Overview
When preparing for a project start, you may already have a defined folder structure in mind, or you may not have one ready yet.
Our folder structure tools help you create folders in bulk in minutes. Upload a reference file, describe your project in your own words and let AI build a structure for you, or copy the structure from an existing project.
ℹ️ This feature is available to administrators only.
Getting started
To get started, click Create folder structure either:
In the Add menu on the action panel.
From the empty project state.
💡 To use file upload or copy from another project, you must first enable automatic document indexing. If automatic indexing is not enabled, you'll get a modal asking if you'd like to switch it on. Click Enable and continue to the next step.
You'll land directly on the Upload file screen, with 2 more options available any time before you generate a structure:
AI-assisted flows:
Upload file: drag and drop or choose a file and let AI detect the structure.
Describe your project: tell AI about your project in plain language.
Copy from project: reuse the folder structure from an existing project.
Switch between these options using the buttons below the upload area.
ℹ️ Availability and limitations for AI-assisted folder structure:
Not available for Brazil, India, China, and Singapore, due to technical limitations in these regions.
Included by default on Premier and higher plans.
Trial plan gets 5 folder structure generations, with a banner showing how many you have left.
Once all AI generations are used or with other plans, you can still create a folder structure using the default XLSX template.
AI-assisted
Uploading file
Drag and drop a file onto the upload area, or click Choose file. You're no longer limited to the XLSX template with strict formatting requirements – the AI assistant reads a much wider range of file types and detects a folder structure directly from their content.
ℹ️ To successfully process your file, make sure it meets the following criteria:
Supported formats: XLSX, XLS, XLSM, CSV, DOC, DOCX, PDF, TXT, JPG, JPEG, PNG, EML, XML, JSON, YAML
File size: up to 4 MB
Describing your project
Instead of uploading a file, describe your project in your own words and let AI generate a tailored folder structure.
Type a brief description, for example, “sell-side M&A for a UK B2B SaaS company, full due diligence stage.” To speed things up, select one of the quick prompts (M&A sell side, M&A buy side, Fundraising, or Other) to see suggested phrases you can add to your description.
Click the arrow button once you've entered a description to generate your structure.
Generating your structure
When you use Upload file or Describe your project, AI builds your folder structure automatically in seconds. Click Cancel generation if you'd like to stop.
Once it's ready, you'll move straight to the preview step.
Preview of folder structure
In this step, you get a full overview of the folder structure that will be created in your project. Use the filters in the top right corner to review errors and warnings if there are any.
💡 Folder names can't contain the following symbols: \ / : * ? " < > | and they are auto-replaced with a dash (-) with a warning icon shown. Also, each folder must have a unique index and name. If any conflicts are found, you'll see corresponding error messages below each folder in question.
In the preview, you can:
Drag and drop folders to change their order.
Rename both existing and new folders.
Edit the index of the imported folders.
Rebuild the index to eliminate any gaps in the index.
Delete newly added folders.
ℹ️ Carefully review AI-generated folder names and hierarchy before creating them.
Once you review everything, click Create and wait for the folders to be created and/or renamed. Usually, it takes just a few moments.
If there are any problems, you will be notified via a toast message. To correct any mistakes, click Fix errors within the toaster message. This takes you back to the preview step.
Non-AI
Copying from project
In this flow, you’ll need to select the source project from the dropdown. Its folder structure appears directly below, where you can select the entire project index or individual folders using the checkboxes.
ℹ️ You can only copy from a project for which you have accepted the terms of use. If you haven't accepted them yet, you'll be prompted to do so.
Click Use this structure once you've made your selection.
Default XLSX template
If AI-assisted flows are not available with your subscription, you can import a folder structure from an Excel file, structured according to the guidelines.
Uploading file
Drag and drop or choose your XLSX file with the project index. If you don't have one already, you may download our template.
To successfully process your XLSX file, make sure it meets the following criteria:
Structure is indexed
XLSX format
Less than 10 MB
Use digits and dots only for your index
Use only one index column that includes sub-indexes
Index and name cannot contain symbols \ / : * ? " < > |
In case of any other uncommon issues, you'll be notified accordingly.
Checking detected structure
Upon successfully processing your file, check the structure and adjust automatically detected data if needed.
Available settings
Available settings depend on your file structure and the presence of other folders in the project. By default, you will find the following settings:
Index: the system takes the value from the first cell that matches the index pattern in the selected range.
💡 The first sheet with valid data is used. If 2 or more sheets are selected, the system merges indices from all lists. To successfully do that, the columns should be the same on all selected sheets.
Name: if multiple columns are selected, the name is merged into one; values from different columns are separated with dashes.
Import to specific folder: include the index of the selected destination folder.
💡 In this case, the folder structure will be created inside the selected folder already present in the project.
Include index in the name: add indexes to the folder names if needed. Useful if you do not plan to use automatic document indexing for your project. In this case, the documents will be sorted alphabetically according to the index included in the name.
💡 If you have previously created folders in your project and need to rename them in bulk, use the Merge folders option. In this case, existing folders will be matched by their indexes, and new names from the Excel file will be applied. Renamed folders will be additionally marked in the structure preview.
Duplicates
If your imported structure has duplicates, you will see a modal offering three processing options:
Merge: the files and indexes will be merged.
Keep only existing: the existing file stays.
Keep both: the new file is imported and numbered.
Troubleshooting
In case of using non-AI flows, you may encounter common issues described below.
Common errors
Index is already in use
Issue: the index number you’ve specified is already assigned to another folder.
Solution: choose a unique index number for each folder to avoid conflicts. Each folder in your structure must have its own distinct index.
No parent folder found
Issue: a child folder is missing its parent folder, meaning the folder hierarchy is broken.
Solution: ensure that each child folder is assigned to a parent folder and that the index number of the parent folder is correctly specified.
Common warnings
Renamed from old value
Issue: the folder name has been automatically renamed due to conflicts or missing data.
Solution: if the folder name is missing or invalid, the system will rename it based on the provided index. You can manually edit the name if needed.
Folder name is missing, so its index will be used instead
Issue: a folder name is blank, so the system automatically uses the folder index number as its name.
Solution: make sure each folder has a meaningful name to avoid confusion. If no name is provided, the index number will be used as a default.
Folder name cannot exceed 255 symbols, so the excess part was cut off automatically
Issue: the folder name exceeds the allowed character limit.
Solution: shorten the folder name to ensure it doesn't exceed the 255-character limit. Any excess characters will be automatically cut off.
Invalid symbols removed
Issue: the folder name contains invalid characters that are not allowed in the system, for example, special symbols.
Solution: the system will automatically replace invalid characters with hyphens (-). Review your folder names and remove any characters that might be causing issues.
Fixing errors and warnings
The number of errors and warnings will be displayed at the bottom of the page. Make sure to review these and address any issues before proceeding with the import.
You can hover over the tooltip next to a folder to view more details about the error or warning. This provides further information to help you resolve the issue.