Video 7 of 26 ยท Set Up

Folder Templates and Project Documents

Set up your folder structure once and install it on every project

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Watch the Folder Templates and Project Documents video
Watch the Folder Templates and Project Documents video on YouTube
Watch the video walkthroughhttps://youtu.be/4sK3CSieiD8

In this walkthrough, you'll set up your own folder structure in the Deep Space web app, and install it on a project. We'll cover system folders, building a folder template, and installing it. Then the questions we get most.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

System folders and your folders

Every project's documents start with Deep Space's system folders, marked System. They hold what Deep Space files for you
Every project's documents start with Deep Space's system folders, marked System. They hold what Deep Space files for you, like commercial documents and site photos, so they're locked and the same in every workspace. Your own folder structure goes in a folder template.

Build a template

Go to Admin, Folder Templates and click Create Template.
Go to Admin, Folder Templates and click Create Template.
Give it a name and description, then click Add root folder.
Give it a name and description, then click Add root folder.
Build the structure. Name each folder, and nest folders inside each other, like the tender set and its revisions under D
Build the structure. Name each folder, and nest folders inside each other, like the tender set and its revisions under Drawings.
Hover over a folder to add a subfolder with the plus, or remove it with the bin. Then save. You can build one template f
Hover over a folder to add a subfolder with the plus, or remove it with the bin. Then save. You can build one template for everything, or several smaller ones by discipline.

Install on a project

Open the project's Project Documents, click Folder Actions, then Install Template.
Open the project's Project Documents, click Folder Actions, then Install Template.
Tick one or more templates. The preview on the right shows the merged structure before anything is created. Then click I
Tick one or more templates. The preview on the right shows the merged structure before anything is created. Then click Install.
Your folders are added alongside the system folders. Deep Space tells you how many were created, and any that already ex
Your folders are added alongside the system folders. Deep Space tells you how many were created, and any that already existed are left as they are.

Common questions

Can I rename or move a system folder?

No. System folders are the same for everyone, so Deep Space can always file documents into them. Put your own structure alongside them.

Can I rename or move a system folder?
No. System folders are the same for everyone, so Deep Space can always file documents into them. Put your own structure alongside them.

Does a template install itself on new projects?

Not yet. Install it from Folder Actions when you set up each project.

Does a template install itself on new projects?
Not yet. Install it from Folder Actions when you set up each project.

We want a company-wide folder structure too.

Company Documents has its own folders. Our support team can help you set them up.

We want a company-wide folder structure too.
Company Documents has its own folders. Our support team can help you set them up.

I changed a template after installing it.

Install it again. Folders that already exist are left as they are, and new ones are added.

I changed a template after installing it.
Install it again. Folders that already exist are left as they are, and new ones are added.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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