Apply folder templates automatically

Let your pipelines do the work for you: automate creating a folder structure for your clients instead of manually creating folders. For example, the recent tax year folder could be added to your tax-return clients once the job is created in the tax return pipeline. Or the whole folder structure could be created at the final stage of onboarding a new client. In this article, you will learn how to set up this automation in pipeline stages, but this approach also applies to setting up this automation in custom job statuses .

Paso 1 Cómo crear una plantilla de carpeta

If you want your folders to be generated automatically, you will need to create a template. You can create one right from the pipeline settings by clicking New template when you add the automation. 

Aunque cada empresa personaliza su estructura de carpetas en función de su flujo de trabajo, podemos compartir nuestras mejores prácticas para inspirarnos:

• Estructura de carpetas para clientes de preparación de impuestos

• Estructura de carpetas para clientes de contabilidad

• Estructura de carpetas para clientes de nóminas

  En pocas palabras, la forma más popular de crear una estructura de carpetas es crear carpetas separadas para los años y los servicios.

  

Step 2. Add the “Apply folder template” automation to the pipeline

Para añadir automáticamente una estructura de carpetas a las cuentas de sus clientes, debe asegurarse de haber añadido una automatización de plantillas de carpetas a su sitio proyecto. Para ello

• Open pipeline settings, then add the Apply folder template automation to the stage and select the folder template you have created. You will likely want to select the first stage of your pipeline or the stage where you are expecting actions performed by your client (e.g., Collecting Documents).

• Once the job enters this stage, the folder template is applied to the account. You can use automated messages at the same stage to inform clients about what’s happening and to convey your expectations.

  

Nota

For the Apply folder template automation, it doesn’t matter if the Automove jobs toggle for the stage is turned on. The automation is triggered automatically and doesn’t require action either from the client or from the firm. Also, no elements are linked to the job when the automation is triggered.

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