The irony of all that setup and permission setting of ShareFile, a client's family wealth office manager volunteered to help me reorganize ShareFile folder structure because not only was I forcing her to do my work by retrieving pdf's online or scaning but I was turning her neatly organized paper and computer folders into a jumbled cloud shoebox. (there are separate ShareFile folders for each of 2 trusts, 1 family partnership LP, 2 kids, and the parents. Under that folder by year etc as dsecribe above. Another set of folders at highest level for Fed only copies for lender requests.
She explained how her personal cpa also uses a portal, PowerVault?, but has subfolders by year, within that by the same tax return categories as the cpa's web organizer. The office manager enjoys completely filling in the web organizer.
Stumped me for a bit but then realized that of course throwing all the pdfs to be ocr'd into a single folder would seem nutty to a someone used to efficiently organizing paper documents or documents to be manually input.
I showed her how the physical sequence of pdfs is irrelevant when they're OCR'd and then bookmarked automatically, as long as the docs are properly sequenced themselves. If you're not using OCR to create the bookmarked pdf workpaper set, I could see a slight advantage having the pdfs organized by category. But using a tool like Tic Tie Calc it just take a few minutes more to mover the docs around into desired sequence.
I kept my mouth shut and did not mention that modern doc management systems don't try to mimic paper filing systems. They use meta data, tags, filters, sorting to organize docs.