If you are building your own file structure, map it out on paper before creating it in the Archive Cabinet. More cabinets, drawers, and folders can be added to a Drake integrated file structure.


Adding Cabinets


Cabinets are the top level of the filing structure. The Drake filing system creates a Clients cabinet, but you can separate clients by return types and have an Individual and a Business cabinet instead. Regardless of the structure you choose, cabinets are required for storing drawers and folders.


To create a cabinet in the Archive Cabinet (you must be on the Cabinet level to add a cabinet), follow these steps:

    1. Click New Cabinet.
    2. Enter a cabinet name in the "New Cabinet" dialog box.
    3. Click OK. The new cabinet appears in the left pane.

 

Repeat these steps as needed to create more cabinets.


Adding Clients


To add new clients to the existing file structure follow these steps:

    1. Click Add Client from the Archive Cabinet toolbar to open the "Add Client" dialog box.
    2. Enter the name of the new client in the First name and Last name fields for individual clients or the name of a business or estate in the Business/Estate name field.
    3. Enter the last four digits of the client’s SSN/EIN in the Last 4 digits of ID number field.
    4. Click Add. Adding a client to the Archive Manager does not add the client to Drake Software or to the Working Cabinet.


Adding Drawers


Add drawers to cabinets for file storage. The Drake filing system lists these drawers by the first character of the name on the return. To add a drawer to a cabinet:

    1. Highlight the cabinet you want to use.
    2. Click New Drawer.
    3. Enter a drawer name in the "New Drawer" dialog box.
    4. Click OK. The new drawer appears in the left pane.


Repeat these steps as needed to create more drawers.


Adding Folders


Documents are stored in folders, listed in alphabetical order by the clients’ last names (individual returns) or first names (business returns). When you create a return in the tax software, Drake automatically creates the client folder with subfolders labeled Tax and subfolders for tax year.


To create additional folders:

    1. Highlight the drawer or folder that contains the new folder.
    2. Click New Folder.
    3. Enter a folder name in the "New Folder" dialog box.
    4. Click OK. The new folder appears in the left pane.


Repeat these steps as needed to create more folders.


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