When preparing for a project start, you may already have a defined project index with the desired folder structure to be created.
Our feature of folder structure import helps automatically create folders in bulk from the given Excel file, saving time on the setup of a new project.
ℹ️ This feature is available to administrators only.
To get started, click Import folder structure in the +New menu on the action panel or the documents start page if your project has no documents yet.
💡 To import a folder structure, you must first enable automatic document indexing.
If automatic indexing is not enabled, you will get a modal that asks if you would like to switch it on. Click Enable and progress to the next step.
1. Upload 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. Click the download icon to begin downloading the 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.
2. Check 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 indices 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 indices, 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.
3. Preview your folder structure
In this step, you get a full overview of the folder structure that will be created in your project.
💡 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:
Rename both existing and new folders.
Edit index of the imported folders.
Rebuild the index to eliminate any gaps in the index.
Delete imported folders.
Once you review everything, click Import 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 toaster message. To correct any mistakes, click the Fix errors call to action within the toaster message. This takes you back to the preview step.
