> ## Documentation Index
> Fetch the complete documentation index at: https://docs.conversion.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Organize your folders and campaigns

> Recommended folder structures, naming conventions, and templates to keep your Conversion workspace easy to navigate.

These are recommendations, not rules. Start with the parts that fit your team and adapt the rest.

## Why it matters

* **Findability.** Anyone can find last quarter's webinar in seconds.
* **Reuse.** Proven campaigns are easy to find and duplicate.
* **Safety.** Always-on programs stay apart from one-off campaigns, so nobody edits the wrong thing.
* **Better results from Conversion.** Conversion reads your [folders](/product-docs/conversion-ai/tool-calls#folders) to find assets and decide where new ones go.

## Recommended root folders

| Root folder | For |
| - | - |
| **Marketing** | Webinars, field events, newsletters, nurtures, paid programs |
| **Operational** | Always-on programs: scoring, lifecycle, data management, routing |
| **Templates** | Campaigns built to be duplicated |
| **Archive** | Finished campaigns, by year |
| **Sales** (optional) | Sales emails, alerts, requested campaigns |
| **Sandbox** (optional) | Drafts and tests. Clean it out regularly. |

Use a [campaign](/product-docs/campaigns/overview) for each marketing effort and folders to group them. A campaign can't contain another campaign (see [Nesting rules](/product-docs/folders/overview#nesting-rules)).

<Tabs>
  <Tab title="Small team">
    Keep it flat. Add subfolders under **Marketing** once you pass about 20 campaigns.

    ```text theme={null}
    Marketing
    Operational
    Templates
    Archive
    ```
  </Tab>

  <Tab title="Big team">
    Group events by year, then event type. Mirror **Marketing** in **Templates**.

    ```text theme={null}
    Marketing
    ├── Events
    │   ├── 2026
    │   │   ├── Webinars
    │   │   │   └── WBN 2026-11-12 AI for MOps    (webinar)
    │   │   ├── Tradeshows
    │   │   │   └── SPN 2026-09 Dreamforce        (field event)
    │   │   └── Roadshows
    │   └── 2025
    ├── Newsletters
    └── Nurture
    Operational
    ├── Lifecycle
    ├── Scoring
    └── Data Management
    Templates
    └── Marketing
        ├── Events
        │   ├── TMPL Webinar                      (webinar)
        │   └── TMPL Field Event                  (field event)
        └── Newsletters
            └── TMPL Newsletter                   (custom campaign)
    Archive
    ├── 2025
    └── 2024
    Sandbox
    ```

    With multiple regions or business units, add one level under **Marketing** (for example **NA**, **EMEA**, **Global**). Keep **Operational** and **Templates** shared.
  </Tab>
</Tabs>

## Naming conventions

### Campaigns

```text theme={null}
[Type] [YYYY-MM-DD] [Short description]
```

| Type | Abbreviation | Example |
| - | - | - |
| Webinar | `WBN` | `WBN 2026-11-12 AI for MOps` |
| Field event | `EVT` | `EVT 2026-10-08 NYC Customer Dinner` |
| Sponsored event | `SPN` | `SPN 2026-09 Dreamforce` |

* The prefix groups similar campaigns when sorted.
* Year-first dates sort chronologically. Use `YYYY-MM` when there's no single date.
* Keep the description specific: "AI for MOps", not "Webinar".
* Add a region code after the type if needed: `WBN EMEA 2026-11-12 AI for MOps`.
* Stay under 80 characters, the limit when duplicating.

### Assets

Assets also show up outside their campaign, so start with the campaign name:

```text theme={null}
WBN 2026-11 AI for MOps - Invite 1
WBN 2026-11 AI for MOps - Reminder
WBN 2026-11 AI for MOps - Registration Form
```

### Folders

Name for the contents (**Webinars**, not **Misc**), use plurals, use four-digit years (**2025**), and avoid names that go stale (**New**, **Q4 push**).

## Templates

A template is a campaign with the assets a program type always needs, already wired together.

To build one:

1. Create a campaign in **Templates** → **Marketing** → **Events**, for example a webinar named `TMPL Webinar`.
2. Add the standard assets, named like `TMPL Webinar - Invite 1`.
3. Use [campaign tokens](/product-docs/campaigns/tokens) for values that change each time (date, registration URL, speaker).

Duplicating copies everything inside, including token values. References are updated, so the copy's workflow points to the copy's form. External forms aren't copied.

To run a new program:

1. Duplicate the template, name it, and set **Location** (for example **Marketing** → **Events** → **2026** → **Webinars**).
2. Update its token values.
3. Rename the copied assets.
4. Connect Salesforce or event integrations if needed. See [Salesforce Sync](/product-docs/campaigns/salesforce-sync).

To duplicate, click the three dots <Icon icon="circle-ellipsis-vertical" /> next to the template and select **Duplicate**, or ask [Conversion](/product-docs/conversion-ai/introduction). Tell Conversion where the copy goes, or it lands next to the template.

```text theme={null}
Duplicate "TMPL Webinar" for our November 12, 2026 webinar "AI for MOps".
Name it per our convention, put it in Marketing → Events → 2026 → Webinars,
and set the event date token.
```

## Archiving

Move finished campaigns into **Archive** under their year. This doesn't pause workflows, stop sends, or change reporting.

<Warning>
  Archive whole campaigns, not individual assets. Assets use their campaign's [token](/product-docs/campaigns/tokens) values, so moving one to another campaign changes what it shows.
</Warning>

## Teach Conversion your conventions

Add your rules to **Instructions** in your [Universal Business Context](/product-docs/workspace-settings/ai/overview#instructions) (**Settings** → **AI**). Conversion reads them in every chat, so it knows where to put new assets and what to name them.

Here's an example based on the **Big team** setup above. Adjust it to match your own folders:

```markdown theme={null}
## Folders and naming

Every new asset goes in a folder or campaign, never the root.

- Marketing: Events (by year, then Webinars, Tradeshows, Roadshows),
  Newsletters, Nurture.
- Operational: always-on programs. Don't change unless I ask.
- Templates: "TMPL [Type]" campaigns, mirroring Marketing. Never edit a
  template for a new program. Duplicate it.
- Archive: finished campaigns, by year.
- Sandbox: drafts and tests.

Campaign names: "[Type] [YYYY-MM-DD] [Description]".
Types: WBN (webinar), EVT (field event), SPN (sponsored event).
Asset names: "[Campaign name] - [Role]".

If you're not sure where something belongs, ask me before creating it.
```

### Let Conversion draft it

If your folders are already set up, paste this into a chat and copy the result into **Instructions**:

```text theme={null}
Read our workspace's folders and campaigns, including templates and
archives. Write a short "Folders and naming" section for our UBC
Instructions covering:
- What each root folder is for and how its subfolders are organized.
- Our campaign and asset naming patterns, with type abbreviations.
- Where templates live and that new programs are duplicated from them.
- That new assets never go at the root, and to ask me when unsure.

Only describe patterns you see. List inconsistencies separately.
```

<Note>
  UBC isn't applied over the [MCP server](/product-docs/mcp/differences#universal-business-context). Add the same rules to your AI tool's instructions.
</Note>

## Clean up an existing workspace

Paste this into a chat to get a reorganization plan:

```text theme={null}
Review our folders and campaigns. Propose a new structure using Marketing,
Operational, Templates, Archive, and Sandbox, with new names that follow
our naming convention. Archive anything from before 2026 by year.

Flag anything you're unsure about, and any asset that would move into a
different campaign (its token values would change).

Show the plan as a table. Don't change anything until I confirm.
```

Then have Conversion apply it in batches and delete any empty folders. You approve each change.


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