Docrio Folders includes the ability to set a predefined folder structure to be applied to a record at the time of record creation. This predefined folder structure is what we refer to as a Folder Template.
Folder Templates can be created in two ways
- Automatically: If you're upgrading from Docrio 3.5.1 or prior, Folder Templates will be created for you based on the existing folder structure built off Category and Subcategory
- Manually: Folder Templates can also be created within Docrio Admin Settings. This article will walk you through the process of manual Folder Template creation.
Table of Contents
- Create a Folder Template
- Edit a Folder Template
- Preview a Folder Template
- Delete a Folder Template
- Create Multiple Folder Templates
Create a Folder Template
The screen to create Folder Templates is located within Docrio Admin Settings, under the tab titled ‘Folder Preferences’
Clicking on ‘Create Folder Template’ will walk users through the setup wizard for a Folder Template. Users shouldn't close this page until the template has been saved!
In this example, the Folder Template will be for all matters created where the case type is ‘Automobile Accident’ and the state is New York.
Step 1: Name the Folder Template and pick the starting Object
Step 2: Add rules to the Folder Template
Rules are an optional addition to folder templates.
Users add rules to Folder Templates in order to create multiple folder templates for each object. This allows Orgs to have different folder structures based on case types, states, or even year of incident.
The rule builder is the same one used in Document Generation. If there's a Salesforce field on the starting object, users can build a rule for the folder template.
Step 3: Create Folders
Users can create as many folders as they want to be part of the Folder Template, and nest them as many levels deep as they want.
To nest a folder within another folder, click into the parent folder and create the nested folder. Use the breadcrumb to visualize the folder path.
Step 4: Preview the Folder Structure
Once all of the folders in the Folder Template have been created, the final step is a full preview of the folder structure.
If a folder is out of place, users can click back and fix the structure.
Otherwise, click Finish, and save the Folder Template. The template will now be applied to any records which meet the rules created in step 2.
Step 5: Create a Record
The new Folder Templates will only apply to newly created records—Docrio can't retroactively apply Folder Templates to old records.
Here is what it looks like when a user creates a record which matches a Folder Template:
Edit a Folder Template
Use the pencil icon to go back and edit a folder template. This will reopen the Folder Template modal at Step 1. Users can navigate with the Back and Next buttons to make the necessary changes. Once finished, click through the modal to the Preview screen, and click Finish to ensure the changes are saved.
Preview a Folder Template
If at any time a user wants to go back and look at the folder template, click the eye icon open a preview modal of the Folder Template.
If from this screen, users can click the back button to return to edit mode. Remember to save!
Delete a Folder Template
If a Folder Template is no longer needed, or it's easier to delete the existing template and start fresh, click the trash can below the Actions header.
Create Multiple Folder Templates
There can be as many Folder Templates as an Organization would like.
If there are more than one Folder Templates, users can drag and drop to order them by priority. This grants Docrio the ability to go down the list of templates starting at the top, looking for one where all the rules are TRUE. Once a folder template is TRUE, the folder structure that will be applied to the new record.