Folder Structure Templates let you automatically create a predefined set of folders in SharePoint Online whenever a new matter is created, allowing you to save time and maintain consistency across your legal team.
Navigate to the Folder Structure Templates settings
Go to Admin > Integrations > Document Management and select the Folder Structure Templates tab.
Step 1: Add a new template rule
Click Add new template rule. A rule row will appear with three fields:
If: the matter attribute to evaluate (e.g. Category, Sub-Category, Division, Sub-Division, Group, Confidential, or Matter Manager)
Equals: the condition (currently “Equals”)
Then: the folder structure template to apply
Step 2: Configure the If condition
In the If field, select the matter attribute you want the rule to be based on:
Category
Sub-Category
Division
Sub-Division
Group
Confidential
Matter Manager
Then, in the second dropdown, select the specific value for that attribute (e.g. if you selected Category, you might choose Administration, Contract & Commercial, etc.).
Step 3: Select or create a folder structure template
In the Then field, select a folder structure template from the dropdown. You can:
Select an existing template from the list
Click Add Folder Structure to create a new template
Select No Folder will be created if no folders should be automatically created for this rule
Step 4: Build the folder template
When creating a new folder structure template, an Add Folder Template panel will open on the right-hand side:
Enter a Template Name (e.g. “Administration Template”)
Click Add Folder to add folders to the template
Enter a name for each folder (e.g. Emails, Final Documents, WIP Documents)
Repeat to add as many folders as needed
Use the edit (pencil) or delete (bin) icons next to any folder to rename or remove it
Click Save & Close when done
Step 5: Set the Otherwise rule
The Otherwise rule acts as the default and applies to any matter that does not match any of the rules above it. You can set this to:
A specific folder structure template
No Folder will be created (no folders will be auto-generated)
It is recommended to always configure an Otherwise rule to ensure all matters are handled predictably.
Step 6: Save your rules
Once you have configured all your rules and the Otherwise setting, click Save in the top right-hand corner of the screen to apply your changes.
Managing your rules
You can add as many rules as needed by clicking Add new template rule. Rules are evaluated from top to bottom, so the order matters — more specific rules should be placed above more general ones.
To remove a rule, click the × icon on the right-hand side of the rule row.
Result
Once your rules are saved, when a new matter is created in Xakia that matches a rule, Xakia will automatically create the configured folders inside the matter’s SharePoint Online folder. The folders will be visible in the matter’s Documents tab.
Limitation
Folder Structure Templates are only applied when a matter is first created in Xakia and linked to SharePoint Online. If a matter’s attributes change after creation (e.g. the category is updated), the folder structure will not be automatically updated or moved.
Need help?
If you have any questions, please contact us at support@xakiatech.com or reach out to your Customer Success Manager.