Folder Template Administration – CounselLink Clients

This article covers the following:

About Folder Templates
Creating a Folder Template
Assigning Offices to a Template
Editing an Existing Template
Copying a Template
Deleting a Template or Folder in a Template
Viewing Editing History

About Folder Templates

Folder Templates standardize the folders and subfolders that appear in the Documents tab of newly created matters.

When a template is assigned to an office:

All new matters created within that office inherit the defined folder structure.
Users can store new or existing documents within the predefined folders.

For example, your organization may implement a standardized filing system (e.g., Pleadings, Correspondence, Contracts). By creating and assigning a Folder Template, all new matters will automatically include this structure.

You must have Folder Administrator role at the corporate level in order to edit and create folder structures.

To access, click the Folder Templates link in the Administration panel on the homepage.

This will display the Folder Templates Administration page, where you can manage folder templates.

Creating a Folder Template

A Folder Administrator can create new templates as needed (for example, when onboarding a new office).

Click Manage Folder Templates under the QuickLinks section of the Corporate Profile page or Folder Templates in the Administration panel on the homepage. The Manage Folder Template Administration page displays.
Click New Folder Template.

The Create New Folder Template window displays.
Enter a name for the new template.
Click Save.

The template appears in the list but is not active until assigned to at least one office.

Assigning Offices to a Template

After creating a template, assign it to one or more offices.

Important Notes

Offices are assigned one designated template.
Reassigning an office moves all matters to the new template.
Existing documents are not deleted.
- If a template is removed, documents appear without a folder.

Click Manage Folder Templates under the QuickLinks section of the Corporate Profile page or Folder Templates in the Administration panel on the homepage. The Manage Folder Template Administration page displays.
Click the pencil icon next to the template.

The Apply Folder Template window displays.
To add offices to the selected template:
1. Check the box(es) next to the office(s).
2. Check the box next to a division or corporate level to select all divisions or offices under it.
3. Click Save. Matters created for that office will display the default folder template.
To reassign offices to the selected template:
1. Check the box(es) next to the office(s) that you'd like to reassign.
2. Click Save. An confirmation window displays.
Click Yes, Update All.

Editing an Existing Template

You may rename a template or modify its folder structure.

Click Manage Folder Templates under the QuickLinks section of the Corporate Profile page or Folder Templates in the Administration panel on the homepage. The Manage Folder Template Administration page displays.
Navigate to the folder template you'd like to edit, and perform the following as needed:
- Edit the name of a folder template
  1. Hover over the name of the template to reveal the pencil icon.
    
    Or, if you need to edit the name of a folder within a template, click Manage Folders to the right of the Template Name line.
  2. Click the pencil icon. The Template Name field becomes editable.
  3. Edit the name as necessary.
  4. Click the check mark. The Folder Template name is updated.
- Add a folder to a template
  1. Click the folder icon to the right of the Folder Template line.
    
    The Edit Folder Template window displays.
  2. Click +Create Folder. Or, click the plus sign next to the root folder to add a sub-folder to it.
  3. Enter the name of the new folder.
  4. Click the check mark. The folder is created.

Copying a Folder Template

Copying a template allows you to create a similar structure with minor changes.

Copying includes folder structure only. Assigned offices are not copied.

Click Manage Folder Templates under the QuickLinks section of the Corporate Profile page or Folder Templates in the Administration panel on the homepage. The Manage Folder Template Administration page displays.
Click Copy Template to the right of the template name.

The Copy Folder Template window displays.
Enter a new name (or use the default).
Click Save.

The copied template appears in the list and can be edited or assigned as needed.

Deleting a Template or Folder from a Template

If needed, you can delete a folder template from the Folder Template list.

Deleting a folder template or a folder from a template will NOT delete the documents contained within. If you delete a folder template, all documents on matters that use that template will be listed without a folder. If you delete a folder from a template, all documents in that folder will be rolled into the next higher level folder.

Deleting a Folder Template

Click Manage Folder Templates under the QuickLinks section of the Corporate Profile page or Folder Templates in the Administration panel on the homepage. The Manage Folder Template Administration page displays.
Click the trash can icon to the right of the to the template name. A confirmation window displays.

Click Yes, Delete.

The folder template is removed from all matters to which it was assigned.

Deleting a Folder from a Folder Template

Click Manage Folder Templates under the QuickLinks section of the Corporate Profile page. The Manage Folder Template Administration page displays.
Click Manage Folders to the right of the template. The Edit Folder window displays.
Click the trash can icon to the right of the folder. A confirmation window displays.

Any sub-folders will also be deleted.
Click Yes, Delete.