Add, change or delete (sub)folder in Archive

Disclaimer

All screenshots in the article were taken in the Dutch version of Nmbrs Accounting.

The Archive is visually divided into shelves to distinguish between core administration and other documents. 

Each folder can be further subdivided into subfolders.

Organization of the Archive shelves

• Top shelf (Bookkeeping folders): contains the standard folders for all financial and non-financial documents, both pending and processed, that are essential to the records.
• Bottom shelf(s): contains folders for documents that are private or do not directly pertain to the financial administration.

Fixed and unchangeable (sub)folders

To ensure the integrity of the administrative structure, certain standard folders cannot be modified or deleted:

• Top shelf (Bookkeeping folders): contains fixed (sub)folders that cannot be renamed or deleted.
• Bottom shelf(s):
  • The 'To be filed by me', 'Correspondence' and 'Other' folders are fixed folders that cannot be renamed or deleted.
  • Within the 'Other' folder, the 'Official documents' subfolder is a fixed folder that cannot be renamed or deleted.

Add, change, or delete (sub)folders

• Top shelf (Bookkeeping folders)
  You can only add an additional subfolder and rename or delete it.
• Bottom shelf(s)
  You can add an additional (sub)folder and rename or delete a (sub)folder.
  An additional folder can only be created by clicking on the 'unnamed' folder.

Move ord delete documents in bulk

From the folders 'To be handled by Nmbrs' (top shelf) or 'To be filed by me' (bottom shelf), it is possible to move or delete all documents in bulk.

For a detailed description see article Move, download or delete documents in Archive.

Move document to other (sub)folder

An opened document can be moved to another subfolder in the same or another folder by clicking on the Click here to store this document in another folder button.

Permissions and roles

Back office (in domain) or 'Management' 

This user can add, change or delete an additional (sub)folder in the Archive.

HRM

A user with this role can only add an additional subfolder in the 'Human Resources' folder.

Access to File cabinet

To access:

• click on the Archive icon in the navigation bar
• then click on File cabinet.

File cabinet

The File cabinet is opened in the Folders view by default.

AVAILABLE USER ACTIONS

From this screen, a user can:

• add a subfolder (Bookkeeping folders)
• add a (sub)folder (personal folders)
• change a (sub)folder (personal folders)
• delete a (sub)folder (personal folders).

Add subfolder (Bookkeeping folders)

To add a subfolder on the top shelf in the Archive, open the folder in which you want to add a subfolder, then:

• click on the Edit button at the top right of the screen
  OR
• hover your mouse over the folder in which you want to add a subfolder
• click on the button with the three dots
• then select the Edit menu option from the dropdown menu.
  
  
  The following screen is opened:
  
  
  
• create one or more subfolders in the folder by clicking on the New subfolder button under Subfolders
• enter the name of the new subfolder.
  
  Repeat until all subfolders are added.
  
  
  
• then click on the Save button.

The new 'Marketing' subfolder has been added to the 'Sales' folder:

Add (sub)folder (personal folders)

To add an additional folder (with subfolders) on the bottom shelf in the Archive::

• click on the 'unnamed' folder
  
  
  OR
  
  
• at the top of the screen, click on the Create button
• then select Folder.
  
  
  The following screen is opened:
  
  
• select the color of the new folder
• enter the name of the folder in the Name field
• add a description about the folder if necessary
• create one or more subfolders in the folder by clicking on the New subfolder button under Subfolders and enter the name of the new subfolder.
  
  Repeat until all subfolders have been added.
  
  
  
• then click on the Create button.
  
  The following message appears on the screen:
  
  

The new folder is added on the bottom shelf of the Archive and a new “unnamed” folder is automatically created.

Open the newly added folder. The following screen is opened:

Change (sub)folder

The name and color of the folder can always be changed. In addition, you can also change and/or add the description about the folder.

In addition, you can always add a subfolder within a folder.

ATTENTION!

Only the name of the subfolder added in one of the bookkeeping folders can be changed.

To change a (sub)folder:

• open the (sub)folder you want to change
• click on the More actions button at the top right of the screen
• then select Edit in the dropdown menu:
  
  
  The following screen is opened:
  
  
  
• change the details of the (sub)folder
• then click on the Save button.

Delete (sub)folder

To delete a (sub)folder:

• open the relevant (sub)folder
• click on the More actions button at the top of the screen
• then select Delete.
  
  
  OR
  
  
• hover your mouse over the line of the corresponding (sub)folder
• click on the button with the three dots
• then select the Delete menu option from the dropdown menu.
  
  
  The following message will appear on your screen:
  
  
  
• then click on the OK button to actually delete the (sub)folder.

ATTENTION!

All documents from the deleted (sub)folder will end up in the Recycle bin (Deleted documents).

For a detailed description, see article Deleted documents (trash bin).