Manage folders in Collections

Folders group related work inside Collections. A folder can contain other folders and supported items such as lists, docs, whiteboards, dashboards, and goals.

Use folders when you need to:

1. Keep related items together.
2. Separate clients, departments, initiatives, operating areas, or projects.
3. Reduce clutter at the top level of Collections.
4. Control who can see sensitive groups of work.
5. Move a set of related work into a clearer location.

Before you start

• You must have access to the active Space.
• Creating folders requires create access.
• Renaming, moving, changing color, or changing privacy requires edit or settings access.
• Archiving or deleting folders requires delete or manage access.
• Private folders are visible only to included members and users with sufficient admin access.

How folders organize work

1. Create or open a folder from Collections.
2. Add related items inside it.
3. Use row actions or breadcrumb actions to manage the folder.
4. Move items into or out of the folder as the structure changes.
5. Archive or delete folders only when the folder should leave active work.

Expected outcome: Related work remains easy to browse and users can tell where each item belongs.

Create a folder

1. Open Collections or the parent folder.
2. Select Add.
3. Choose Folder.
4. Enter a clear name.
5. Open the folder and add related items.

Open a folder

1. Open Collections.
2. Select the folder row or folder name.
3. Confirm the breadcrumb shows the current folder.
4. Use Collections in the breadcrumb to return to the top level.
5. Use the parent folder breadcrumb to move up one level when available.

Add work inside a folder

1. Open the folder.
2. Select Add in the folder view, empty state, or folder row.
3. Choose the item type.
4. Complete the dialog or setup screen.
5. Confirm the new item appears inside the folder.

Rename a folder

1. Open the folder or its more actions menu.
2. Choose Rename or Settings, depending on the menu location.
3. Enter the new name.
4. Confirm the breadcrumb and Collections row update.

Change folder color

1. Open the folder settings.
2. Find the folder Color control.
3. Choose the color that helps the folder stand out.
4. Confirm the folder icon updates.

Color is a visual aid only. It does not change permissions or item behavior.

Make a folder private

1. Open folder settings.
2. Turn on Make Private when available.
3. Choose who should have access.
4. Save or close after confirming the access list.
5. Ask members to refresh if access changed while they were viewing the folder.

Use private folders for sensitive or limited-access work. Do not rely on naming alone to protect sensitive content.

Move a folder

1. Open the folder more actions menu.
2. Choose Move.
3. Select Collections for the top level or choose a destination folder.
4. Confirm the folder appears in the new location.
5. Review nested contents if the folder contains many items.

Archive or delete a folder

1. Open the folder or its more actions menu.
2. Choose Archive or Delete.
3. Read the confirmation carefully.
4. Confirm only when you understand the impact on active Collections.
5. Use Settings recovery areas if the folder needs to be restored later.

Folder Naming Standards

Use names that match how people search and browse. Good names usually describe a client, team, process area, goal area, or active initiative.

Avoid:

• Vague names such as Misc or Stuff.
• Duplicate names in the same parent folder.
• Very long names that collapse in breadcrumbs or mobile navigation.
• Names that imply a folder is archived when it is still active.

Troubleshooting

A folder is empty

• Symptom: The folder opens but shows no items.
• Cause: No visible items exist, or items were moved, archived, deleted, or restricted.
• Resolution:
  1. Use Add to create the first item if appropriate.
  2. Search for the missing item.
  3. Check Archived and Recently Deleted if you have access.
  4. Ask a Space admin to confirm private folder access.

You cannot open a folder

• Symptom: Selecting a folder does not show its contents.
• Cause: You may lack access, the folder may have been removed, or the page may still be loading.
• Resolution:
  1. Refresh the page.
  2. Confirm the active Space.
  3. Search for the folder name.
  4. Ask the owner or a Space admin to confirm access.

Folder settings are disabled

• Symptom: Name, color, privacy, or sharing controls cannot be edited.
• Cause: You may not have settings access, you may be offline, or a plan limit may apply.
• Resolution:
  1. Check your connection.
  2. Ask for edit or settings access.
  3. Ask an admin to confirm plan and App Settings restrictions.

Moving a folder does not work

• Symptom: You choose a destination but the folder stays in place.
• Cause: You may lack access, the destination may be unavailable, or the update may not have saved.
• Resolution:
  1. Refresh and check both locations.
  2. Try Move again from the folder more actions menu.
  3. Choose Collections to move the folder to the top level.
  4. Ask an admin to confirm access to both locations.

FAQ

Should every project be a folder?

Use a folder when several related items need to be browsed together. If the work is only task execution, a list may be enough.

Can folders contain private work?

Yes. Access depends on the Space role, folder privacy, item privacy, and sharing settings.

Can I recover a deleted folder?

Usually you should check Settings > Recently Deleted. Recovery depends on retention, permissions, and item support.