Keeping your Workspace documents organized can help you work more efficiently and make it easier for other collaborate with you. Within your Workspace, there are two levels of organization you can use — Projects and Collections.
Projects are the primary level of organization in your Workspace. You can think of them a bit like folders. They’re entirely workflow-agnostic, so you can use them to group together documents by client, status, year, project name, or any other kind of taxonomy that works for you.
Collections are a secondary level of organization that live inside Projects. Just like Projects, they’re workflow-agnostic and you can also use these to group documents in any way that suits you.
The key difference between Projects and Collections is control and permissions. Projects have their own sharing and privacy settings, so you can choose who in your Workspace has access to a Project and whether or not they can edit the documents inside of it. Collections inherit the share and privacy settings of their parent Project and you cannot change this.
Organizing with Projects
How to create a project
Click on the + next to the Projects heading in the sidebar. Here, you can give your project a name (Emoji are supported, but not Markdown) and set your share settings. By default, all projects will be visible to all Workspace members unless you restrict the Workspace share settings to No Access. Hit ↵ to finish. You should now see your project in the sidebar ready to move documents into.
Click on the + icon next to the Workspace name in the sidebar of the Workspace window to add a project to that Workspace. Type a name for your project and press enter on your keyboard to confirm it. If you want to create projects with restricted access, you can do so in the web app.
You can also create Projects when you save your document.
How to move documents to projects
Drag the document you want to move and drop it onto its project folder in the sidebar. You can also hover over a document’s thumbnail and click on the 
icon to bring up its options. From there, choose Move to Project. In the window that appears, select the project 
you want to move the document to from the drop-down menu then click Move.
Only Admins can move documents between Workspaces.
From the Workspace window, drag a document to the project you want. You can drag and drop documents from the All Documents tab to any project in the sidebar or from a project to another project. You can also Control-click on a thumbnail and select “Move to Project…” to move documents around your Workspace.
Only Admins can move documents between Workspaces.
How to remove documents from projects
Hover over a document’s thumbnail and click on the icon to bring up its options. From there, choose Remove from Project…. In the window that appears, click Remove to confirm. If you remove a document from a project, you’ll be able to find it in All Documents.
Control-click on a document’s thumbnail and click Remove from Project…, then click Remove to confirm. You’ll be able to find any document you’ve removed from a project in the All Documents tab.
How to rename projects
Hover over a project name in the sidebar or document’s thumbnail, then click on the icon that appears next to it. From here, choose Rename. Give your project a new name, then press and hit ↵ to save. This won’t affect any documents inside this project.
Control-click on a project’s name in the sidebar of the Workspace window and choose Rename Project, type a new name and press enter on your keyboard to confirm.
How to delete projects
Hover over a project name in the sidebar or document’s thumbnail, then click on the icon that appears next to it. From here, choose Delete. In the dialog that appears, click Delete to confirm. The project, along with its documents, will move to Trash — we’ll delete any project that has been in the Trash for 90 days, but up until that point you can easily restore them.
Control-click on a project’s name in the sidebar of the Workspace window and choose Delete Project…. In the confirmation dialog that appears, choose Delete Project to send the project and all its documents to the Trash — we’ll delete any project that has been in the Trash for 90 days, but up until that point, you can easily restore them.
Organizing with Collections
How to create a Collection
Use the Create Collection button inside any project, or drag one document over another. You can then give your Collection a name and description. You can add links and paragraph breaks within your descriptions.
You can add more documents to a Collection by clicking the checkbox next to the document’s name. Click the checkbox next to Document to select all documents. You can also search within a project for the specific document you want to include in your Collection via the search bar.
When you save a new document, navigate to a project, then click on the New Collection button.
How to add documents to an existing Collection
To add documents to an existing collection, you can do any of the following:
- Drag and drop any document in a project onto an existing Collection.
- Hover over a document’s thumbnail, click on and select Move > To Collection.
- Inside a Collection, click Manage Collection and select the documents you want to add.
To add documents to an existing collection, you can do either of the following: - When you save a document for the first time, select the project and Collection you want to save your document in the Save dialog. - Drag and drop documents into collections in the Workspace Window.
How to remove a Collection
Hover over a Collection’s preview, click on and choose Remove.
When you remove a Collection, we’ll move all its documents back to the project the Collection belonged to. We don’t delete any documents here.
In the Workspace Window, right-click on a Collection and choose Remove.
When you remove a Collection, we’ll move all its documents back to the project the Collection belonged to. We don’t delete any documents here.
How to edit a Collection
Hover over a Collection’s preview, click on and choose Edit. to edit the name and description your collection. You can also copy a link to share with others or move all its document to another collection.
Inside a collection, you can access these same settings via the and Manage Collection menus. You can also edit the name and description of your Collection by hovering over these items and clicking on the pencil icon.
You can rename a collection by right-clicking on its preview and choosing Rename.
How to move documents between Collections
You can move documents between collections within the web app. The Mac app does not support these actions at this time.
Hover over the Collection’s preview, click and choose Move all documents. Once you’ve moved all documents, we’ll give you the option to delete that Collection if you want to.
Inside a Collection, hover over the document’s thumbnail, click and choose Move. Then, choose whether you’d like to move it to another Collection or a project.
How to move documents between Workspaces
Only Admins can move documents between Workspaces. They’ll also need to be an Admin or an Editor in the Workspace they are moving documents to.
To move a document to another Workspace, head to the web app. Hover over the document’s thumbnail you want to move to another Workspace and click on . Click Move to Project…. In the window that appears, hover over the Other Workspaces tab and pick the Workspace and project where you want to move your document to. We’ll ask you whether you still want to keep sharing the document with everyone that was previously invited or not.
While you’ll still see expired Workspaces in the Other Workspaces tab, you won’t be able to move documents to those Workspaces until you activate them.
Note: You can’t move documents in My Drafts to another Workspace.
