Guide
The sidebar shows Folders, Spaces, Smart Folders, and some special areas.
There are two sections (tabs) in the sidebar: Workspace and Personal.
In Workspace the admin(s) controls everything, so the order of folders, views and spaces is the same for all users.
In Personal each user can arrange items as they wish. A user can add Views, Entities, and even Spaces to Personal → Favorites. We recommend non-admin users to make use of the Personal section and enjoy a much simpler sidebar.
Folders and Spaces in sidebar
You can create both Folders and Spaces at the top level (a.k.a. the 'default space'). What is the difference?
Folders vs. Spaces | Space | Folder |
Can contain Views, Documents, Whiteboards | ✔️ | ✔️ |
Can contain Databases | ✔️ | ❌ |
Manages access to content (views and databases inside) | ✔️ | ❌ |
Can contain Spaces | ❌ | ✔️ |
Folders are useful when you want to group several Views or Spaces together. For example, you have Company, Vacations and Hiring Spaces, and it maybe good to put them into Company folder.
Spaces are required when you want to create Databases and set access.
Every Space has its spot in the sidebar. A Space contains Views and data relevant to a specific process. In every Space, you can create Folders (and Smart Folders) to organize information better.
You can use drag and drop to rearrange Spaces and Views.
Note that in Workspace tab the order is the same for all users. An admin sets this structure and only admin(s) can change it.
Note that Folder on a top level is visible to a user if this Folder has at least one View or a user has access to at least one Space inside this Folder.
You can also set icons for Folders and Smart Folders. Only Icons are allowed (no color, no emojis).
How to create a new Space
An Admin can create new Spaces using one of three options:
Moving Views and Documents between Spaces
You can move any View from one Space to another. Just drag and drop the View into expanded Space. You can also move Folder to another Space via Move to Space action or using drag and drop.
Personal section
Personal (with Favorites) is a special section in the sidebar where you can add and access all important things.
Private Space
Private Space is an area for Views that are only visible to you.
You can duplicate View in an existing Space so that a copy of it is in My Space. For this, click ••• and click Copy to Private.
You can move View out of Private into any other Space using drag and drop.
Find items in the sidebar
Use 🔎 icon on top of all Spaces to find Spaces, Views, Documents, Folders and Smart Folders in the sidebar. Just type 2+ letters and the sidebar will only show relevant items from Workspace and Personal tabs.
Content of the Smart Folders will not be found
Change the sidebar width and collapse it
You can change the width of the sidebar - find the width dragger and drag it to the left or right.
To collapse or expand the sidebar, click on the collapse/expand button or use Cmd + \ shortcut.
You can also collapse all Views in + into View section
Workspace menu
When you click on the Workspace name, you will access the Workspace menu.
This menu has the following options:
Switch Workspace. If you have several Workspaces, this will help you to navigate them quickly.
Workspace Map shows workspace overview (all Spaces & Databases). There you can also create Relations and change the structure.
Activity Log and Trash - that will give you history of changed and undelete capabilities
Workspace settings — set Workspace icon, invite users, import or export data, SSO, etc.
Templates - templates gallery you want to install
Appearance - Light, Dark and System designs
You can also choose preferred visual style in the Workspace menu.
Architect mode vs User mode
Admins and Architects can switch between two modes:
User mode: a cleaner, focused interface for daily work. Advanced controls are hidden: no accidental field edits, no surprise layout changes, fewer dangerous actions like Delete Relation Field in your face.
Architect mode: the full power view for workspace design.
Architect mode can be toggled in two different ways:
Fastest way is just click Shift two times, like Shift + Shift.
You can find an icon on the top of the left sidebar and click it.
Notes:
On mobile, User mode is the default, so casual use stays simple.
If you don’t have architect access in any space, you won’t see the switch at all.
FAQ
Can I organize Spaces into folders or groups?
Yes, just create Folder on a top level and put several Spaces into this folder. Only admin can do it.
Why do Whiteboards and Documents disappear from the left menu?
This is actually how it’s designed to work! When a Whiteboard or Document is linked to a specific entity, it disappears from the left menu.
This helps keep the left menu clean and organized, so it only shows standalone items. Documents and Whiteboards that belong to a particular entity are now accessible directly from that entity, making things tidier and easier to manage.