Folder Structure
You should already have your folder structure set up and synced into CloseCore.
Do not modify or delete folders, or change any folder names (except for Recurring Folders; see Managing Recurring Folders below). CloseCore automatically creates your folder structure for the next month on the first day of each month. Contact us if you want to make changes.
The expected folder structure looks like this:
CC - Accounting (top-level CloseCore folder)
└─ CloseCore Subsidiary (workflow root folder)
└─ 2024 (year folder)
└─ 01 - January (month folder)
└─ 01 Cash and Cash Equivalents (recurring folder)
Your month-folder format may differ (e.g. 2024-01 instead of 01 - January), and that's fine. The important thing is that it's
consistent month to month.
Managing Recurring Folders (Admin only)
The exception to changing folder names is Recurring Folders (subfolders of your month folders). You are expected to manage your Recurring Folders from CloseCore.
Recurring Folders are created based on your monthly recurring folder structure, or Folder Templates. Folder Templates are how CloseCore knows which set of Recurring Folders to create every month. The operations in this section affect not only specific Recurring Folders but your Folder Templates as well.
Adding a Recurring Folder
Go to the Folders page and hover over a month folder. Click the menu icon that appears,
then click Add a recurring folder. You'll be prompted to enter the new folder name (we
recommend a numbering system like 01 Cash and Cash Equivalents, 02 Accounts Receivable, etc.).
The folder will be created in the selected month and all subsequent months (including future, not-yet-created months).
Renaming a Recurring Folder
Go to the Folders page for the folder you want to rename. At the top right, click the small menu (...) icon and select Rename this folder. You'll be prompted to enter a new name.
The folder will be renamed in the selected month and all subsequent months (including future, not-yet-created months).
Deleting a Recurring Folder
Go to the Folders page for the folder you want to delete. At the top right, click the small menu (...) icon and select Delete this folder (in red). You'll be prompted to review and confirm.
All tasks associated with the folder will be deleted. If you would like to keep the tasks, reassign them to different folders before deleting.
Deletion will fail with an error if there are any tasks (checklist or reconciliations) with sign-offs in the selected period or any subsequent period.
The folder and all associated items (checklist, reconciliations, documents) will be deleted in the selected month and all subsequent months, and will no longer be created in future months.
Syncing Recurring Folders from cloud storage
We recommend using the operations above to manage your recurring folders. However, if you make significant changes to your folder structure, you can sync the folders from your cloud storage and use them as your Folder Templates.
This feature only works when you edit folders for the current month. For example, if today is February 2, you must edit the folders for February in your cloud storage to sync them to CloseCore. This is a complex operation. Make sure you understand the consequences before proceeding.
Go to the Folders page and hover over the current month's folder. Click the menu icon that appears, then click Sync recurring folders. A menu appears showing your current Folder Templates. After verifying the content on the screen, press Sync.
Using Sync recurring folders for prior months will delete Recurring Folders that are no longer present in your cloud storage, but it will not sync new Recurring Folders into CloseCore.