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Managing Folders

  • Updated
  • ~ minute read

In this article:

  • Learn the Canopy File Hierarchy
  • Create Folders
  • Move Folders
  • Upload Folders

 

5:53

Folders are a giant help when organizing and filtering firm-prepared and internal documents, as well as any files sent by your clients.

To manage documents efficiently, Canopy enables you to create file and folder structures with different access levels. Inside each folder, you can create as many other folders as you need.

To find your file and folder structures, click on Files - your main document management hub.

At a high level, you can organize your files by:

  • Contact Files to create a folder inside a specific contact's folder. 
  • Internal Files to create a folder that is accessible to you and your team members.
  • My Files to create a folder that only you can access.

Create Folders

Let’s look at each one. 

Contact Files are for folders and files shared with specific clients. Contact Files shows you a complete list of all contact files within Canopy.

Double-click on a contacts folder to see the contents.

Let’s look at folders next. Double-clicking a folder takes you to the content of that folder. As you enter a subfolder, you can track your breadcrumbs in the file path above. You can navigate to the folder by selecting the folder name.

To create a new folder:

  1. Click on the New Folder icon (the one folder with a plus).
  2. Name the folder.
  3. Then decide who has access.

By default, all Team Members who have contact access will be able to see the folder you are creating. Of course, you can determine which team members can see the folder by selecting certain ones. If you’ve created Teams, those teams appear here as well. 

Once you’re ready, click Create.

You’re all set. This folder is ready to have files uploaded or moved to it.

Make Subfolders

You can continue to make folders within this folder following the same process. Click on the create folder icon, name it, set access, and create.

For contact files, you can see this format and structure in the contact’s record. To see it:

  1. Click Clients.
  2. Select the Client List.
  3. Next, click on the Files tab.

Well, would you look at that! Here is the structure we created.

You can expand the folder structures by clicking the Expand Folder icon. This accordions all of your folders out for easier viewing. Including the two-deep folder structure, we made earlier.

It’s worth noting that you can create folders and upload files from this location as well. You’ll see similar icons here to add a folder and upload files. Naturally, whatever you create here appears back in Files.

Okay, let’s head back to Files.

File Actions

Let’s talk about some other actions you can take with folders. 

On a folder’s row, click the three-dot icon to find another menu of options. 

In this menu, you can:

  • Download the folder - downloading creates a zipped folder with your contents.
  • Rename it
  • Move
  • Archive 
  • Change access

Everything we talked about folders in Contacts also applies to Internal and My Files. 

Remember, Internal Files are for your team members. And My Files are the files you can only access.

Move Files

You can move folders around between these three areas.

Let’s click on My Files. Say you have a folder structure for your team. Click the three dots icon and choose Move.

The move file menu appears. Here, select the location you want to move this folder to. Since this folder is for the team, simply select Internal Files. Then select Move here. Now those files are in the internal files and are accessible to your team!

You can also move folders to subfolders.

Upload Folders

Lastly, let’s talk about uploading folders into Canopy.

Upload an entire folder to Canopy with ease. You can upload a folder to a contact’s folder in Canopy, the Internal Files screen, or the My Files screen. To upload a folder to Canopy, you will need to first compress the folder in your computer by creating a zip file. 

To upload a folder:

  1. Select an upload location.
  2. This can be Contacts, Internal, or My Files.
  3. Click the Options menu icon. 
  4. Choose Upload a folder.
  5. Click and drag the zip file folder to the Upload a Folder popup.
  6. Right-click the zipped file.
  7. Select Unzip.

The folder will now load normally in Canopy.

Double-click the folder to view the files stored in it.

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