Guide Categories
Folders
Organize your records and documents using the folder system for better file management and organization.
Overview
Folders in Accounter allow you to organize and categorize your business records systematically. This feature helps you maintain better organization and makes it easier to locate specific documents or transactions when needed.
Creating Folders
To create a new folder:
- Navigate to the tab where you want to create the folder
- Click the New Folder button or option
- Enter a descriptive name for your folder
- Add any relevant description or notes
- Save the folder
Pro Tip
Use clear, descriptive names for your folders to make them easy to identify later. Consider using a naming convention that works for your business structure.
Organizing Records with Folders
Once you have created folders, you can organize your records by assigning them to appropriate folders:
- When creating new records, select the appropriate folder from the dropdown
- For existing records, edit them and change the folder assignment
- Use bulk operations to move multiple records to folders at once
- Create sub-folders for more detailed organization if needed
Folder Applications
Folders can be used across various areas of Accounter:
| Area | Example Uses |
|---|---|
| Customers | Group by region, industry, or customer type |
| Suppliers | Organize by category, location, or payment terms |
| Sales Invoices | Separate by sales rep, project, or time period |
| Purchase Invoices | Group by department, expense type, or approval status |
| Inventory Items | Categorize by product line, location, or supplier |
Filtering and Searching
Use folders to improve your search and filtering capabilities:
- Filter views to show only records from specific folders
- Use folder filters in reports to analyze specific segments
- Combine folder filters with other criteria for precise searches
- Export data from specific folders for external analysis
Note
Folder assignments are included when you use the Copy to Clipboard feature, making it easy to analyze folder-based data in external applications.
Best Practices
- Establish a consistent folder naming convention before you start
- Create folders based on how you actually work and search for information
- Don't create too many folders - keep the structure manageable
- Review and reorganize folders periodically as your business evolves
- Train your team on the folder structure and naming conventions
- Use folders in conjunction with other organizational features like tags or custom fields