Folder Templates (Basic): Create & Apply

Folder templates streamline the process of making document folders. Organize your clients’ data by creating folder templates to apply to their accounts. And if you need to upload the same doc for a bunch of clients at once, making a folder template where you can include it is the quickest shortcut.

Covered here:

Default Folder Templates, Explained

When you add new accounts to TaxDome (either manually or via import), a default folder template named Default Tax Years is automatically added to them. You don’t need to create folders or apply folder templates manually for each of your new accounts.

If you use a custom folder structure for your client's documents, it’s a good idea either to edit the default folder template or set another one before importing new accounts to TaxDome. This can be done by a firm owner or admin.

You have three options here:

  • Use another folder template as the default: Navigate to Settings in the left sidebar, select the Firm Settings tab, and then choose the template you want to use as the default in the Default Folder Template section. Click SAVE.

  • Edit the Default Tax Years template: Navigate to Settings in the left sidebar menu, select Templates in the menu bar, go to Folders, then click on Default Tax Years. Make changes to the template by editing, deleting, or adding folders, then click SAVE.
  • Create new accounts without folder templates: Navigate to Settings, select the Firm Settings tab, then click the x in the Default Folder Template section. Click SAVE.

tip

Note! A new account is always created with Client uploaded documents top-level folder disregarding the selected folder template. Find more information about visibility settings in the article

Creating Folder Templates

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Folder templates can be created by a firm owner, Admin, or any employee with access rights to manage templates.

1. To create a folder template, go to Settings in the left sidebar, select the Templates tab and the Folders subtab, then click CREATE TEMPLATE.



Or you can access this page by selecting the Apply Folder Template automation while creating or editing a pipeline, then clicking New Template.

2. Next, create the folder structure. In the Create Folder Template window, there are three top-level folders (Private, Firm docs shared with client, and Client uploaded documents). You can edit and delete these or make as many top-level folders as needed.

Your options here:

  • Create a new top-level folder: Click Create folder, type a name for the folder, select the privacy level, then click Submit. Read more about privacy levels here.
  • Create a subfolder: Click the three dots to the right of the top-level folder, click New Folder, type a name for the folder, then press enter on your keyboard.
  • Change the visibility of a top-level folder: Click the three dots to the right of the folder, click Edit, select the privacy level, then click Save.
  • Rename a folder/subfolder: Click the three dots to the right of the folder, click Edit, type a new name for the folder, then click Save.
  • Delete folders: Click the three dots icon to the right of the folder, then Delete.

3. Now you can add documents to the folders. If you wish to upload the same documents for multiple clients, add them to the folders. Drag-and-drop them or click Upload documents. Or upload several documents from a folder by clicking Upload folder. Read more about how TaxDome processes folders here.

Add as many docs to the different top-level folders as needed. For example, add accounting, bookkeeping, or tax templates to the Private folder, service agreements to the folder with Client can view access level, etc.

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Note! Documents can be added by a firm owner, Admin, or any employee with access rights to manage documents.

4. Once you’re done creating the folder template, click Save to save it.

Applying Folder Templates

What you need to know about applying folder templates:

  • A folder template can be applied by a firm owner or any team member with access rights to manage documents.

  • You can apply a folder template while creating accounts manually or via import

  • You can apply a folder template to existing accounts at any time.

  • After applying a folder template, changes to the folder structure can still be made manually in the Docs tab or within the tree view while uploading documents.

What happens when you apply a folder template:

  • If there are folders and documents with the same names in the client account profile and in the template, the client’s folders and documents remain the same.
  • If there are folders and documents in the client account profile that are missing in the template, the folders and documents remain the same.
  • If there are folders and documents in the template that are missing in the client account profile, they are created.
  • If you rename the Client Uploaded Documents folder in the template, it is renamed in the client account profile as well.
  • If you perform several services for the same client, you can apply several templates one by one, and the folders and documents missing in the client account profile are created.

There are several ways to apply folder templates:

Apply a Folder Template to One Account

1. Navigate to the Docs tab of the account, then click the Apply Folder Template button.

2. Click in the Folder Template field to select a template from the drop-down menu (e.g., New Clients, below), then click APPLY to change the folder structure for the selected account.

Apply a Folder Template to Multiple Accounts

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1. Go to Clients, select the checkboxes of the accounts you want to apply the folder template to, click on the three dots next to More actions in the menu bar, then click Apply folder templates.

2. Add more accounts if needed by typing a name, ID, or email address into the search field.

3. Click in the Folder Template field to select one of the templates from the drop-down menu (e.g., New Clients), then click APPLY to change the folder structure for the selected accounts.

Apply Folder Templates to Accounts as Automations

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This section applies to the TaxDome Pro! pricing plan only. Upgrade at any time.

Folder templates can be added as automations within a pipeline. This way, when a job for a client moves to a new stage in a pipeline, a new folder structure is automatically applied to their account. Here’s how:

1. Go to Settings in the left sidebar menu, select Pipelines, then click on the pipeline name or on CREATE PIPELINE.

2. Select the stage of the pipeline you want to link the automation to, click + Add automation, select Apply Folder Template in the pull-up menu.

3. Click inside the Apply Folder Template field, select the template in the menu, then click SAVE to keep your changes. Once the automation is added, you’ll see it by going to the pipeline page and clicking the automation icon above the stage.

Once a job moves to a stage with an Apply Folder Template automation, a pop-up will appear showing the automations that will be triggered. If you don’t want folders to be automatically created, deselect the action, then click Move.

Apply Folder Templates to New Accounts

You can apply a custom folder template when creating new accounts both manually and via import.

If you want a specific template to be applied automatically, set it as the default. This way, it will be applied to all new accounts created either manually or when imported to TaxDome.

Editing Folder Templates

1. To make changes to a template, go to Settings in your left sidebar menu, select Templates in the menu bar. Navigate Folders, then click on the folder template name.

2. Make changes to the folder template, then click SAVE. You can add or delete folders in any of the three locations (Private, Firm docs shared with client, and Client uploaded documents).

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Note! The changes you make to a folder template will not be reflected elsewhere. You’ll need to apply the updated template to the client account profile to see the changes. And previously created folders will not be deleted.

Deleting Folder Templates

Remove a folder template if you don’t need it anymore: Click the three dots to the far right of the folder template’s name, select Delete from the drop-down, then click DELETE to confirm. All folder structures created for your client accounts with that template will remain.

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