Create a Folder Template
Description:
Folder templates let you organize files and forms in a consistent structure you can apply to many clients at once.
Value to Accountants/Admins:
Saves time by standardizing file organization, ensures consistency across clients, and supports compliance with retention rules.
Table of Contents
Create a Folder Template
In the primary navigation bar, go to Templates.
In the secondary menu, click Folder.
On the Folder Templates page, click Create New.
Name the template (e.g., New Client Folders).
(Optional) Add a description.
Add folders:
Click Create New Folder and name it (e.g., Engagement Letter).
Repeat to add more folders.
Click the folder icon at the top to add another top-level folder (e.g., Tax Forms).
Click the folder icon next to a folder name to add a subfolder (e.g., tax years under Tax Forms).
You can create up to 10 levels of subfolders.
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 a retention duration (1–10 years) and an action when 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 next to the folder to show 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. Adjust permissions as needed.
Tip: Use team-based permissions to save time. When a new team member joins, they automatically get that 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 next to the clients you want to include.
From the Bulk Actions menu (top right), select Folder Templates.
Click to apply the desired template(s).
Note: You can apply more than one template to a client — useful for different service areas like bookkeeping or 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, click Add Folder Templates (double-folder icon).
Select the template(s) to apply.
Apply Folder Templates in Files
Go to Files > Client Files.
Double-click a client’s name.
At the top of the page, click the Folder Template icon.
Add the desired template structure.
Summary
Folder templates make it easy to keep your file organization consistent across clients. Build your structure once, add retention rules, manage access, and apply templates in bulk or to individual clients.
Need help?
Contact Support from your profile menu in Canopy or ask Penny, our AI Support Bot.