Project Folders

Flowtly Editorial Team3 min

Flowtly lets you group related projects into folders so that large project lists stay organised and easy to navigate. A folder is a label you assign to a project; projects that share the same label appear together under a collapsible heading in the project list.

Folders and phases work together

Folder grouping is always on. There is no setting to enable: as soon as any project has a folder, the project list shows folder headings.

Folders and project phases are independent, and both are shown at once. A folder is a label on a project; a phase is a project nested under a parent. So a project can sit in a folder and keep its phase tree, and the phases stay nested inside the folder heading rather than replacing it.

If no project has a folder yet, the list simply shows your projects with no folder headings at all.

Organising projects into folders

  • Assign a folder to a project from the project details. Projects that have no folder are gathered under a "Without folder" heading, so nothing is hidden from view.
  • A project belongs to one folder at a time. Change the folder whenever you need to move a project to a different group.
  • Collapse or expand a folder heading to focus on the projects you are working with. Folders open expanded, so you see everything by default and collapse the ones you are not using.

Finding projects across folders

  • Search the project list to reveal matching projects regardless of which folder they sit in.
  • Collapse every folder to get a compact overview, then open just the one you need.
  • Project dropdowns elsewhere in Flowtly (contracts, transactions, resourcing and others) list the first 100 top-level projects with their phases. When you have more, the foot of the dropdown says "Showing first 100 — type to search": type at least three characters to search across all projects.

Example use cases

  • A property manager groups all parking-related projects under a single "Parkings" folder, keeping the main project list short while still tracking each project separately.
  • An agency separates client work from internal initiatives by placing each set of projects in its own folder.
  • A finance lead collapses completed folders to keep active projects in view.

Connection map

Refers toDerived fromPart ofPlanned vs actual
Documented hereDocumented elsewhere
budget covers project. counterparty defaults to project. invoice billed from project. project is of type project-type. project identified by project-reference. project staffed by person. project-rate rates person. project-rate applies on project. time-entry tracked against project. task belongs to project. project-folder groups project. project linked to budget. project-template creates project. project measured by project-kpi. project-phase is a child project of project. project needs role. booking planned vs actual time-entry.coversdefaults tobilled fromis of typeidentified bystaffed byratesapplies ontracked againstbelongs togroupslinked tocreatesmeasured byis a child project ofneedsplanned vs actualBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectCCounterparty — The other side of a financial document — a client billed, or a supplier owed.CounterpartyIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent.InvoicePProject type — Fixed-price, Time & Material, Non-billable or Internal. It decides how the project's tracking and reporting behave.Project typePProject reference — An optional key a project carries so systems outside Flowtly can name it. Unique within the organisation, and never reused once it has been given to a project.Project referencePPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateTTime entry — What actually happened — work time logged against a project.Time entryTTask — A unit of work inside a project.TaskPProject folder — A grouping of projects, for organisations running more than a handful.Project folderPProject template — A reusable blueprint for a project: its phases, task lists and tasks, with timings held as day offsets rather than dates. It carries no client, no team and nothing financial.Project templatePProject KPI — A measure attached to a project, either filled in by hand as dated readings or computed from the project's finances, optionally compared with a target.Project KPIPPhase — A stage a project runs through. A phase is itself a child project, so everything true of a project is true of a phase.PhaseRRole — One job to be done on a project. It may be open, partly filled, filled or over-filled, and it exists whether or not anyone is booked on it.RoleBBooking — One person committed to one role for a stretch of weeks, at a percentage of their time. A booking is a plan, not a record of work done.Booking