Organize templates into folders

Why use template folders?

Template folders allow you to organize related templates together, making it easier to navigate and manage large template libraries. Proper organization helps teams quickly find the templates they need and maintains a structured approach to process management.

Role permission requirement

Members with a “Light” role cannot create or edit templates, including organizing them into folders. Only members with a “Standard” role (if they have appropriate permissions) or “Administrator” role can organize templates into folders.

Organizing templates with folders

Folders provide a hierarchical structure for template management, enabling efficient organization and quick access to your process library.

Important distinction

Template folders are completely separate from folders used for active tasks and processes. Each system has its own set of folders:

• Template folders (discussed in this article) are for organizing your process library
• Task/Process folders are for organizing active tasks and processes in the Tasks and Tracker views

Why the separation? The organizational structure needed for templates often differs from what’s needed for running processes:

Example 1: You might have a templates folder called “HR” with an “Employee Onboarding” template. When you launch this template, you could organize the actual onboarding processes by department in folders like “Sales Onboardings” or “IT Onboardings.”

Example 2: You might keep client-related templates in a “Client Ops” folder. But when running these processes, you’d want to organize them by client name (e.g., “Coca Cola Work Requests”) to group all active work for a specific client.

Requirements

• Access to the Templates section
• Templates that need organization
• Permissions to create and manage folders

Benefits of folder organization

• Improved navigation - Locate templates quickly in a structured hierarchy
• Logical grouping - Arrange templates by department, function, or process type
• Reduced clutter - Keep your template library clean and well-organized
• Better collaboration - Help team members find relevant templates
• Streamlined workflow - Group related templates together for easier management

Creating top-level folders

1. Navigate to the Templates section in Tallyfy
2. Click the New Folder button in the left navigation panel
3. Enter a descriptive name for your folder
4. Click Create

The newly created folder appears in the left navigation panel. Click on it to view or add templates.

Creating subfolders

For more detailed organization:

1. Select an existing parent folder in the left panel
2. Click the New Folder button
3. Enter a name for your subfolder
4. Click Create

Subfolders appear nested under their parent folders in the navigation hierarchy.

Moving templates to folders

1. From the Library view, locate the template you want to organize
2. Click the ellipsis (⋮) icon on the template card
3. Select Move from the dropdown menu
4. Choose the destination folder from the dialog
5. Click Move to confirm

Managing folders

Editing folder properties

1. Select the folder in the navigation panel
2. Click the pencil icon next to the folder name
3. In the edit dialog, you can:
   • Rename the folder
   • Change its parent folder (move it in the hierarchy)
   • Delete the folder

Deleting folders

When you delete a folder:

• The folder is removed from the navigation panel
• Templates within the folder are preserved
• Templates are moved back to the main library

Working with archived templates

When you unarchive a template, it returns to its original folder location if the folder still exists.

1. Click the Archived tab in the Templates section
2. Locate the template you want to restore
3. Click the Unarchive button

Best practices for folder organization

• Create a consistent naming convention for folders
• Limit folder hierarchy to 2-3 levels for easy navigation
• Group templates by business function or department
• Use descriptive folder names that clearly indicate contents
• Regularly review and clean up your folder structure
• Add descriptive tags for easier filtering
• Create folders for different process categories
• Document customizations made to sample templates

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