](https://databeamer.eu/en/docs/groups/groups) inside your organisation, and its [Drive](https://databeamer.eu/en/docs/files/upload-and-organise).

## 1. Create the group

Choose **New group** at the bottom of the groups rail. Pick your organisation, name the group after the project and add a one-line description. Add your three colleagues under **Members**. If your organisation uses group types, pick the right one.

You become the group's **Owner**. Every member can read everything in the group, and nobody outside it can. How that works is described under [Groups](https://databeamer.eu/en/docs/groups/groups).

## 2. Build the folder structure

Open the group's **Drive** and create folders with **New folder**: for example "01 Contract", "02 Working files", "03 Deliverables". Decide on the structure now; moving things later is easy with **Move to folder**, but agreeing on it early saves confusion.

## 3. Upload what you already have

Choose **Upload › Folder** to bring in an existing folder from your computer in one go, or drag files into the right folder. The **Uploads** panel shows progress. Everything is encrypted on your device before it leaves.

## 4. Add a journal for decisions

Choose **New journal** and name it "Project log". Ask everyone to write a dated entry for each decision or meeting. Tags such as `#decision` or `#client` make the log searchable later. See [Journals](https://databeamer.eu/en/docs/files/journals).

## 5. Tell the team where things are

Post a short message in the group's **Chat**: the folder structure, the journal, and the rule that project files go here and nowhere else.

## What your colleagues see

The group appears in their groups rail. Its Drive shows the same folders and files you see, decrypted on their device. They can upload, rename and move like you; only **Settings** is limited to owners and admins.

## When the project changes

- Someone joins: **Settings › Members › Add member**. They see everything in the group right away.
- Someone leaves: remove them. The key rotates automatically; only if a **Key rotation required** banner appears instead, choose **Rotate now**. See [Offboard someone who left](https://databeamer.eu/en/docs/groups/offboard-someone-who-left).
- The project ends: **Archive group** keeps everything readable but read-only.