ShareFile

Folder Templates

As an account Administrator, use Folder Templates page to create a default set of subfolders that can be added to new or existing folders on your account to allow for easy folder structure setup when the same subfolders are frequently used.

An example of this is if you have separate folders for specific projects or clients on your account and information in each folder is always organized into the same subfolder categories. Applying a folder template to the folder automatically creates the default subfolders within the selected folder to streamline folder setup.

Important:

  • Folders associated with a template cannot be deleted until the template association has been removed.
  • Folder template features rely on permissions that users must be granted.
  • When deleting a subfolder from the folder template, all instances of that folder within your account and all files contained within said folders are deleted. Folders deleted from a change to the template can be restored from the Recycle Bin.

Limitations

Users with a large amount of folders or deeply nested folder structures might not be able to apply folder templates to subfolders in bulk or rename existing folders in bulk.

There might be a delay while ShareFile processes template changes across your account. If you are editing templates that have been associated with many folders on your account, allow the web app time to process these changes before navigating away from the folder template menu.

Create a folder template

To create a template, navigate to Settings > Admin Settings > Advanced Preferences > Folder Templates.

You can enter a name for this template which allows you to identify the template if you set up more than one on the system. This title is not displayed in the folder screen. You can also enter a description which is displayed on the Dynamic Folder Templates page to help you further identify a specific template, if you create more than one on your account. When you are done, click Create Template.

On the next screen, click the title of your template to highlight it, and then click Add Folder. You can set up as many subfolders as you would like. To create a subfolder of a folder in the template, you can click the name of the folder that the new subfolder will be in, then click Add Folder. Once you are done, click Finish.

Add a template during folder creation

You can add a template when creating a folder. To do so, create a folder and use the Apply Template drop-down menu to apply a folder template. When you create the folder, the subfolders in the template are automatically set up inside the new folder.

You can also use a template to add subfolders to a folder that you have already created. To do so, navigate to the folder you want to modify and hover your mouse over the drop-down menu carat directly to the right of the folder’s name, then click Edit Folder Options. In the folder template section, apply a template from the drop-down menu. To remove a template from a given subfolder, check the Do not use a folder template option in the menu.

Apply folder templates to subfolders in bulk

You can apply folder templates to subfolders in bulk. You must be an Employee user with the Allow this user to edit folder templates permission. You must also be a member of the super user group to use the Apply Templates to Folder button.

To apply templates, click Settings > Admin Settings > Advanced Preferences > Folder Templates. Locate the template you want to apply in bulk and click the Apply To Folders icon. At the menu, you can designate which folder you want to apply the template to. The template is then applied to all subfolders within the folder you choose. Once you have selected the folder, click Apply. Depending on your template, you might see a status screen as your templates are applied. Click Apply to finish.

Folder template permission requirements

To create folder templates, you must be an employee user with the Allow this user to edit folder templates permission enabled. You must also have access to set up root level folders on the account or have upload permissions in one or more folders where you can add subfolders.

To apply folder templates to subfolders in bulk, you must be an employee user with the Allow this user to edit folder templates permission enabled. You must also be a member of the Super User Group to use the Apply Templates to Folder button.

To apply a template to a folder, you must have Admin permissions on a folder to access the Advanced Folder Settings menu where you can view template association.

To edit or delete a folder associated with a template, you must first remove the template association. To do so, navigate to the folder in question and click the Advanced Folder Options using the drop-down menu beside the folder name. In the menu, scroll down to the folder template section and click Remove Association. You can now able to edit and delete the folder.

When deleting a subfolder from the folder template, all instances of that folder within your account and all files contained within the folders are deleted. Folders deleted from a change to the template can be restored from the Recycle Bin.

Folder Templates