Documents

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.

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.
note
  • 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.

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
    N/A
    Year
    Correspondence
    Year
    Source Documents
    Year
    Tax Notice
    Year
    Financial Statements
    Year
    Payroll Reports
    Category and then by year
    Folder (Folder Template Name)
    Subfolder
    Permanent
    N/A
    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, enter a name and select a template.
  4. 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.

This article applies to:

  • Product: Onvio
  • Audiences: Staff