Review Firm360's Document Organization Structure:
Before setting up your Folders review the linked article for the reasoning behind Firm360's document organization structure. Document folders vs NOT using folders in Firm360
Important Notes before setup:
- Folders can be setup as Document Global Folders or setup Client by Client
- Setup of Document Global Folders requires Admin User Role
- Over time/years your folder list can become large.
- Document folders are available for searching only from a client's documents tab and NOT from the Global Documents tab.
Enable Document Folders in Firm360
- Under Admin in the black ribbon, click Settings.
- Under the Others Section Toggle on the "Enable Document Folders" option
- Scroll to the bottom of the screen and Click Save
Setup Document Global Folders
Global folders ensure consistent folder naming throughout your platform To do so, please follow the steps below.
Setting up your Document Global Folders
Note: Setup of Document Global Folders requires Admin User Role
1. Navigate to Customizations
2. Click Document Global Folders
3. Click Add
4. Fill out the Name of the folder
5. Click Save
You can remove the folder from the Global tab by clicking the Inactive button under the Document Global section of Customizations.
If you accidentally make a folder inactive, you will click Show Inactive, locate the folder you wish to make active, click Edit, and then uncheck the Inactive button.
Document Subfolders
Subfolders are created by using the / (forward slash) when setting up Document Folder names. Document Global Folders can be set up as Subfolders as well using the / (forward slash).
In order to create a subfolder you must add a slash between folder titles, then make sure to click "Create Folder".
Once those steps are taken, the subfolder will now appear when expanding out the folders.
Note: Folders are collapsed by default. Subfolders are unique within each client, so you will not see existing subfolders across clients, you must create them within each client.
Moving Documents into Folders
Once you've created folders, follow the steps below to move documents to specific folders/subfolders
1. Click on the Clients tab
2. Select a Client
3. Click the Client's documents tab
4. Select the documents you want to move to a folder
5. Click the Gear drop-down
6. Click Move to Folder
7. Select the folder you wish to move the documents to
8. Click move
Documents can also be added to a folder during the document upload process or from the Edit Details option.
Select Action dropdown > Edit Details
4. In the Folders field, select from dropdown list of existing folders or begin typing to create a new folder.
5. If creating a new folder, click on blue "Create Folder" to confirm folder name.
6. Click "Save".
When folders have been added to any of the documents stored for a specific client, they will be displayed below the Search Criteria dropdown.
Move Documents to Folders in Bulk:
7. For bulk action, select documents by clicking the checkbox to the left of each document.
8. Select the gear icon dropdown and click "Move to folder"
9. In the modal window, select from the list of folders or begin typing to create a new folder. (Click the blue folder name to confirm creation of new folder).
10. Click "Move"