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Building Your Client File Structure

Every client should get the same organized set of folders — plan documents, census files, notices, shared client-facing folders — without an

Written by Andrew Flowers

Goal

Every client should get the same organized set of folders — plan documents, census files, notices, shared client-facing folders — without anyone building them by hand. This guide shows you how to set up a template once, then generate an identical, ready-to-use file directory for each new client in seconds.

Prerequisites

  • A team admin to complete the one-time setup (Part 1 below). After that, any operations user can create client directories.

  • A clear idea of your standard folder layout. Sketch it before you build — the template is copied as-is for every client.

Step 1: Build your blueprint folder (one time)

  1. Click Files in the left-hand menu.

  2. Create a folder to serve as your template — for example, "Client Template."

  3. Inside it, build the folder structure every client should get: plan documents, census, compliance, correspondence, and so on. Use clear, consistent names.

For folder basics, see Navigating and Organizing Files.

Step 2: Point CX at your template (admin, one time)

  1. Click Settings in the main menu, then Advanced, then Client Folders.

  2. Click the Root Folder picker and choose the folder where all client directories should live. Click Save.

  3. Click the Template Folder picker and select your blueprint folder. Click Save.

For every option and behavior, see Template Client File Directories.

Step 3: Create the client's directory

  1. Open the client record and go to the Files tab.

  2. Click Create Client Directory.

  3. Wait a few seconds. CX creates the client's folder under your Root Folder, adds a locked Shared folder (with Notices and Attachments inside), copies your template structure, and opens the new directory.

Step 4: Add the client's starting documents

  1. Double-click the folder where a document belongs.

  2. Drag and drop files in, or click the upload button in the top right.

  3. Confirm each file appears in the folder list.

Put onboarding documents — the adoption agreement, prior-year census, service agreement — in their homes now, while everything is fresh.

Expected outcome

The client has a complete directory that matches every other client's, including a locked Shared folder your client can see through the portal. Anyone on your team can find any document, for any client, because the structure is always the same.

Related features

  • Template Client File Directories — full setup detail, options, and troubleshooting

  • Navigating and Organizing Files — folders, renaming, and organization basics

  • Uploading and Sharing Files — secure share links and public upload folders

  • Save to Project File Automation — file project documents automatically

Tips

  • Get the template right before onboarding season. Template changes only apply to directories created after the change — existing clients keep their current structure.

  • Name files for humans. "2026 Census - ABC Company.pdf" beats "Scan_0043.pdf" every time.

  • Collecting documents from someone without portal access? Use a public upload folder — outside contacts can send you files through a link without a login. See Uploading and Sharing Files.

  • Template didn't copy? The client folder is still created safely. Check the troubleshooting steps in Template Client File Directories.

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