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Document Folder Definition in a Card Template

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Table of Contents

  1. Introduction
  2. Document folder definition in a card template 
  3. Set the folder definition details
  4. Work with document folder definition

Introduction

Document folder definition in a card template is a feature that can create new folders automatically while card creation.

Whenever you have a requirement that all documents contained by a card should be stored separately from documents created or contained by other cards, then folder definitions is the way to go in KanBo.

This Functionality allows you to dynamically create document folders at any hierarchical level of your Document Structure in your KanBo Board. When you create a card template that outlines the content structure of a particular card, you can also have a new document folder created for every new card using that card template.

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The name of the document folder will be dynamically built based on the name of the card you are just creating. You can configure other name elements too, like prefix, sufix or card ID.

 NOTE  You can have as many folders and folder definitions in a card or card template respectively. Creating a card out of a card template that has many folder definitions can create multiple folders at different hierarchical levels of your Board document structure at once.
For better understanding of this feature, we will use the following example.

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Our card template is named Job Posting. It has a document folder Job Posting Materials. We will create two cards based on this template: Product Manager and Software Developer. Two corresponding folders will be created automatically.


Create folder definition in a card template

Check how to set automatic folder definition for new cards created using templates.

1. Press three dots button at a Board and open Image 13919 Settings.


Board drop-down menu with settings option highlighted to select.


2. Select Image 13920 Card templates.


3. Choose a card template you need for the folder definition. If there is no option to choose, see how to create a new one.

A card template called Job Posting highlighted at the Card templates window.


4. In selected card template press + Add element.


5. Select Document folder definition.

Document folder definition position highlighted at the drop-down menu inside the card template called Job Posting.


6. Select the location of your new folders. You can choose from the Boards folders.

Select folder window with two folders to choose from.


7. Enter the name that will be used for this document folder after it will be created during the card creation. Remember that this name will be used only inside the card. It is not its actual name.

Document folder definition window in which you can set the name for your document folder.



8. Done. Now after creating a new card using this template the new empty folder will appear automatically.

Set the folder definition details

Specify details of the folder definition in a card template.

1. Go to the folder definition Settings at the card template and define name details.

Document folder settings you can select from the drop-down menu at a card template.


2. Here you can define how the name of the folder created based on the folder definition will look like. The name of the document folder consists of the following elements:


prefix + name of the card + suffix + card ID


Set folder definition name prefix and suffix. You can leave it empty if you do not need them. 


Decide whether KanBo should append the ID of the card that is being created to the folder name or not.

Folder template settings window in which you can set among others prefix, suffix and card ID for. Folder name suffix set as January 2023.


Two other settings: Show max items and Allowed document templates are the same as in Document Folder.

Use automatic folder definition

Now after creating a card using this template, a folder corresponding to that card will be created.

1. Create a card using the previously edited template.

Creating a new card at a status list with Job Posting template selected. Two cards named Software Developer and Product Manager created.


2. The folder named Job Posting Materials immediately appeared in the card.

A field with document folder based on template shown inside the new card.


3. Names of the new folders contains previously specified sufix. The new folders are located inside the earlier selected folder Job Postings

Folder named Software Developer January 2023 in Board documents section and Job Posting Materials folder in the card named Software Developer  are in fact the same folder.

New folders named Product Manager January 2023 and Software Developer January 2023 created, shown at the Boards document.


Need more? Go to our guide about working with card templates.


Go back to the Table of Contents.


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