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Kuberan AI Help

Settings — Folder Templates

Open Folder Templates

Overview

Folder Templates allow you to define a standard folder hierarchy that is automatically created in the Documents module whenever a new client file is set up. Instead of manually creating the same folder structure for every new client — Tax Returns, Financial Statements, Source Documents, Correspondence, and so on — you define the structure once as a template and Kuberan AI provisions it automatically. You can create multiple templates for different client types (e.g., one for personal T1 clients and another for corporate clients).

Folder Templates screen showing template list on the left and folder hierarchy editor on the right
The Folder Templates screen. Select a template on the left to edit its folder hierarchy on the right.
  1. (1) Template list — name and client type
  2. (2) Add Template button
  3. (3) Folder hierarchy editor — expandable tree with add/rename/delete
  4. (4) Add Folder button within the hierarchy
  5. (5) Default template indicator — applied to new clients automatically

Screen Layout

Left panel — Template list: All defined folder templates. Each row shows the template name and the client type it is intended for.

Right panel — Hierarchy editor: The folder structure for the selected template, displayed as an editable tree. Add, rename, move, and delete folders within the tree.

Actions

Create a Folder Template

    1. Click Add Template.
    2. Enter a template name (e.g., “T1 Personal Client,” “Corporate Client — Standard,” “Bookkeeping Client”).
    3. Optionally select a client type to associate the template with (this helps when assigning templates to new clients — the appropriate template is suggested based on the client type).
    4. The hierarchy editor opens with a single root folder named after the client (placeholder). Begin building the structure by clicking Add Folder to create subfolders.
    5. For each folder you add, enter the folder name and choose its parent in the hierarchy. Common top-level folders for a corporate client:
      • Tax Returns
      • Financial Statements
      • Source Documents
      • Payroll Documents
      • CRA Correspondence
      • Engagement Documents
    6. Add subfolders as needed (e.g., under Tax Returns: T2 Returns, T4 Slips, HST Returns).
    7. Click Save Template.

Add a Folder to the Hierarchy

With a template selected in the left panel, click Add Folder in the hierarchy editor. A new folder appears in the tree. Click the folder name to rename it. Drag it to reposition it within the hierarchy. Click the indentation arrow to make it a subfolder of another folder.

Rename a Folder

Double-click any folder name in the hierarchy editor to make it editable. Type the new name and press Enter. Click elsewhere to cancel.

Delete a Folder from the Hierarchy

Click the X icon next to any folder in the hierarchy editor to remove it. If the folder has subfolders, a confirmation prompt asks whether you want to delete the entire subtree or just the parent (in which case subfolders move up to the parent’s level).

Set a Default Template

    1. Open the Actions menu on a template in the left panel.
    2. Select Set as Default.

The default template is automatically applied to every new client created in the workspace, without requiring a manual selection during client creation. Only one template can be the default at a time. Additional templates can be applied manually during or after client creation.

Apply a Template to an Existing Client

    1. Navigate to the client’s Documents folder in the Documents module.
    2. Click the settings icon and select Apply Folder Template.
    3. Choose the template to apply.
    4. Click Apply. Kuberan AI creates any folders from the template that do not already exist. Existing folders are not modified or deleted.

UI Elements

Default Badge

The template marked as Default shows a green “Default” badge in the template list. This template is applied automatically to all new clients.

Client Type Association

When a template is associated with a client type (e.g., “Corporation”), it is suggested first when that client type is selected during client creation.

Tips

  • Year-based subfolders: Some practices include the tax year in their folder structure (e.g., “Tax Returns / 2024,” “Tax Returns / 2023”). This works well but means you need to add a new year folder to each client annually. An alternative is to name folders by document type only and use file naming conventions to indicate the year.
  • Keep the template focused. A template with 20+ folders becomes harder to navigate than a flat structure. Aim for a meaningful hierarchy of two to three levels at most.
  • Multiple templates. Create at least two templates — one for personal T1 clients and one for corporate clients. Corporate clients generally need payroll, HST, and financial statement folders that T1 clients do not.