Control Center - Documents - Folder Structures

  • Updated

Overview

The Documents – Folder Structure feature in the Control Center allows users to configure and manage folder structures efficiently for Projects and Contacts. These structures can include multiple nested folder levels to organize related data.

Projects Folder Structures are designed to be available for all existing projects that use a specific Project Type, which end users can access via Cases > Projects. 

Contacts Folder Structures are also available for existing contacts that use a specific Contact Type, accessible via Cases > Contacts.  

 

Folder Structure Navigation

To navigate to the Folder Structure page, follow these steps:

  1. After accessing Neostella, click the grid iconand select the Control Center workspace.
  2. Navigate to Documents > Folder Structure.

5 STEPS

1. To navigate to the Folder Structures page, follow these steps:
After accessing Neostella, click the grid icon.

2. Then select the Control Center option.

3. Navigate to Documents.

4. An then click Folder Structure.

5. That's it. You're done.

https://www.iorad.com/player/2669473/Control-Center---Documents---Folder-Structures---How-to-Navigate-?iframeHash=watchsteps-1&lang=en



Next step

 

Folder Structures Interface

In the Folder Structures dashboard, the interface displays the following tabs: Projects and Contacts.

Projects Tab

Element Description
1. +PROJECT FOLDER STRUCTURE Click this button to create a new folder structure for a specific Project Type.
2. Search This field allows users to enter text to filter folder structures in the table based on the entered criteria.

Within the table, the created folder structures are listed. 

Those table elements are described below: 

Element Description
3. Name Name of the folder structure.
4. Project Type Project Type where the folder structure is available.
5. Last Updated Date when the folder structure was last updated.

Contacts Tab

Element Description
1. +CONTACT FOLDER STRUCTURE Click this button to create a new folder structure for a specific Project Type.
2. Search This field allows users to filter folders in the table based on the entered criteria.

In the  table, the created folder structures are listed. 

The table elements are described below: 

Element Description
3. Name Name of the folder structure.
4. Contact Type Contact Type is where the folder structure is available.
5. Last Updated Date when the folder structure was last updated.

How to Create a New Project Folder Structure


To create a New Folder Structure for a specific Project Type follow these steps:

  1. After accessing Neostella, click the grid icon, select the Control Center option, and navigate to Documents > Folder Structure. In the Folder Structures dashboard, ensure the Projects tab is selected.
  2. Click +PROJECT FOLDER STRUCTURE.
  3. Enter the folder structure name in Setting Name*.
  4. Select the Project Type*. 

The Project Type* dropdown displays only the Project Types that currently exist for the tenant.

6 STEPS

1. After accessing Neostella, click the grid icon, select the Control Center option, and navigate to Documents > Folder Structure.

2. Then click the +PROJECT FOLDER STRUCTURE button.

3. Enter the folder structure name in Setting Name*.

4. Select the Project Type*.

5. The Project Type* dropdown displays only the Project Types that currently exist for the tenant.

6. That's it. You're done.

https://www.iorad.com/player/2669478/Control-Center---Documents---Folder-Structure---How-to-Create-a-New-Project-Folder-Structure?iframeHash=watchsteps-1&lang=en



Next step

  1. To create a new folder in the structure:
  • Click + FOLDER.
  • In the displayed field, enter the folder’s name and click the check icon or press Enter.

4 STEPS

1. To create a new folder in the structure click + FOLDER.

2. Then in the displayed field, enter the folder’s name.

3. And click the check icon or press Enter to save the folder.

4. That's it. You're done.

https://www.iorad.com/player/2669486/Control-Center---Documents---Folder-Structure---How-to-Create-a-New-Folder-in-the-Structure?iframeHash=watchsteps-1&lang=en



Next step

  1. To add a nested folder:
  • Click the icon next to the folder where the new subfolder will be created.
  • Enter the subfolder name and click the check icon or press Enter.


 

4 STEPS

1. To add a nested folder, click the icon next to the folder where the new subfolder will be created.

2. Enter the subfolder name.

3. Click the check icon or press Enter.

4. That's it. You're done.

https://www.iorad.com/player/2669490/Control-Center---Documents---Folder-Structure---How-to-Add-a-Nested-Folder?iframeHash=watchsteps-1&lang=en



Next step

 

  1. To edit a folder’s name:
  • Click the icon next to the folder that will be edited.
  • In the field, change the folder’s name and click the check icon or press Enter.

4 STEPS

1. To edit a folder’s name click the edit icon next to the folder that will be edited.

2. In the field, change the folder’s name.

3. Click the check icon or press Enter.

4. That's it. You're done.

https://www.iorad.com/player/2669495/Control-Center---Documents---Folder-Structure---How-to-Edit-a-Folder-Name-?iframeHash=watchsteps-1&lang=en



Next step

  1. To promote / nest / reorganize folders:
  • Locate the folder to be moved.
  • Drag the folder by the icon .
  • Drop the folder in the required location:
    • To nest a folder: Drop it onto another folder.
    • To promote a folder: Drop it at a higher level within the structure.
    • To reorder folders: Drop it in the desired sequence or position.
  1. To delete a folder:
  • Click the icon next to the folder. All nested folders will also be removed.

3 STEPS

1. To delete a folder click the Delete icon icon next to the folder.

2. If the folder contains nested folders, those folders will also be removed.

3. That's it. You're done.

https://www.iorad.com/player/2669513/Control-Center---Documents---Folder-Structure---How-to-Delete-a-Folder?iframeHash=watchsteps-1&lang=en



Next step

  1. To save the folder structure: 


 

3 STEPS

1. To delete a folder click the Delete icon icon next to the folder.

2. If the folder contains nested folders, those folders will also be removed.

3. That's it. You're done.

https://www.iorad.com/player/2669513/Control-Center---Documents---Folder-Structure---How-to-Delete-a-Folder?iframeHash=watchsteps-1&lang=en



Next step

  • Click +CREATE. The folder structure was created successfully message is displayed. 
  • The +CREATE button becomes enabled only after all folders have been assigned a name.
  • Once the folder structure is created, projects built by using the same Project Type, mentioned in the step 4, will automatically display the defined folder structure.

4 STEPS

1. To save the folder structure click +CREATE.

2. The folder structure was created successfully message is displayed.

3. Click here

4. That's it. You're done.

https://www.iorad.com/player/2669521/Control-Center---Documents---Folder-Structure---How-to-Save-a-Folder?iframeHash=watchsteps-1&lang=en



Next step

How to Edit a Project Folder Structure 

To edit a folder structure follow these steps:

  1. In the Folder Structures dashboard, Projects tab, locate the item to modify.
  2. Click the folder structure name.
  3. In the displayed side panel, modify the Setting Name*, and/or create new folders, rename, delete, promote, nest and/or reorganize existing folders.

Perform these actions according to steps 4–9 in How to Create a New Folder Structure for Projects.

  1. Then click SAVE. The folder structure was edited successfully message is displayed.

16 STEPS

1. In the Folder Structures dashboard, Projects tab, locate the item to modify and click the folder structure name.

2. In the displayed side panel, modify the Setting Name*.

3. Click +FOLDER to create new folders.

4. Enter the subfolder name and click the check icon or press Enter.

5. To promote / nest / reorganize folders
Locate the folder to be moved and then drag it.

5b. Drop

6. Then drop the folder to the desired location.

6b. Drop

7. Click the Edit icon to modify the folder name.

8. Change the folder's name.

9. And click the check icon or press Enter.

10. To add a nested folder click the plus icon next to the folder where the new subfolder will be created.

11. Enter the subfolder name.

12. An then click the check icon or press Enter.

13. To delete a folder click the Delete icon next to the folder. All nested folders will also be removed.

14. Then click SAVE to confirm the changes.

15. The folder structure was edited successfully message is displayed.

16. That's it. You're done.

https://www.iorad.com/player/2669537/Control-Center---Documents---Folder-Structure---How-to-Edit-a-Project-Folder-Structure?iframeHash=watchsteps-1&lang=en



Next step

How to Create a New Contact Folder Structure 

To create a New Folder Structure for a specific Contact Type follow these steps:

  1. After accessing Neostella, click the grid icon, select the Control Center option, and navigate to Documents > Folder Structure. In the Folder Structures dashboard, click the Contacts tab.
  2. Click +CONTACT FOLDER STRUCTURE.
  3. Enter the folder’s name in Setting Name*.
  4. Select the Contact Type*. 

The Contact Type* dropdown displays only the Contact Types that currently exist for the tenant. 

  1. To create a new folder in the structure:
  • Click + FOLDER.
  • In the displayed field, enter the folder’s name and click the check icon or press Enter.
  1. To add a nested folder:
  • Click the icon next to the folder where the new subfolder will be created.
  • Enter the subfolder name.
  1. To edit a folder’s name:
  • Click the icon next to the folder that will be edited.
  • In the field, change the folder’s name and click the check icon or press Enter.
  1. To promote / nest / reorganize folders:
  • Locate the folder to be moved.
  • Drag the folder by its icon .
  • Drop the folder in the required location:
    • To nest a folder: Drop it onto another folder.
    • To promote a folder: Drop it at a higher level within the structure.
    • To reorder folders: Drop it in the desired sequence or position.
  1. To delete a folder:
  • Click the icon next to the folder. Any nested folders will also be removed.
  1. Click +CREATE. The folder structure was created successfully message is displayed. 
  • The +CREATE button becomes enabled only after all folders have been assigned a name.
  • Once the folder structure is created, contacts built by using the same Contact Type, mentioned in the step 4, will automatically display the defined folder structure. 

How to Edit a Contact Folder Structure

To edit a folder structure follow these steps:

  1. In the Folder Structures dashboard, Contacts tab, locate the item to be modified.
  2. Click the folder structure name.
  3. In the displayed side panel, modify the Setting Name*, and/or create new folders, rename, delete, promote, nest and/or reorganize existing folders.

Perform these actions according to Steps 4–9 in How to Create a New Folder Structure for Contacts.

  1. Then click SAVE. The folder structure was edited successfully message is displayed.

FAQs &Troubleshooting

What is the purpose of Folder Structures in the Control Center?

Folder Structures allow administrators to define standardized document organization for Projects and Contacts. This is based on their respective types, ensuring consistency across the system.

 

Are Folder Structures automatically applied to existing Projects or Contacts?

Yes. Once a Folder Structure is created for a specific Project Type or Contact Type, it is automatically displayed in all existing and future Projects or Contacts using that type.

 

Can I create multiple Folder Structures for the same Project Type or Contact Type?

No. Each Project Type or Contact Type can only have one associated Folder Structure.

 

What happens to documents if a folder or Folder Structure is deleted?

When a folder or Folder Structure is deleted, the documents inside are logically deleted. They no longer appear in the folder structure but are not physically removed from the system.

 

Can I change the folder hierarchy after a Folder Structure is created?

Yes. Folder Structures can be edited at any time to add, rename, delete, nest, promote, or reorder folders. Changes are reflected immediately in associated Projects or Contacts.


Who can create or modify Folder Structures?

Only users with access to the Control Center and appropriate permissions can create, edit, or delete Folder Structures.

 

Why can’t I click the CREATE button when building a Folder Structure?

The CREATE button is enabled only after all folders in the structure have been assigned a name.