You'll see both folders and projects in Workiva. In this guide, you'll learn what to use when and how to use them.
Folders are available in every workspace and are the preferred way to organize next gen files. For example, you might put all quarterly filing documents, spreadsheets, and presentations in a 2019 10-Q folder.
You'll see all folders in your workspace by going to Files > All Files from the Home menu.
Folders under All Files lists all the folders, projects, and files, and filings in your workspace.
Subfolders created by anyone in the workspace, such as a 10-Q Filing folder, are listed under Folders.
Right-click a folder and select New Subfolder to create more folders to organize files.
Note: If you copied or transitioned classic files and projects, they default to a folder named "Copied Items" or "Transitioned Items" with a timestamp. The project created during the transition is for rolling-forward only, not for working with files.
Do not use projects to organize, find, work with files, or for a filing. Use folders to organize files and use the Filing option in your workspace to work with a financial filing.
Projects can be created in the next generation of Wdesk when you transition or copy a Classic Project to the next generation of Wdesk.
You can put projects in folders to keep them organized with other filing materials. You cannot put folders in projects.
For example, after creating your 10-Q filing, move the related project to your 10-Q Filing folder to keep it with the other files.
What about Filings?
Next generation Filing walks you through each step, from collecting documents to live filing. When you create a filing in the next generation of Wdesk, you add all the files and information needed for that filing right in the Filing steps. It no longer begins with a project.
To create a new filing or work with an existing one, go to Filing from the options on the left in your workspace. Then create a new filing or select an existing one from the dropdown menu. The filing steps walk you through what to do next.
When to Use Folders or Projects
For classic files use:
- Projects and Folders to organize, find, and work with files
- Projects to roll forward files
- Projects for filing
For next generation files use:
- Folders to organize, find, and work with files
- Folders to roll forward files
- Filings to create and continue a filing
Here are some tips for using folders and projects in a typical quarter.
If you're not already, start using folders to organize all your files (including projects).
We recommend creating a primary folder for all your documents that you work with in a quarter. Within the primary folder, you can organize documents and filings into subfolders to make similar files easy to find.
Name folders with a special character (*'!) so they appear at the top of the folders list.
Include "filing" in the name of next generation filings to help easily identify them from Classic projects and filings created.
Only use projects and classic files when with the Classic Filing Wizard.
Only use the next gen files organized in folders with next generation Filing.
Rolling forward files:
Use the folder created from the transition to roll forward documents. Do not create a new project.
Rename the folder created from the transition so it's easy to find, such as Primary Roll-Forward Folder or Quarterly Roll-Forward Folder.
If you created additional next generation files that you want to include when rolling forward, add them to the folder you are using to roll forward files.