Setting up a workflow

A workflow is a recurring close for a set of subsidiaries. This page walks through adding one, for example, when you onboard new entities.

warning

The CloseCore team guides you through this during onboarding. If you're not familiar with the setup process, don't run it by yourself. Schedule a call with CloseCore first. Several steps affect the current and all future months.

Prerequisites

• Your cloud file storage is already connected (see Managing integrations). If you use a direct ERP integration, connect your ERP too. Trial Balance Upload does not require an ERP connection.
• A folder exists in your cloud storage to use as the Root Folder, where CloseCore will build the recurring hierarchy.
• The account you used to connect cloud storage has edit access to that Root Folder.

Step 1: Start from the Integrations page

Go to Admin → Integrations and open your ERP integration card. From there you can start the workflow setup or select subsidiaries directly.

For Trial Balance Upload, click Add ERP connection, choose Trial Balance Upload, then choose an existing subsidiary or click New subsidiary. Follow Setting up subsidiaries with trial balances to create subsidiaries, choose their Root Folders, and connect their trial balances.

Step 2: Select subsidiaries

Choose the subsidiary or subsidiaries to set up, and configure:

• Due Dates: generally Business (unless you want to allow weekend due dates).
• Calendar Type: generally Standard (unless you use a retail accounting calendar).

Click Import.

note

If you import subsidiaries but don't finish setup, resume by returning to Admin → Integrations and opening the ERP integration card to continue.

Step 3: Select cloud file storage

Select your existing cloud storage connection (or add one). Most teams use a single storage connection.

Step 4: Choose the Root Folder

Find the correct drive, then select the folder to use as your Root Folder. CloseCore creates the hierarchy inside it: the year folders, the month folders, and the recurring recurring folders (also called folder templates).

Here you also set:

• the fiscal year end,
• whether the fiscal year is named after its Ending year (the default) or Starting year,
• the Year Folder Format, which defaults to a four-digit fiscal year, such as 2026. You can use a prefix (FY2026), a two-digit year (FY26), or a custom format. Standard calendars also support year-end dates such as 2026-10-31 or 26-10-31; retail calendars support year labels only. CloseCore tries to detect the format from existing year folders. Confirm the year naming convention separately, since a year folder name alone cannot identify whether it represents the starting or ending year, and
• the month folder format. CloseCore defaults to PP - MMMM (for example, 01 - January for a 12/31 year end). If a hierarchy already exists in the Root Folder, CloseCore tries to auto-detect the format. For consistency, use the same format across all your workflows.

Use Year format tokens to see the available tokens and check the example before saving. These settings apply to new workflows. Existing workflows retain their folder formats and fiscal-year settings, including when another subsidiary joins the same Root Folder.

You can also configure File Date Formats, which control date changes in filenames when copying documents to another period. See File date formats.

Finally, share the Root Folder with any team members who need access. Remember, CloseCore does not manage drive access.

Subsidiaries without an ERP connection

A subsidiary can use a trial balance upload instead of an ERP connection. After you choose its Root Folder, connect its trial balance as described in Connecting a trial balance.

Multiple subsidiaries sharing a Root Folder

Several subsidiaries can share one Root Folder. Select the same Root Folder for each of them. When they share a folder, balance tagging changes: you add the subsidiary number as a suffix (for example, #cc-1000-1 instead of #cc-1000), where the number is CloseCore's internal subsidiary ID.

You can also set a primary subsidiary so that selecting it shows tasks across all subsidiaries sharing the folder.

Renaming a Root Folder

Use CloseCore to rename the Root Folder so its cloud storage name and saved location stay in sync. This requires Manage structure permission and access to the subsidiary.

1. On Admin → Subsidiaries, open the subsidiary's cloud storage settings.
2. Expand Root folder actions and click Rename root folder.
3. Enter the New name, then click Rename.

This renames the actual folder in your cloud storage. Names must be between 1 and 100 characters and cannot contain path separators.

Repairing a Root Folder's location

If the Root Folder or one of its parent folders was renamed or moved in cloud storage, repair the saved location in CloseCore. This requires Manage structure permission and access to the subsidiary.

1. On Admin → Subsidiaries, open the subsidiary's cloud storage settings.
2. Expand Root folder actions and click Repair root folder.
3. Check the result shown below the actions. CloseCore reports the current path if it repaired the location, or confirms that the folder is already up to date.

Repair finds the original folder by its cloud storage ID and updates its saved name and location. It does not rename or move the folder in cloud storage, or select a replacement folder. The original folder must be accessible in the configured drive. If it cannot be found, restore it or check cloud access before retrying. Folders without a saved cloud ID cannot be repaired automatically.

Unlinking or replacing a Root Folder

On Admin → Subsidiaries, open the subsidiary's cloud storage settings, expand Root folder actions, and click Unlink root folder. You need permission to configure cloud storage mappings, manage folder structure, and access restricted folders, plus access to that subsidiary. Only active subsidiaries can use this action.

1. Read the review of the existing root and records that prevent unlinking.
2. Open the listed records and resolve them using their existing screens. Return to the dialog to review again. If you cannot access a blocking category, contact an administrator.
3. If this subsidiary is the primary subsidiary of a shared root, select an active replacement primary subsidiary that you can access.
4. Review the automation that will be deactivated and any transaction alerts that will be deleted.
5. If Trial Balance Upload is connected, acknowledge its disconnection.
6. Type Unlink root folder, then click Unlink root folder.
7. Use the cloud storage settings to choose the replacement Root Folder. If you use Trial Balance Upload, connect a trial balance again.

Records that prevent unlinking

• Active checklist, reconciliation, agent task and flux templates.
• Undeleted checklist, reconciliation, agent and flux tasks, including completed tasks. Disabling a template does not remove its existing task blockers.
• Saved reports owned by or including the subsidiary.
• Draft, posting or failed journal entries for the subsidiary or entries without a single assigned subsidiary in the same root.
• Any prepaid or fixed asset schedule, including empty and fully posted schedules. A schedule with posted entries cannot currently be deleted and therefore prevents unlinking.

Checklist, reconciliation and agent work is checked for this subsidiary in the departing root. Work belonging only to another subsidiary in that root does not prevent unlinking. Flux, reports and schedules are checked across this subsidiary's records.

What unlinking changes

Exports and reminders belonging to the subsidiary are deactivated. Transaction alerts are soft-deleted across all periods and statuses. Transaction rules and monitoring settings are retained; monitoring pauses until a root is linked again. Relinking does not restore deleted alerts or promise replay of transactions from the disconnected interval.

When the last linked subsidiary leaves, auto-reconciliation templates are deactivated and journal-entry rules are soft-deleted. Inactive and disabled subsidiaries also count as linked members. Deactivated automation is not automatically re-enabled after setup.

Existing records remain associated with the old root and may become inaccessible through this subsidiary. They do not transfer to the replacement root. Cloud files, folders, documents, accounting data and the cloud storage connection are retained. Other subsidiaries sharing the root may retain access. Selecting the same root again may expose retained records.

A dedicated Trial Balance Upload connection is archived during unlinking. Imported accounts, balances and saved report templates are retained. Templates tied to that connection do not transfer to a replacement connection. Direct ERP connections remain attached.

A root with no linked subsidiaries does not use the workflow allowance. Linking it again is checked against the current plan limits. Existing documents, task history and folder templates continue to count toward their own limits.

Questions

Contact your account admin or support@closecore.com. When in doubt, default to asking the CloseCore team.