> ## Documentation Index > Fetch the complete documentation index at: https://docs.within.ai/llms.txt > Use this file to discover all available pages before exploring further. # Naming conventions and taxonomy hygiene > The naming conventions and hygiene habits that keep your Process Index healthy — plus the numbered-folder convention that shapes how Advisor reasons about your processes. export const NeedHelp = () => Need help? Use the in-app chat — click the chat bubble in the bottom-right corner of Within (staffed 24×5) — or email support@within.ai. ; A well-organized Process Index makes everything downstream better — cleaner capture, more accurate analysis, and Advisor recommendations you can trust. This page covers the naming conventions and hygiene habits that keep your index healthy, plus a few gotchas that trip people up. ## How the hierarchy is meant to work Within organizes processes into a hierarchy, broadest to most granular: **Value Stream → Stage → Process → Activity → Task → Step** A few principles make this hold together: * **Each level is mutually exclusive.** A given piece of work belongs in exactly one place. If something feels like it fits in two folders, that's usually a sign the structure needs adjusting, not that you should duplicate it. * **Value streams don't nest inside each other.** They're the top-level, end-to-end flows (e.g., Procure-to-Pay, Record-to-Report). Keep them distinct. * **Everything should roll up.** Every low-level process should ladder up to a stage and a value stream. Detail that isn't connected to the bigger picture is hard to analyze and easy to lose. ## The numbered-folder convention (important) This is the one most people miss. Putting a number at the front of a stage/folder name tells Advisor the order the stages run in. Advisor reads that sequence when it does cross-process analysis — so a numbered structure gives it the flow of your value stream, not just a flat list. For example, a Record-to-Report value stream might be organized: ``` 1. Accounting & Close 2. FP&A 3. Leadership & Regulatory Reporting ``` Each numbered folder holds the processes for that phase. Because they're numbered, Advisor understands that Close comes before FP\&A, which comes before reporting — and its analysis, roadmaps, and sequencing reflect that real order. Number your stages in the sequence they actually happen (1., 2., 3. …). It's a small habit that meaningfully improves how Advisor reasons about your processes. Skip the numbers and Advisor has to guess at ordering. ## Naming conventions * **Name by the work, not the team or tool.** "Generate Invoice" travels better than "Sarah's invoice thing" or "NetSuite step 4." Names should make sense to someone outside the team. * **Be consistent across siblings.** If one stage is "1. Accounting & Close," don't make its sibling "FP\&A Stuff." Parallel structure makes the index scannable. * **Use clear, specific nouns/verbs.** "Validate Procurement Accrual" beats "Accruals." Specific names also help Within match new captures to the right existing process. * **Keep names stable once set.** Renaming churns the structure; agree on conventions early and stick to them. ## Common gotchas * **Same steps ≠ same process.** Two workflows with identical steps can still be different processes if their scope differs — e.g., filing sales tax in Louisiana vs. Oklahoma. Jurisdiction, entity, or objective defines the process, not just the mechanics. If related-but-distinct processes are collapsing into one, that's a signal to separate them (your VD lead can set up rules for this). * **Current State vs. a user-defined standard.** By default, captured processes reflect current state — how work actually happens today, continuously updated by new sessions. If you want a process to hold a fixed, human-approved definition instead (a "gold standard" that automated capture won't overwrite), that's a [user-defined standard](/user-docs/advanced/using-a-user-defined-standard). Setting it up is an advanced feature: there are prompts you can use to mark process nodes as static in the index so ongoing sessions don't change them. If you want to set this up, reach out to support through the in-app chat. * **Don't force depth you don't need.** Not every process needs activities, tasks, and steps. Go as deep as the work warrants — small teams may stop at the process level; large, fragmented teams need more layers to reach single-person ownership. * **Unmapped work won't appear.** During capture review, activities that couldn't be matched to a process are left out by default — if something's missing from the index, check whether it was confirmed and mapped. ## Keeping it healthy over time * **Review periodically.** As the org changes, prune stale processes, merge accidental duplicates, and re-parent anything that's drifted to the wrong place. * **Use the Process Index tools** to split, merge, move, or reorganize nodes rather than letting clutter accumulate. * **Lean on your Value Delivery lead for the initial structure.** A clean starting skeleton — value streams and numbered stages set up correctly — pays off across every capture and analysis that follows. ## Where to go next Find, filter, and explore your processes. Build and manage a multi-level index. 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