Add folder templates

To simplify the folder structure setup for each client, you can create folder templates. Within the Documents area, we recommend that your top-level folders include the services you provide to the client. Within each of these service folders, you can have an unlimited number of subfolders, which you can add at both the template and client levels.

Add a template

To create a template, follow these steps.

  1. Choose Setup > Folder Templates.
  2. Click New Template, and add folders to your firm's specifications.

    Examples

    We recommend either of the following folder structures.

    Year and then by category

    Folder (Folder Template Name) Subfolder
    Permanent
    Year Correspondence
    Source Documents
    Tax Notice
    Financial Statements
    Payroll Reports

    Category and then by year

    Folder (Folder Template Name) Subfolder
    Permanent
    Correspondence Year(s)
    Source Documents Year(s)
    Tax Notice Year(s)
    Financial Statements Year(s)
    Payroll Reports Year(s)

     

  3. To add a subfolder, open the top-level folder and choose New > Folder.

Note: If your firm is licensed for Onvio Time and Billing, an Invoices folder will be created when you send an invoice to the Documents area from the Review Invoices tab on the Billing screen.

You can drag folders and files from your computer or network into the Templates screen to add them to your folder template.

Apply a template

Apply a template to a single client

  1. Choose Documents, and then open the Client Documents tab.
  2. Select a client, and then add a new folder.
  3. In the New Folder panel, select a template, and then click Save.

Apply a template to multiple clients

  1. Choose Setup > Clients.
  2. Select multiple clients in the list.
  3. Click Edit, choose Add Folders, and then click Next.
  4. Select Create new folder from template from the drop-down list in the New Folder field.
  5. Select a template from the Folder Template field.
  6. Click Next, and then click Done.

Default folder templates

Choose Manage > Properties to set up a default template folder that can be automatically added to new clients based on entity type. You can also rename the folder template and the destination folder name from the Properties panel.

Notes

  • The Default For Clients column displays the entity type for the folder template.
  • You can hover your mouse pointer over the entities list in the Default For Clients column to view a full list of entities selected for the folder template.

When the client is created in the Setup > Clients screen, the template folder and related documents are automatically created in the Client Documents tab of the Documents area based on the selections made for the default template folder.