To organize templates in Tallyfy, create folders and drag your templates into them - it’s that simple. Once you’ve got 20 or more templates, you’ll wonder how you managed without folders.
Here’s why: Without folders, finding the right template in a large library takes forever. With them? You can locate any workflow in seconds. Teams with 50+ templates find their workflows much faster after implementing a solid folder structure.
Templates vs. running processes
Think of template folders like organizing cookie cutters in your kitchen drawer - you’re sorting the tools, not the cookies you’ve already baked. These folders organize your reusable workflow blueprints, not the actual work that’s happening right now.
It’s a simple but important distinction that trips up new users all the time.
What you need for organizing templates
Access to the Templates section
At least a few templates to organize (there’s no point creating folders for just one or two)
Standard or Admin permissions - Light users can’t create folders
That last point matters. Only team members with the right permissions can restructure your template library (which prevents chaos).
Benefits of template folders
Find templates faster: A good folder structure dramatically reduces search time
Group logically: HR templates in one spot, sales workflows in another - whatever makes sense for your team
Cleaner templates section: No more scrolling through an endless list of templates
Help your team: New employees find what they need without asking
The more templates you create, the more you’ll appreciate having folders. Trust me on this one.
Creating main folders
Go to the Templates section
Click the New Folder button (usually in the panel on the left)
Give your folder a clear name (e.g., “Marketing Templates”)
Click Create
Done. Your new folder appears instantly in the left panel. Click it to open it up or start adding templates.
Creating subfolders
Click on the folder you want to put a new folder inside (the parent folder) on the left
Click the New Folder button again
Give the subfolder a name (e.g., “Email Campaigns” inside the “Marketing Templates” folder)
Click Create
You’ll see subfolders nested under their parent folder - nice and tidy.
Moving templates into folders
In the main Templates view (or inside a folder), find the template you want to move
Click the menu icon (three dots ⋮) on the template card
Choose Move from the menu
Select the folder you want to move the template into
Click Move
Managing existing folders
Click on the folder you want to manage in the left panel
Click the pencil icon next to the folder’s name
In the box that appears, you can:
Rename the folder
Move the folder by choosing a different parent folder
Delete the folder
Important: Deleting a folder does not delete the templates inside it. The templates will just move back to the main library view (unfoldered).
Restoring archived templates
When you unarchive a template, Tallyfy remembers where it came from:
If the original folder still exists, that’s where it goes back
If you deleted that folder? The template lands in your main library view instead
Go to the Templates section and click the Archived tab
Find the template you want to bring back
Click the Unarchive button
Best practices for folder organization
Keep folder names obvious - “HR Templates” beats “Human Resources Documentation and Processes” every time. You want anyone on your team to know exactly what’s inside without thinking twice.
Resist the urge to create endless subfolders. Two or three levels deep? Perfect. Five levels? You’ve built a maze nobody wants to navigate. I’ve seen teams create such complex structures that finding templates takes longer than before they had folders at all.
Here’s what works: organize by department (HR, Sales, IT) or by function (Approvals, Onboarding, Reviews). Pick one approach and stick with it. And remember - you can use tags alongside folders for extra organization. Think of folders as your main categories and tags as your subcategories.
Every few months, take a look at your folder structure. Delete empty ones. Merge similar folders. Your future self will thank you.
Effective template organization in Tallyfy requires implementing folder structures based on departments or process types along with consistent naming conventions using prefixes and version numbers while using tags for additional categorization and establishing governance frameworks that include access controls standardization requirements change management procedures and regular maintenance schedules to ensure templates remain accurate and useful.
Tallyfy provides two separate folder systems - one for organizing master templates in the Templates library and another for organizing active work in Tasks and Tracker views - plus flexible tags that allow items to belong to multiple categories for enhanced workflow organization.
Templates in Tallyfy serve as reusable workflow blueprints that capture every step and decision point in business processes and when launched they automatically assign tasks send reminders and track progress while enabling organizations to document their best practices once and run them consistently thousands of times with the ability to improve based on real data and feedback.
Tags in Tallyfy are flexible keywords that can be added to templates and processes for instant organization and filtering unlike traditional folders that limit items to single locations.
