Organize work in Collections

Collections are the browsing structure for the active Space. They show folders and supported work items in one place so members can find work by context, not only by search.

Use Collections when you need to:

1. Browse folders and work items in the active Space.
2. Create a folder, list, doc, whiteboard, dashboard, or goal from the same Add menu.
3. Open a folder and continue working inside that folder context.
4. Confirm where an item lives by reading the breadcrumb at the top of the page.
5. Rename, favorite, move, archive, delete, or recover supported items.

Core terms:

Term	Meaning
Collections	The top-level browsing area for work inside a Space.
Folder	A container that groups related items.
Item	A list, doc, whiteboard, dashboard, goal, or folder shown in Collections.
Breadcrumb	The path at the top of an opened item or folder. It shows Collections, parent folders, and the current item.
More actions	The three-dot menu for actions such as rename, favorite, settings, move, archive, and delete.

Before you start

• You must have access to the active Space.
• Creating or editing items requires the right Space role and item access.
• Private folders and private items may be hidden or locked if you are not included.
• Some Add menu options can be hidden or disabled by App Settings, plan availability, usage limits, or permissions.

How Collections work

1. Open Collections from the app navigation.
2. Review the folders and items shown for the active Space.
3. Use Add to create new work in the current location.
4. Select a folder to open it, or select an item to open its page or dialog.
5. Use the breadcrumb to move back to Collections or to a parent folder.
6. Use more actions to rename, favorite, move, archive, or delete items when you have permission.

Expected outcome: Work is organized by Space and folder while each item can still be opened from navigation, Search, Command Center, a link, or a related item.

Browse Collections

Open the top-level view

1. Confirm you are in the correct Space.
2. Select Collections from the main navigation.
3. Review the visible folders and items.
4. Use Search or Command Center if the list is long.
5. Open an item or folder to continue.

Open a folder

1. Select the folder name or folder row.
2. Confirm the breadcrumb now shows the folder path.
3. Review the folder contents.
4. Use Add inside the folder when new work belongs there.
5. Use the parent breadcrumb or Collections breadcrumb to move back up.

Work with nested folders

1. Open the parent folder.
2. Expand a folder row when the row has an expand control.
3. Open nested folders directly from their row or name.
4. Use the breadcrumb to confirm the current folder before creating or moving items.
5. Keep folder names short enough to remain readable on mobile.

Reorder or move visible items

• On desktop, folders and items can support drag-and-drop ordering when you have edit access.
• Moving an item into another folder changes where it appears in Collections.
• If drag-and-drop is not available or not comfortable, use the item more actions menu and choose Move.
• If a row does not move, confirm that you have edit access and that the target folder is available.

Add Work From Collections

Use Add to create work in the current location.

Option	Use it for	Result
Folder	Group related items.	A folder is created in the current location.
List	Track actionable work and tasks.	A list is created and can be opened for task management.
Doc	Capture written context, notes, plans, and decisions.	A doc opens for editing.
Whiteboard	Plan visually or map ideas.	A whiteboard opens for visual work.
Dashboard	Review metrics and operational status.	A dashboard opens or a dashboard setup screen appears.
Goal	Track outcomes, milestones, and linked work.	A goal opens in the goal experience.
App Settings	Change Space-level feature availability or task fields.	App Settings opens instead of creating a work item.

If an option is disabled, the usual causes are permission, App Settings, plan availability, or usage limits.

Manage Items

Use the breadcrumb or row more actions menu for item-level actions.

Action	What it changes	Permission usually needed
Rename	Updates the item name shown in Collections and breadcrumbs.	Edit or settings access.
Add to favorite / Remove favorite	Changes your personal shortcut list.	View access to the item.
Settings	Opens item settings such as name, privacy, color, or item-specific options.	Settings or edit access.
Move	Changes the parent folder.	Edit access to the item.
Archive / Unarchive	Removes or restores the item from active views.	Delete or manage access.
Delete	Sends the item to the deleted-item recovery area when supported.	Delete or manage access.
Copy URL	Copies a direct item link when the item supports it.	View access to the item.
Remind me	Creates a reminder linked to the item when supported.	Reminder create access.

Troubleshooting

Collections looks empty

• Symptom: The page shows an empty folder or empty Collections message.
• Cause: No visible items exist in the current location, or your access hides existing items.
• Resolution:
  1. Confirm the active Space.
  2. Use Add to create the first item if you have permission.
  3. Search for the item name.
  4. Ask a Space owner or admin to confirm access if work should already exist.

A folder or item is locked

• Symptom: You see a lock icon or cannot open the item.
• Cause: The folder or item may be private, restricted, archived, deleted, or owned by another Space.
• Resolution:
  1. Confirm you are in the correct Space.
  2. Ask the owner to include you if the item is private.
  3. Ask a Space admin to confirm your role permissions.
  4. Check Archived or Recently Deleted if the item was removed.

Add is missing or disabled

• Symptom: You cannot create from Collections or a folder.
• Cause: Your role may not allow create actions, the current location may be restricted, or the feature may be disabled.
• Resolution:
  1. Confirm the active Space.
  2. Check whether Add appears in the page header or empty state area.
  3. Ask a Space admin to confirm create permissions and App Settings.
  4. Try creating from a folder where you know you have edit access.

The item opens somewhere unexpected

• Symptom: Selecting an item opens a dialog or page instead of staying in Collections.
• Cause: Different item types use different editing experiences.
• Resolution:
  1. Use the breadcrumb or close control to return.
  2. Confirm the item type from its icon and title.
  3. Use Search or Command Center if you need to open a specific item quickly.

FAQ

Are Collections the same as a Space?

No. A Space is the shared work area. Collections organize folders and items inside that Space.

Do I need folders?

No. You can keep items at the top level, but folders help when teams need to browse related work together.

Can I open Collections items from outside Collections?

Yes. Items can also open from Search, Command Center, Favorites, links, notifications, or related work references.

Why does another member see different items?

They may be in another Space, have a different role, or have access to private items that you cannot see.