Use breadcrumb actions for collection items

Breadcrumb actions manage the current folder or item. They are different from actions inside the item content. For example, a list breadcrumb action manages the list itself, while list toolbar actions manage tasks and views inside the list.

Use breadcrumb actions when you need to:

1. Rename the current item.
2. Add or remove it from Favorites.
3. Open item settings.
4. Move it to another folder.
5. Archive, unarchive, or delete it.
6. Copy a direct item URL or create a reminder when those actions are available.

Before you start

• You must have access to the item.
• Rename, settings, and move usually require edit or settings access.
• Archive, unarchive, and delete usually require delete or manage access.
• Some built-in items hide risky actions such as archive or delete.
• Private items may show a lock indicator and limited actions.

Action Reference

Action	What it does	Expected outcome	Common blocker
Rename	Changes the item name.	The breadcrumb, row, and search result use the new name.	Missing edit or settings access.
Add to favorite	Adds the item to your personal Favorites.	The item appears in Favorites for you.	Missing view access.
Remove favorite	Removes the item from your Favorites.	The item is removed from your personal Favorites only.	The item is no longer visible to you.
Settings	Opens item settings.	You can edit available item settings.	Missing settings access, offline state, plan limit, or restricted item.
Move	Changes the parent folder.	The item appears in the selected folder or top-level Collections.	Missing edit access or unavailable destination.
Archive	Removes the item from active views.	The item moves to Archived when supported.	Missing delete/manage access or protected built-in item.
Unarchive	Restores an archived item to active views.	The item appears again in Collections or its parent folder.	Missing permission or missing parent access.
Delete	Sends the item to Recently Deleted when supported.	The item leaves active views.	Missing delete/manage access or protected built-in item.
Copy URL	Copies a direct item link.	A copied confirmation appears and the link can be shared with members who have access.	Item does not support a URL or access is missing.
Remind me	Creates a reminder linked to the item.	A reminder setup opens with the item reference filled in.	Reminder creation is unavailable or disabled.

How breadcrumb actions work

1. Open the folder or item you want to manage.
2. Find the breadcrumb at the top of the page or dialog.
3. Select the three-dot more actions icon near the current item name.
4. Choose the action.
5. Complete any picker, settings dialog, or confirmation that appears.

Expected outcome: The action applies only to the current item, not to every item in the folder.

Rename an item

1. Open the item.
2. Open the breadcrumb more actions menu.
3. Choose Rename.
4. Enter the new name.
5. Confirm the updated name appears in the breadcrumb and Collections.

Add or remove a favorite

1. Open the item.
2. Open the breadcrumb more actions menu.
3. Choose Add to favorite or Remove favorite.
4. Open Favorites to confirm the personal shortcut changed.

Favorites are personal. Removing a favorite does not remove the item for other members.

Open settings

1. Open the item.
2. Open the breadcrumb more actions menu.
3. Choose Settings.
4. Review available settings for that item type.
5. Change only settings you understand, especially privacy and sharing controls.

Move an item

1. Open the item.
2. Open the breadcrumb or row more actions menu.
3. Choose Move.
4. Select Collections for the top level or choose a destination folder.
5. Confirm the item appears in the destination.

Copy a direct URL

1. Open the row or item more actions menu.
2. Choose Copy URL when available.
3. Share the copied link with members who already have access.
4. If a recipient cannot open it, check Space membership, role, and private access.

A copied item URL is not the same as a public sharing link. It still checks access unless the item has a separate public sharing feature.

Create a reminder from an item

1. Open the row or item more actions menu.
2. Choose Remind me when available.
3. Set the reminder date, owner, and repeat behavior.
4. Save the reminder.

The reminder stays linked to the item so you can return to the right context later.

Archive or delete an item

1. Open the breadcrumb or row more actions menu.
2. Choose Archive or Delete.
3. Read the confirmation carefully.
4. Confirm only when the item should leave active work.
5. Use Settings recovery areas when you need to restore it.

Troubleshooting

The more actions icon is missing

• Symptom: You open an item but do not see the three-dot menu near the breadcrumb.
• Cause: The item may still be loading, the screen may be narrow, or the item may be built in and not manageable.
• Resolution:
  1. Wait for the page to finish loading.
  2. Check the header or dialog header.
  3. Look for row more actions in Collections.
  4. Ask an admin whether your role hides item management actions.

An action is disabled

• Symptom: The menu shows the action but it cannot be selected.
• Cause: You may not have the required permission, may be offline, or the item may be protected.
• Resolution:
  1. Confirm the active Space.
  2. Check whether the item is private or locked.
  3. Ask the owner or a Space admin for the required access.
  4. Retry after reconnecting if the app was offline.

Move does not change the location

• Symptom: You select a folder but the item remains in the old location.
• Cause: The change may not have saved or you may not have access to the destination.
• Resolution:
  1. Refresh the page.
  2. Check both the old and new folders.
  3. Try moving again.
  4. Ask an admin to confirm access to the destination folder.

A copied URL does not open for another member

• Symptom: The member gets no access, not found, or a blank state.
• Cause: Direct item URLs still require access.
• Resolution:
  1. Confirm the member is in the correct Space.
  2. Check their role.
  3. Check private sharing for the item or folder.
  4. Use a public sharing feature only when the item type supports it and public access is intended.

FAQ

Does Delete affect everyone?

Yes. Delete affects the shared item. Recovery may be possible from Recently Deleted depending on access and retention.

Is Archive safer than Delete?

Archive is usually safer for completed or paused work because it leaves a clearer recovery path and does not mark the item as deleted.

Why do row actions and breadcrumb actions differ?

Some actions depend on item type, current screen, and whether the item is open or only shown as a row.