In this guide, you'll learn how to use folders to organize files in a workspace. Similar to how your computer uses folders to manage files, you can use folders in Workiva to organize all of your files.
Overview of Folders
Folders are available in every workspace and are the preferred way to organize all of your next gen files. For example, you might put all quarterly documents, spreadsheets, and presentations in a 2019 Q4 folder.
You can see all folders in your workspace by going to Files > All Files from Home.
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 Q4 folder, are listed under Folders.
Right-click a folder and select New Subfolder to create more folders to help 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.
When to Use Folders
You should organize all of your files using folders. Use folders to
- Organize, find, and work with files
- Organize and keep track of filings
- Roll forward 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. You can move projects into folders to keep them organized with other filing materials. You cannot put folders in projects.
Here are some tips for using folders 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.
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.
- Include "filing" in the name of next generation filings to help easily identify them from Classic projects and filings created.
Roll forward files:
Use a folder to roll forward documents. Do not create or use 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.
What about Filings?
You can also use folders to organize your filings. Filing walks you through each step, from collecting documents to live filing. When you create a filing in the next generation of Workiva, you add all the files and information needed for that filing right in the Filing steps. The filing steps walk you through what to do next.