In this lesson:
Now that you understand client records, let's make folders to associate documents with client records. Nailing down document storage, file organization, and sharing access is worth its weight in gold. Or piles of manila folders. Gold is better.
Folders and files for clients can be added in two places:
- In the Client Record, under the Files tab.
- In the Files module.
Create Folders in the Client Record
💻 Follow along with this in-app guide: Create and Manage Folders
Let's start by making a folder in the Client Record:
- Head to Client Record.
- Click on the Files tab.
- In the left pane, click the Create Folder icon.
- Name it.
- Determine who has access to this folder.
Create Subfolders
A subfolder is a folder that is contained within another folder. In other words, a subfolder is a folder that is located inside another folder, and it is used to organize files and other folders within a folder directory.
By the way, we refer to a folder as a 'parent folder' when it contains one or more subfolders!
To create a subfolder:
- Click on the folder you want to contain a subfolder in. This highlights it in blue.
- Click on the Create folder icon.
- Name it.
- Set access and create.
A folder appears indented under the folder you clicked on before!
You can also create subfolders by moving folders. Click a folder row and drag the folder over to another folder. Remember the access rights will follow the folder you placed them in.
It's important to note that while we've made all these folders, your clients do not see them in the client portal. The folder structure you make in Canopy is not visible at all - only the files you place in them are visible. More on this in the next lesson!
Introducing the Files Module
Another way to add folders is through the Files module in the global nav bar: your main document storage hub.
In Canopy, files are divided into three types:
- Client Files: this shows you a complete list of all client files.
- Internal Files: these are files and folders shared among you and your team only. Clients can't access these folders.
- My Files: files and folders restricted to only you. Team members and clients can't access these folders.
For now, we focus on Client Files. (We'll cover Internal and My Files in another section).
To add a folder:
- Click Client Files.
- Double-click a client.
- Click the Add Folder icon.
- Name your folder.
- Determine who has access to this folder.
Create Folder Templates
Creating a folder template helps you apply folder structures for many clients and/or team members at once.
To create a folder template:
- Go to Templates in the global navigation bar.
- In the secondary menu, click Folder.
- In the Folder Templates page, select Create New.
- Name the template (i.e. New Client Folders).
Click the folder icon at the top to add another folder.
Apply Folder Templates
You can apply folder templates by:
- Using a bulk action
- Adding it manually to a single client.
- Adding the template in the Files module.
Bulk Action Folder Templates
You can apply Folder templates in several ways. Let’s first explore how to apply templates to numerous clients all at once:
- Navigate to the Clients tab.
- Click Client List.
- Select the checkbox next to a couple of clients you want to apply.
- The Bulk Actions Menu appears on the top right.
- Select Folder Templates. Apply the template!
Now, let’s access a clients by selecting their name. Under the Files tab, you can now see all the folders ready for action!
Add Folder Templates to one Client
While we are here, you can also add a folder template to the client record page.
Simply select Add Folder Templates in the pane here (with double folders). It’s the same workflow, except for a single client.
Add Folder Templates in Files
Lastly, you can apply folder templates in Files:
- Go to Files.
- Select Client Files.
- Double-click on a client.
At the top of the page, you’ll find that same folder template icon, and add the template structure here as well.
Understanding Folder Access
Let's talk more about folder access: Folder access permissions work best when used alongside Teams. You can learn more about how to find, create, and edit teams here.
When you initially create a folder template, it applies to all team members currently in your firm with a Canopy account. This means if you bring on new team members, you'll need to adjust your folder templates to include the new team members. This means you'll have to go into the folder template and locate the new team member - the checkbox next to their name will be unchecked. This is the case even if a team member is assigned to a client!
Best Practice: If you select the "All" option in the Folder Access modal, new team members will automatically have folder access once added to Canopy. Going forward, you won't need to go back to each folder and manually give access to new team members.