Import folder structure

How to create a folder structure in your project from the existing Excel file

Updated over a week ago

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 full administrators only.

To get started, click Import folder structure in the three dots menu on the action panel or the documents start page if your project has no documents yet.

1. Upload file

In the appeared modal, drag and drop or choose your Excel file with the project index.

To successfully process your file, make sure it meets these criteria:

  • Structure is indexed

  • XLSX format

  • Less than 10 MB

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 depend on your file structure and the presence of other folders in the project. By default:

  • Connected columns: specify which columns should be used for indices and names of the folders.

    • Index: the system takes the value from the first cell that matches the index pattern in the selected range.

    • Name: if multiple columns are selected, the name is merged into one; values from different columns are separated with dashes.

  • Modify 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.

Additionally, if your file has more than one sheet:

  • Excel sheet: select any other sheet or even multiple sheets.

    💡 By default, 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.

If there are already created folders in the project:

  • Modify index: 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.

  • Processing rules for duplicates: choose what to do with the duplicated folders if any are detected.

    💡 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.

    💡 Choose Ignore duplicates if you want to import an updated structure or retry after a partially failed import. Only new folders will be created, skipping existing ones.

Once you checked the settings, click Preview to go to the next step.

3. Preview folder structure

At last, get a full overview of the folder structure that will be created in your project.

Note that the folder name can't contain the following symbols: \ / : * ? " < > |

If such issues occur, you can quickly fix them in bulk using Find & Replace with functionality.

💡 The system automatically adds forbidden symbols one-by-one to the Find field to facilitate the changes. If “Replace with” remains empty, the values from “Find” will be deleted, and no spaces will be added.

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 reorder them.

  • Rename both existing and new 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 any conflicts occur during the import process, you can go back to the preview to check and fix the issues.

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