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

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

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

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

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.

Import Folders from a CSV

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

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

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

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

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

Filter Breakdown

Filter

Operator

Value

Folder

Is Is Not Is Within Is Not Within Is Empty Is Not Empty

Multi-select

Last updated 1 day ago

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