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Folder Definition in Card Templates

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In this article:

Overview

Document folder definition in a card template is a feature that can automatically create new folders during card creation. Whenever you have a requirement that all documents contained in a card should be stored separately from documents contained in other cards, then this feature is for you.

It allows you to dynamically create folders at any hierarchical level of your document structure. If you create a card template that outlines the content structure of a particular card, including document folders, you can also have a new document folder created for each new card using that card template.

Theoretical scheme illustrating the work with folders in card templates in KanBo. There are three cards based on a card template with defined folder.

Creating a card based on a card template that has many folder definitions can create multiple folders at different hierarchical levels of your space document structure at once.

The name of the document folder is created dynamically based on the name of the card you are just creating. You can also configure naming elements, such as prefixes, suffixes, or card IDs.

For a better understanding of this feature, we will use the following example.

Example: Our card template is called Job Postion. It has a document folder called Job Applicants. We will create two cards based on this template: Product Manager and Software Developer. Two corresponding folders are created automatically along with the previously declared suffix.

Automatic folder definition in practice

Follow a specific example of using document folder definition.

  1. Create a card using the previously prepared card template.
  1. The previously defined template card elements appear immediately on the card. There is the Description note, the Tasks to-do list, and the Job Applicants document folder.
  1. The names of the new source folders are strictly defined. They contain the card name and the previously specified January 2024 suffix.

The folder named Software Developer January 2024 is the source folder for the Job Applicants document folder in the card named Software Developer.

Need more? Learn how to get to the next level by adding document templates to this setup. Go to our guide about working with card templates.

Creating document folder definition in card templates

To create document folder definition in a card template:

  1. Open the space.
  2. On the space top bar, go to More (the three-dots menu), then select  Settings >  Card templates.
  3. Select the card template, or see how to create a new one.
  4. On the card template, select the + Add element button.
  1. Select Document folder definition.
  2. Select the location for future folders (you can use breadcrumbs for navigation and create folders from here).
  3. Enter the name for the document folder in card, and then select Add.

This name is only used within the card. It is the name of the card element. The source folder name is defined in the folder definition settings.

Done. Now when you create a new card using this template, the new empty folder will appear automatically.

Setting document folder details

You can specify how the name of the folder created based on the folder definition will look. The name of the document folder can consists of the following elements:

prefix + card name + suffix + card ID

To specify details of the folder definition:

  1. Open the space.
  2. On the space top bar, go to More (the three-dots menu), then select  Settings >  Card templates.
  3. Select the desired card template.
  4. In card elements, on the document folder definition, go to More (the three-dot menu), and then select  Settings.
  5. Specify the name prefix and suffix for the folder definition. You can leave them empty if you do not need them.
  1. Decide whether KanBo should append the ID of the card that is being created to the folder name or not.
  2. Close the window.

Learn more about other settings: Show max items and Allowed document templates in the Document Folder article.

FAQ

Yes, you can configure the name of the document folder in a card template. The document folder name consists of the following elements – prefix + card name + suffix + card ID.

The purpose of the folder definition feature in card templates is to allow users to create new document folders automatically at any hierarchical level of their document structure in their space. This feature saves users time and eliminates the need to create folders manually.

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