What it does
Uses three settings sheets to automatically create hard/cloud drive folders, and optionally create Outlook email folders, copy and rename template files, and update placeholder content in template files.

When to use it
When you manage many projects/clients and organize them with folders, and have template files you copy, rename, and/or update content for each project/client.

Why to use it
It automates many steps that are commonly performed by sales reps, consultants, project managers, etc. when setting up folders and files for new projects or clients.  It saves time and controls the folder and file creation and organization process.

Default shortcut
None

Other Details

• Category: Productivity / Other
• Difficulty: 4/5
• Usage/frequency: 3/5
• Automation factor: 5/5 (estimated 300 seconds saved each time used)
• Type: Bulk
• Date added: 8/3/2023
• Tags: Projects, clients, folders, files, email

Related Macros
None

Other Articles
None

Setup Project Files –  Template File

Prerequisites
Determine the parent folder in your hard/cloud drive directory that new folders should be created (normally it is  C:\Users\[username]\Documents\Clients\ or something similar).  Optionally, determine the parent email folder within your Outlook email account where new email folders should go.  Also, optionally determine any template files for which you want to copy, rename, and update placeholder content.

Instructions
After you have thought through the prerequisites above, run the Setup Project Files macro.  The first time you run it, it will create four sheets:

• SPF_Folders – This contains overall settings for the new client/project folder name, parent hard/cloud drive folder, email folder, etc.
• SPF_Files – This contains optional settings for the template files you want to copy and rename specific to the new client/project.
• SPF_Content – This contains optional settings for the template file content placeholders to update for the new client/project.
• SPF_List – This contains a list that is automatically updated for each new client/project.

These are the fields to update for the SPF_Folders sheet:

• Project name (required): this is the name that will be used for the new project/client folder and any template files to copy, rename, and update.
• Project folder path (required): this is the path of the parent folder containing project/client folders (or alphabetic subfolders).
• Email (required for email folder creation): this is the email account related to the email folders to create.
• Email project folder (required for email folder creation): this is the path of the parent email folder containing project/client folders (or alphabetic subfolders).
• Alphabetic project folders (optional): use to group project/client folders within alphabetic subfolders to help keep them organized.

These are the fields to update for the SPF_Files sheet (if this sheet is used, all fields are required):

• Template copy file path (required): this is the file path/name of the template file to copy.
• Paste file prefix (required): this is the prefix for the name of the file that will be copied to the new project/client folder.  The new project/client name and a date will be added to the prefix when renamed.

These are the fields to update for the SPF_Content sheet (if this sheet is used, all fields are required):

• Paste file prefix (required): this is the prefix for the name of the file to update.  It must match the prefix of a file in column B of the SPF_Files sheet.  A drop-down list dynamically updates based on changes made in that sheet.
• File type (required): this is the type of the file (extension) to update (valid extensions are xlsx, xlsm, docx, docm, pptx, pptm, and txt).
• Find content (required): this is the placeholder text that will be replaced when run.
• Replace content (required): this is the text that will replace the placeholder text when run.  Note that this can be based on a formula like a date or linked to the new project/client name.