Folders

Who can access this feature?

Project Admins can run Master Schedule Imports.

In Aphex, the project’s WBS is built using Folders. Folders and Subfolders are how teams organise and group Tasks across the plan - whether you're pulling in a detailed structure from P6 or Asta, or building a more streamlined setup to suit daily and weekly site planning.

Create a Root Folder

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Root Folders sit at the top of your Folder hierarchy - everything else rolls up into them. You can create one directly from the Gantt while planning, or use the Folders Management page to build out your structure more intentionally.

From the Gantt

• Make sure that your set to Folders

• An option to Add Root Folder will appear on the Gantt

From the Folders Management Page:

• Click your Project Title in the top left, then select Project Assets

• Select Folders from the menu

• Click

• Add a Folder Name and update the code if needed

• Click Save

• The Folder is added to the project structure, ready for the team to add Tasks into

Folder Code Logic

• Each Folder has a unique code

• If a duplicate code is attempted to be created, the code will autocorrect to <value>[duplicate] until it is edited back to a unique code

• Folders use a tree-style structure - each level down the tree adds another decimal place to the code, showing its position in the hierarchy

Create a Subfolder

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Subfolders help you build out your Folder Structure with as much detail as your plan needs. You can nest Subfolders as deep as required - there's no limit!

From the Folders Management Page:

• Click your Project Title in the top left, then select Project Assets

• Select Folders from the menu

• Hover over the Folder you would like to add a Subfolder to

• Click on the + symbol

• Select Add Sub-Folder

• Add a Folder Name and update the code if needed

• Click Save Changes

• The Subfolder is added to the project structure, ready for the team to add Tasks into

From the Gantt:

• Hover over the Folder you are adding to

• Click on the + symbol

• Select Add Subfolder

• Type in the Subfolder Name & select the Create [Folder Name] button

Protect a Folder

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If parts of your Folder Structure need to stay exactly as they are, you can apply Folder Protection. You can lock down changes to names, codes, position, or structure - including the ability to add Subfolders.

To Protect a Folder:

• Click your Project Title in the top left, then select Project Assets

• Select Folders from the menu

• Locate the Folder you'd like to Protect

• Click the in the State column to cycle through the various Protected States:

  • Default

  • Semi-Protected

  • Protected

• Click Save Changes

Protected Folder State Definitions

Folders will have one three states:

State	Edit Name & Code	Move	Delete	Add Subfolder
Default	✓	✓	✓	✓
Semi-Protected	-	-	-	✓
Protected	-	-	-	-

Moving Folders

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Reordering Folders is quick and flexible. Move a single Folder or an entire branch - just remember that the Folder Structure is shared with everyone on the project, so your updates will apply project-wide.

To move a Folder using Drag & Drop

• Click your Project Title in the top left, then select Project Assets

• Select Folders from the menu

• Hover over the Folder name & click and hold to the left of the checkbox

• Drag the Folder to move it

• Click Save Changes

To move a Folder using the Overflow Menu

• Hover over the Folder & click the ...

• Select Move to bring up the menu

• Click on the Folder you want to move to & confirm using the button

• Click Save Changes

Moving Branches and Individual Folders

• Folder codes update to match their new Parent. If you move a Folder, its code prefix will adjust to reflect its new location.

Move the entire Folder Branch:

• All your selected Folders (& contained Subfolders) will keep their original nested positions after being moved under the destination Folder.

Move the selected Folders only:

• All your selected Folders (& contained Subfolders) will be flattened to the same level under the destination Folder.

Duplicating Folders

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You can duplicate Folders to help build out your Folder Structure faster – avoiding the need to recreate similar setups manually.

From the Folders Management Page:

• Click your Project Title in the top left, then select Project Assets

• Select Folders from the menu

• Hover over the Folder & click the ...

• Choose one of the two duplication options:

  • Duplicate – duplicates only the selected Folder.

  • Duplicate Branch – duplicates the Folder and all its Sub-Folders.

• Click Save Changes

Folder State & Naming

• All duplicated folders are created in an unprotected state, regardless of the original folder's status.

• The duplicated folder will copy the name and colour from the original.

• The folder code will receive a [duplicate] suffix.

Permissions

Folder duplication permissions vary based on your role and whether Root Folder Creation is enabled:

Project Setting	Admin User Action	Member User Action
Admins Only	Can duplicate any folder or branch.	All duplication options are disabled.
Admins & Members (Allow Root Folders: On)	Can duplicate any folder or branch.	Can duplicate any folder or branch.
Admins & Members (Allow Root Folders: Off)	Can duplicate any folder or branch.	Cannot duplicate root-level folders, but can duplicate any nested folders.

From the Gantt:

• Locate the Folder(s) you want to duplicate.

• Hover over the Folder & click the ...

• Choose one of the two duplication options:

  • Duplicate – duplicates only the selected Folder and the tasks visible within it.

  • Duplicate Branch – duplicates the Folder, all its Sub-Folders, and the tasks visible within them.

• Choose one of the two options in the Task Ownership Modal

  • Keep original Owners

  • Assign Ownership to me

• Click Confirm Duplicate

Folder State & Naming

• All duplicated folders are created in an unprotected state, regardless of the original folder's status.

• The duplicated folder will copy the name and colour from the original.

• The folder code will receive a [duplicate] suffix.

Permissions & Task Ownership

Folder duplication permissions vary based on your role and whether Root Folder Creation is enabled:

Project Setting	Admin User Action	Member User Action
Admins Only	Can duplicate any folder or branch.	All duplication options are disabled.
Admins & Members (Allow Root Folders: On)	Can duplicate any folder or branch.	Can duplicate any folder or branch.
Admins & Members (Allow Root Folders: Off)	Can duplicate any folder or branch.	Cannot duplicate root-level folders, but can duplicate any nested folders.

When duplicating tasks, ownership is handled differently depending on your role and selected option:

User Role	Keep Original Owners	Assign Ownership to Me
Admin	All duplicated tasks will keep their original owners.	All duplicated tasks will be assigned to you.
Member (No Delegate Permissions)	Tasks owned by other users will be skipped and not duplicated.	All duplicated tasks will be assigned to you.
Member (With Delegate Permissions)	Tasks owned by other users will be skipped unless you have delegate permissions.	All duplicated tasks will be assigned to you.

Import Folders from a CSV

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To use the Folder Importer, upload a spreadsheet with both a Code and Name for each Folder.

To format your Import File:

The importer works with CSVs exported from other planning tools. If your system doesn’t support folder exports, you can copy folder codes and names manually into our template.

Sample Folder Import

To run a Folder Import:

• Click your Project Title in the top left, then select Project Assets

• Select Folders from the menu

• Click

• Choose either Upload a File or Copy and Paste

• Add your data (upload CSV or copy and paste)

• Map both the Folder Code and Name fields

• Review your data

• Complete the Import

See also: import Folders from your Master Schedule

Folder Import Data Format

Property	Format
Folder Code	A period-separated code (sometimes called WBS path) Example; East.123.A.1 This would be imported as East 123 A 1
Folder Name	Any String

Importer Logic: Duplicates & Branch Creation

• The importer automatically warns and excludes any duplicate Folder codes

• The importer will autocomplete branches where they are missing in the source file.

  For example, a Folder Code imported as East.123.A.1 will automatically create the parent nodes of East, East.123, and East.123.A if they are not included in either the source file or the existing Aphex project

Deleting Folders

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Folders can be deleted one by one or in bulk - whatever works best for your clean-up.

To delete a Folder:

• Click your Project Title in the top left, then select Project Assets

• Select Folders from the menu

• Hover over the Folder you wish to delete

• Select ... and then Delete Folder

Folder Deletion Rules

• Folders that contain Tasks can not be deleted - the Tasks need to be ejected from the Folder first

• Deleted Folders are automatically removed from the Project's Structure and Gantt

• Deleted Folders cannot be restored

• Opting to delete the entire Folder branch will delete the selected row, and all Folders nested underneath

Group by Folder

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This organises your Tasks by the Folders they belong to. It's a simple way to view your plan in the same structure used across the Project.

To Group By Folder on the Gantt:

• Click the menu in the top left of the Gantt

• Pick Folder as a Primary Grouping

To switch between Folder Tree and Flattened Folders:

• Click the menu in the top left of the Gantt

• Select the button next to Folder to switch to Flattened Folders

• Flattened Folders shows only the lowest level Folder for each Task in a single row

  • The full Folder path appears above the Folder Name, saving vertical space

• Click the same icon again to return to Folder Tree mode

  • Folder Tree shows your full Folder hierarchy, one row per level, so you can see exactly where each Tasks sits in the structure.

Filter by Folder

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Apply a Folders Filter to see only the Tasks sitting in certain parts of your Project structure.

To set a Folder Filter:

• Click and

• Select Folder in the first dropdown

• Select the Operator in the second dropdown

  • Is Within to reveal Tasks that sit inside the selected branch

  • Is to reveal Tasks that belong to the specific Folder

• Pick your Folders in the third dropdown

• Click Apply Selected

See also: create & share Views

Filter Breakdown

Filter	Operator	Value
Folder	Is Is Not Is Within Is Not Within Is Empty Is Not Empty	Multi-select