Folder templates help you quickly organize files and forms for multiple clients. You can define a structure once, then apply it to clients individually or in bulk.
Value to Accountants/Admins:
Saves time by standardizing your firm’s file structure across clients, ensures consistency, and supports retention policies.
Table of Contents
Create a Folder Template
Go to Templates in the primary navigation bar.
In the secondary menu, click Folder.
On the Folder Templates page, select Create New.
Name the template (e.g., New Client Folders).
(Optional) Add a description.
Begin adding folders:
Click Create New Folder.
Name the folder (e.g., Engagement Letter).
Repeat the process to add additional folders.
Use the folder icon at the top to add another folder (e.g., Tax Forms).
Use the folder icon next to a folder name to create a subfolder (e.g., for tax years under Tax Forms).
You can create up to 10 subfolder levels if needed.
Add a Retention Rule to a Parent Folder
Note: Retention rules can only be added to parent folders — not subfolders.
Once your folders are created, click the three-dot icon next to a parent folder.
Select Retention Rule from the menu.
Choose the retention duration (1–10 years) and the action once the deadline is reached (Archive or No action).
Review the calculated Retain until date for current files. Future files will use the selected retention period from their upload date.
Click Save.
A clock icon appears on the folder to indicate an active retention rule.
Heads-up: Applying a folder template to a client overrides any retention rules previously set on matching folders.
Assign Folder Access
By default, all team members have access to folders. You can adjust permissions to control who can view or edit specific folders.
Tip: Use team-based folder permissions for faster onboarding. When a new member joins a team, they automatically inherit the team’s folder access — no need to share folders one-by-one.
Apply Folder Templates in Bulk
Navigate to Clients > Client List.
Select the checkboxes for the clients you want to include.
From the Bulk Actions menu (top right), select Folder Templates.
Choose the template(s) to apply.
Note: You can apply more than one template to a client. This is useful for different services (e.g., bookkeeping, taxes).
After applying, the folder structure appears under each client’s Files tab.
Apply Folder Templates for a Single Client
Open the client’s record.
In the side pane, select Add Folder Templates (double-folder icon).
Choose the template(s) to apply.
Apply Folder Templates in Files
Go to Files > Client Files.
Double-click the client’s name.
At the top of the page, click the Folder Template icon.
Add the desired template structure.
Summary
Folder templates standardize file organization, speed up client onboarding, and keep retention policies consistent. Build your structure, apply it in bulk or per client, and use folder access controls to protect sensitive information.
Need help?
Contact Support from your profile menu in Canopy or ask Penny, our AI Support Bot.