> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/AppFlowy-IO/AppFlowy/llms.txt
> Use this file to discover all available pages before exploring further.

# Workspace Basics

> Understand AppFlowy's workspace structure, navigation, and organization

AppFlowy organizes your content in a flexible hierarchy. Understanding workspaces, folders, pages, and views will help you stay organized as your content grows.

## Understanding Workspaces

A **workspace** is your top-level container for all content. Think of it as a complete, self-contained environment.

### Workspace Types

AppFlowy offers two types of workspaces:

<CardGroup cols={2}>
  <Card title="Cloud Workspace" icon="cloud">
    * Syncs across all your devices
    * Enables real-time collaboration
    * Uses cloud-powered AI features
    * Requires an AppFlowy account
    * Data stored securely in the cloud
  </Card>

  <Card title="Vault Workspace" icon="vault">
    * Completely offline and private
    * No data leaves your device
    * AI runs locally with your models
    * No account required
    * Perfect for sensitive information
  </Card>
</CardGroup>

### Creating Multiple Workspaces

You can create and manage multiple workspaces:

<Steps>
  <Step title="Open workspace menu">
    Click your workspace name in the top-left corner of the sidebar.
  </Step>

  <Step title="Create new workspace">
    Select **Create New Workspace** from the dropdown.
  </Step>

  <Step title="Choose workspace type">
    Pick Cloud or Vault based on your needs.
  </Step>

  <Step title="Name your workspace">
    Give it a descriptive name (e.g., "Personal", "Work", "Client Projects").
  </Step>
</Steps>

<Tip>
  **Use case ideas**: Create separate workspaces for work and personal life, different clients, or public vs. private content.
</Tip>

### Switching Between Workspaces

To switch workspaces:

1. Click your workspace name in the sidebar
2. Select the workspace you want from the dropdown
3. AppFlowy switches instantly

## Content Hierarchy

AppFlowy uses a simple, flexible hierarchy:

```text theme={null}
Workspace
├── Folder (optional)
│   ├── Page
│   ├── Page
│   └── Subfolder
│       └── Page
├── Page
└── Page
    └── Subpage (nested)
```

### Pages

**Pages** are the core building blocks. Each page can be:

* **Document** - Rich text with blocks, embeds, and AI
* **Grid** - Database with spreadsheet-like table view
* **Board** - Kanban board for visual task management
* **Calendar** - Date-based organization

<Note>
  Pages can contain subpages, creating unlimited nesting levels. Simply drag one page onto another to nest it.
</Note>

### Folders

**Folders** help organize related pages:

* Create folders from the sidebar right-click menu
* Drag and drop pages into folders
* Collapse/expand folders to hide contents
* Use emojis or icons to visually distinguish folders

### Views (in Database Pages)

Database pages support multiple **views** of the same data:

* **Grid View** - Traditional table layout
* **Board View** - Kanban cards grouped by status
* **Calendar View** - Items organized by date

Each view can have its own filters, sorts, and display settings.

## Navigating Your Workspace

### Sidebar Navigation

The left sidebar is your command center:

<AccordionGroup>
  <Accordion title="Favorites" icon="star">
    Quick access to your most-used pages:

    * Star any page by hovering and clicking the star icon
    * Appears at the top of your sidebar
    * Drag to reorder favorites
  </Accordion>

  <Accordion title="Private Pages" icon="folder">
    Your personal pages and folders:

    * Default location for new pages
    * Organize with folders and subfolders
    * Only visible to you (unless shared)
  </Accordion>

  <Accordion title="Shared with Me" icon="users">
    Pages others have shared with you:

    * Automatically appears when someone shares a page
    * Shows permission level (View or Edit)
    * Separate from your private pages
  </Accordion>

  <Accordion title="Trash" icon="trash">
    Deleted pages are stored here for 30 days:

    * Right-click a page and select **Move to Trash**
    * Restore pages from trash anytime
    * Permanently delete or empty trash after 30 days
  </Accordion>
</AccordionGroup>

### Quick Search

The fastest way to find content:

<Tabs>
  <Tab title="Keyboard Shortcut">
    Press `Cmd + P` (macOS) or `Ctrl + P` (Windows/Linux) to open quick search.
  </Tab>

  <Tab title="Search Box">
    Click the search icon in the top-right of the sidebar.
  </Tab>
</Tabs>

**Search capabilities:**

* **Title search** - Type page names for instant results
* **AI search** - Ask natural language questions
* **Recent pages** - Shows your recent history
* **Keywords** - Search by tags or content

<Tip>
  Try AI-powered search: "Show me all my meeting notes from last week" or "Find pages about the marketing campaign".
</Tip>

### Breadcrumbs

Breadcrumbs at the top of each page show your location:

```text theme={null}
Workspace > Projects > Client A > Meeting Notes
```

* Click any breadcrumb to navigate up the hierarchy
* Useful for understanding page location
* Shows nested page structure

## Organizing Content

### Creating a Logical Structure

Best practices for organization:

<Steps>
  <Step title="Start with main categories">
    Create top-level folders for major areas:

    * Projects
    * Personal
    * Reference
    * Archive
  </Step>

  <Step title="Use subfolders for projects">
    Break down projects into logical groups:

    ```
    Projects
    ├── Client A
    │   ├── Meeting Notes
    │   ├── Deliverables
    │   └── Resources
    └── Client B
    ```
  </Step>

  <Step title="Leverage favorites">
    Star your active pages for quick access:

    * Current project pages
    * Daily notes or task lists
    * Frequently referenced docs
  </Step>

  <Step title="Archive completed work">
    Move finished projects to an Archive folder:

    * Keeps sidebar clean
    * Preserves history
    * Easy to find if needed
  </Step>
</Steps>

### Using Icons and Emojis

Make pages and folders visually distinct:

1. Click the page icon (or placeholder) next to the title
2. Choose from:
   * **Emoji picker** - Thousands of emojis
   * **Icon library** - Professional icons
   * **Upload image** - Custom images
3. Icons appear in sidebar and breadcrumbs

<Tip>
  Use consistent icons for similar content types (📊 for databases, 📝 for notes, 🎯 for projects).
</Tip>

### Drag and Drop

Rearrange your workspace effortlessly:

* **Reorder pages** - Drag pages up or down in the sidebar
* **Create nesting** - Drag a page onto another to make it a subpage
* **Move to folders** - Drag pages into folders
* **Reorganize folders** - Drag folders to different locations

## Managing Pages

### Page Actions

Right-click any page in the sidebar for options:

| Action               | Description                           |
| -------------------- | ------------------------------------- |
| **Rename**           | Change the page title                 |
| **Duplicate**        | Create a copy with all content        |
| **Move to**          | Relocate to a different folder        |
| **Share**            | Invite collaborators with permissions |
| **Add to favorites** | Pin to top of sidebar                 |
| **Copy link**        | Get shareable URL                     |
| **Move to trash**    | Delete the page                       |
| **Properties**       | View metadata and settings            |

### Page Properties

Every page has customizable properties:

* **Icon** - Visual identifier
* **Cover image** - Banner at the top of the page
* **Description** - Brief summary
* **Created/Modified dates** - Automatic timestamps
* **Custom properties** - Add your own metadata

Access properties by clicking the **⋯** menu in the page title.

### Duplicating and Templates

**Duplicate a page** to reuse structure:

1. Right-click the page in the sidebar
2. Select **Duplicate**
3. A copy appears with "(Copy)" suffix
4. Rename and edit as needed

**Save as template** for frequent reuse:

1. Open the page you want to save
2. Click **⋯** > **Save as Template**
3. Choose a category
4. Access from **New Page** > **Templates**

Learn more in [Templates](/core/templates).

## Workspace Settings

Customize your workspace behavior:

### Accessing Settings

1. Click your workspace name in the sidebar
2. Select **Settings** from the dropdown
3. Browse settings categories:
   * **General** - Workspace name, language, theme
   * **Members** - Manage collaborators and permissions
   * **Appearance** - Font size, color theme
   * **Sync** - Sync status and history
   * **AI** - Configure AI models and features

### Key Settings to Configure

<AccordionGroup>
  <Accordion title="Language & Region" icon="globe">
    * **Language** - Interface language
    * **Date format** - MM/DD/YYYY or DD/MM/YYYY
    * **Time format** - 12-hour or 24-hour
    * **Week starts on** - Sunday or Monday
    * **Timezone** - For accurate timestamps
  </Accordion>

  <Accordion title="Appearance" icon="palette">
    * **Theme** - Light, Dark, or System auto-switching
    * **Font** - Choose from available fonts
    * **Font size** - Adjust for readability
    * **Document width** - Full width or centered
  </Accordion>

  <Accordion title="Members & Permissions" icon="users">
    * View all workspace members
    * See pending invitations
    * Change member roles
    * Remove members
    * Manage guest editors

    See [Permissions](/collaboration/permissions) for details.
  </Accordion>
</AccordionGroup>

## Tips for Staying Organized

<CardGroup cols={2}>
  <Card title="Weekly Review" icon="calendar-check">
    Spend 10 minutes each week:

    * Archive completed projects
    * Update favorites
    * Clean up trash
    * Review shared pages
  </Card>

  <Card title="Naming Conventions" icon="signature">
    Use consistent naming:

    * Dates: `YYYY-MM-DD Format`
    * Projects: `[Client] Project Name`
    * Meetings: `Meeting - Topic - Date`
  </Card>

  <Card title="Color Coding" icon="palette">
    Use consistent icons/emojis:

    * 🟢 Active projects
    * 🟡 In progress
    * 🔴 Blocked/urgent
    * ⚪ Archive
  </Card>

  <Card title="Link Related Pages" icon="link">
    Create connections:

    * Use `@page` to link pages
    * Build a personal wiki
    * Create index pages
    * Use backlinks to see connections
  </Card>
</CardGroup>

## Next Steps

<CardGroup cols={2}>
  <Card title="Account Setup" icon="user" href="/getting-started/account-setup">
    Customize your profile and preferences
  </Card>

  <Card title="Documents" icon="file-lines" href="/core/documents">
    Learn advanced document editing features
  </Card>

  <Card title="Databases" icon="table" href="/core/databases">
    Create powerful databases with views
  </Card>

  <Card title="Collaboration" icon="users" href="/collaboration/sharing">
    Share pages and work with others
  </Card>
</CardGroup>