Define Folder Templates

Documents - Folder Templates

The Documents application enables you to define folder templates that will allow you to classify the different documents relating to your contacts and the job carried out by your firm staff.

A folder template containing a folder structure that will be available in the Documents tab on the page of the contacts or jobs that are linked to the folder templates.

You can define a folder template per entity type or job type. If you want to use a single folder template for all your contacts and another folder template for the jobs, you can define a default folder template for all entity types and a default folder template for all job types.

Contents

Add a folder template

To add a folder template, proceed as follows:

  1. Click Settings > Documents.
  2. Click Folder Templates, then the Contacts or Jobs tab.
  3. Click the Add Template button.
    The Add Template dialog box displays.
  4. In the Entity type or Job type list, select the entity type or the job type for which you want to add a folder template.
    • When a folder template exists for an entity type or a job type, it no longer shows in the choices available on the list.
  5. In the Name area, enter the name of the folder template.
  6. If you want to use the folder structure defined for another folder template, select it in the Copy Folder Template list.
  7. Click Save.
  8. Click the created folder template.
    The page Folder Templates - Contacts or the page Folder Templates - Jobs displays.
  9. Define the folder template structure.
  10. Click Save.

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Modify a folder template

To modify a folder template, proceed as follows:

  1. Click Settings > Documents.
  2. Click Folder Templates, then the Contacts or Jobs tab.
  3. Click the folder template that you want to modify.
    The page Folder Templates - Contacts or the page Folder Templates - Jobs displays.
  4. Make the required modifications. To learn how, consult the Define the folder template structure section below.
  5. Click Save.

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Delete a folder template

You can delete a folder template only if it is not in use, i.e., if no file relating to a contact or a job is saved in one of the folders in the template.

To delete a folder template, proceed as follows:

  1. Click Settings > Documents.
  2. Click Folder Templates, then the Contacts or Jobs tab.
  3. Click the icon of the folder template that you want to delete.
  4. Click Yes to confirm.

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Define the settings of a folder template

When the Folder Templates - Contacts or Folder Templates - Jobs page is displayed, you can define the following folder template settings:

  • Using a default folder template: if you want a default folder template to be used for all entities or job types, select the check box Set as default.
  • Template folder structure: add, move, rename or delete folders to define a folder meeting your firm's requirements.
    • To add a folder, click the Add Folder button. In the Add Folder dialog box, enter the folder name and click Save.
    • To move a folder under another folder, select the folder and drag it to where you want it to be located (at the root or under a folder).
    • To rename: select the folder that you want to rename, then click the Rename button. In the Rename dialog box enter the new folder name and click Save.
    • To delete: select the folder that you want to delete, then click the Delete button. Click Yes to confirm.

Notes:

  • Any modification made in a folder template is immediately reflected in the folder structure available in the Documents tab of a contact or job page. However, if a file is saved in a folder of the folder template that you want to move or delete, you will not be able to modify the folder template.
  • When a file is saved in a folder of the folder template used in the page of a contact or a job, you can only rename this folder in the folder template.

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