Before you can assign a folder template to clients, you’ll need to create it. A folder template defines a reusable file structure you can apply to multiple clients for consistency and efficiency.
Value to Accountants/Admins:
Standardizes folder organization, saves setup time for new clients, and supports compliance with retention policies.
Table of Contents
Create a Template
In the global navigation bar, click Templates, then select Folder.
Click Create New.
In the Create Folder Template window, enter:
Template Name
(Optional) Template Description
Click Create New Folder to start building your folder structure.
Enter a folder name.
Press Enter to save.
To add a subfolder, click the Add Folder icon in line with the desired parent folder.
Enter the subfolder name and press Enter to save.
To rename or delete a folder, click the options menu (three dots) next to the folder name and select the desired option.
To add another top-level folder, click the Add Folder icon at the top of the template.
Assign Folder Access
By default, all team members have access to folders. You can customize access for each folder in your template.
Click the folder you want to set permissions for.
In the Permissions pane, select which teams or individual team members should have access.
(Optional) See Assign Team Permissions to Folders for more details on team-based folder access.
Tip: Use team-based permissions to save time. When a new member joins a team, they automatically get that team’s folder access — no need to share folders one-by-one.
Add a Retention Rule
Note: Retention rules can only be added to parent folders — not subfolders.
In your folder template, 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 indicate an active retention rule.
Heads-up: Applying a folder template to a client overrides any retention rules previously set on matching folders.
Summary
To create a folder template, build the folder structure, set permissions for each folder, and add retention rules before saving. Once saved, you can apply templates individually or in bulk to keep file organization consistent across clients.
Need help?
Contact Support from your profile menu in Canopy or ask Penny, our AI Support Bot.