How to Organize Documents with Folders and Templates
Document management starts to work when the archive organizes itself. Every file added to Planfix appears in Documents and is grouped by the project, directory or contact it belongs to, so the hunt for the right version of a file ends there. This three-minute video shows the rest of the toolkit: folders, bulk actions, search, versions and templates.
What You’ll Learn: How to Manage Documents in Planfix
- How files are grouped by project, directory and contact, and where the rest go (0:00).
- How to move many files at once with bulk actions (0:35).
- How sorting, Favorites and search find a document fast (0:50).
- How version history keeps every edit and the person behind it (1:15).
- How to build a template that fills itself with task data (1:42).
- Where to see every file connected to one client (2:23).
How to Organize Documents in Planfix, Step by Step
Step 1. Learn the Structure of the Documents Section
All files, however they arrived, land in the Documents section. The left-hand panel has separate sections for projects, directories and contacts; files that are not linked to any of them stay in the folder for documents without a project. On top of that you can create your own folders and arrange files the way your team thinks about them.
Step 2. Tidy Up in Bulk
Select several files in the list and the bulk actions become available, for example moving all of them into another folder at once. This is the quickest way to deal with an archive that has grown faster than anyone’s filing habits.
Step 3. Sort, Star and Search
Three small tools cover most of the searching. Sorting arranges files by date, author or name. Favorites keeps the documents you open every day within reach. Search finds a file by part of its name, and you can narrow the results to favorites only.
Step 4. Rely on File Versions
Documents get edited, and that is where the version problem usually starts. In Planfix, each version of a file is saved automatically: you keep working with the latest one or return to an earlier one when you need to. Version history records who uploaded which version and when, so a change can be traced instead of argued about.
Step 5. Generate Documents from a Template
A document template is an ordinary Word or Excel file with special variables inside. Write the text on your computer, then open the template builder in the template settings, choose the object you need, copy the variable and paste it into the document. Upload the finished file with New template. Next time you add a file to a task, pick that template and the document arrives with the data already in place. Document templates work the same way for contracts, invoices and proposals.
Step 6. See Every File for One Client
The contact card collects the documents of a particular client: files uploaded to the card itself and files from tasks where the contact is the counterparty. It gives you the full picture of the relationship, from the signed agreement to the materials shared during an ongoing project.
Who It’s For
- Sales and account managers: every document for a client in the contact card, ready before the call.
- Finance and legal: templates with variables instead of retyping the same details into each contract.
- Project teams: versions that make it clear which file is current and who changed it.
- Administrators: folders, bulk actions and search to keep a growing archive usable.
FAQ
Does Planfix keep older versions of a document?
Yes. Every version of a file is saved automatically, and version history shows who uploaded each one and when. You can keep working with the latest version or go back to an earlier one.
How do you find a document quickly in Planfix?
Enter part of the file name in the search box, sort the list by date, author or name, or filter for favorites. Files are also grouped by project, directory and contact, which narrows the search before you start.
What is a document template in Planfix?
It is a Word or Excel file with variables in it. When a document is created from the template, the variables are replaced with values from the current task, so you get a completed file attached to the task.
Final Thoughts
Start with the document your team recreates most often and turn it into a template; then let folders, versions and search take care of the archive around it. For the file side of everyday work, see how to attach files to a task and keep file versions. New to Planfix? Sign up and upload your first template.
This video was featured in What’s New in Planfix: October 2026.
