Using folders for templates

Full-seat members

Why use template folders?

Section titled “Why use template folders?”

Create folders in Tallyfy and move your templates into them. Once you’ve got 20+ templates, folders make finding the right workflow much faster.

Who can organize templates?

“Light” members can’t organize templates into folders. Only “Standard” members (if allowed by an Admin) or “Administrator” members can create folders and move templates.

Template folders vs. process folders

Section titled “Template folders vs. process folders”

Tallyfy has two separate folder systems. They’re independent of each other.

Template folders are separate from process folders

1. Template folders - used only in the Templates section to organize your master blueprints.
2. Task/process folders - used in the Tasks and Tracker views to organize running processes and tasks.

How you organize master templates often differs from how you organize live work.

Example 1: A template folder called “HR” might contain “Employee Onboarding.” But running onboarding processes go into folders named by department - “Sales Team Onboarding” or “IT Team Onboarding.”

Example 2: All client templates live in “Client Operations.” But running processes go into folders named per client - “Acme Corp Projects” or “Beta Inc Requests.”

Folder type is locked

A template folder stays a template folder, and a process folder stays a process folder. Moving a folder doesn’t change its type, so you can’t accidentally turn a template folder into a process folder by dragging it. Folders sort by their assigned position, so the order you arrange them in stays consistent across reloads and across team members.

What you need

Section titled “What you need”

• Access to the Templates section
• Standard or Admin permissions - Light members can’t create folders

Benefits

Section titled “Benefits”

• Find templates faster - good folder structure cuts search time
• Group logically - HR templates in one spot, sales workflows in another
• Cleaner view - no more scrolling through an endless flat list
• Self-service - new employees find what they need without asking

Creating main folders

Section titled “Creating main folders”

1. Go to the Templates section
2. Click the New Folder button in the left panel
3. Name your folder (max 32 characters, e.g., “Marketing Templates”)
4. Click Create

Your new folder appears in the left panel. Click it to open or start adding templates.

Creating subfolders

Section titled “Creating subfolders”

1. Click a parent folder in the left panel
2. Click New Folder again
3. Name the subfolder (e.g., “Email Campaigns” inside “Marketing Templates”)
4. Click Create

Subfolders nest under their parent folder.

Moving templates into folders

Section titled “Moving templates into folders”

1. Find the template you want to move
2. Click the menu icon (three dots) on the template card
3. Choose Move from the menu
4. Select the destination folder
5. Click Move

Managing existing folders

Section titled “Managing existing folders”

1. Click the folder you want to manage in the left panel
2. Click the pencil icon next to the folder’s name
3. From here you can:
   • Rename the folder
   • Move it to a different parent folder
   • Delete the folder

Deleting a folder does not delete the templates inside it. They move back to the main library view (unfoldered).

Restoring archived templates

Section titled “Restoring archived templates”

When you unarchive a template, Tallyfy remembers its original folder:

• If the folder still exists, the template goes back there
• If the folder was deleted, the template lands in the main library view

1. Go to Templates and click the Archived tab
2. Find the template you want to restore
3. Click Unarchive

Best practices

Section titled “Best practices”

Keep folder names short and obvious - “HR Templates” beats “Human Resources Documentation and Processes.” Two or three levels of nesting works well. More than that creates a maze.

Organize by department (HR, Sales, IT) or by function (Approvals, Onboarding, Reviews). Pick one approach and stick with it. You can also use tags alongside folders for extra categorization.

Review your folder structure every few months. Delete empty folders and merge similar ones.

Related articles

Section titled “Related articles”

Templates > Organizing templates

Organize your Tallyfy template library with folders, naming conventions, tags, and step grouping…

Tasks View > Organize tasks and processes into folders

Tallyfy lets you organize active tasks and running processes using two independent folder…

Organize Processes > Organize processes into folders

Tallyfy lets you group active processes into folders in the Tracker view by client or project…

Documenting > Templates

Tallyfy templates are reusable blueprints you create once and launch repeatedly. They assign…

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