Organise your project
Organise your project
Who can do this: Edit to create and move items. Each tool below has its own right: Document States needs Edit to save; Document Tags needs Edit to add or delete a tag; Working Calendars needs Manage Working Calendar; Start screen needs Manage Members; Person Directories needs Owner. Rights are defined in the .
What it's for
A project is a tree of items. This page shows how to build and tidy the tree, and how to set up the shared tools that items rely on: statuses, tags, working calendars, a mobile start screen and a people directory.
Before you start
Creating an item needs Edit on the folder you create it in, or on the project when you create at the top.
The navigator and the item types
The navigator is the tree on the left. At the top level it can show Home (recently opened and favourites) or All files. The Views button switches between Documents, Archive, Templates and Embedded files. Sort A–Z and Manual order change how siblings are sorted. The filter box takes a name or a #tag.
Create an item
Choose New Folder, or New Document. The arrow beside New Document opens the full list. You can also open the menu on a folder and choose New, or right-click empty project.
Pick the type, type a name, and choose Create.
Type (menu entry) | What it is |
|---|---|
New Folder | A container. Can restrict access and be shared with the portal as a whole |
New document | A rich-text page, edited together in real time |
New data table | Rows and typed columns. Offers a template picker (Use a template) |
Connect remote table | A table that reads rows from elsewhere |
New spreadsheet | An Excel-compatible workbook |
New dashboard | Charts, numbers and tables over your data |
New form | Collects data into a table |
New link | A shortcut to another document or to a saved view of a table (Link to document, View) |
New whiteboard | A visual board |
New process map | A board that lays your tables and your hand-run automations out in stages (see below) |
New process map creates a Process Launchpad. It reads your project and shows one card per data table and one card per automation you run by hand (a button), in columns called stages: Plan, Purchase, Stock, Make, Consume, Cost, Sell and Unsorted. Tables that come from the built-in business modules are placed in a stage by their purpose. Everything else lands in Unsorted until you move it or add your own stage with New stage. Click a table card to open the table. A table card can show a badge with the number of rows still in an open workflow state (not completed or cancelled). An automation card shows how many rows currently match its trigger conditions, and its Run button runs the automation for all of them after you confirm.
Anyone who can read the map can open and view it. A new map is "live · not saved" and is saved with your first change. Everything that changes it needs Edit on the map: Rebuild (re-reads your project and adds new tables and automations while keeping your layout), Scope (limits the map to chosen folders or tables), adding, renaming, moving and removing stages, moving or hiding cards, notes (Add instruction), KPIs, and Run.
Under Advanced: New storefront (a public shop or booking site), New connector… (a link to an outside service), New app connection… (the binding to a custom front-end app; for developers) and New data collection packet. Connectors and sites are covered in and .
An item menu also offers Move…, Move up one level, Duplicate, Edit (rename and tags) and Archive. Archive hides an item without destroying it: open Archive in Views, then Restore. Delete permanently removes it with all its versions and cannot be undone.
Careful: a plan can cap documents per project. At the cap the create fails with "This project has reached your plan's limit of N documents. Upgrade to add more." See .
Document States
Document States defines the statuses a document or row can move through. New projects start with three: Draft, Review, Approved.
Open the admin menu and choose Document States.
Pick a model under State model, or create one with New model. Set as default makes it the one new documents use. A model that is the default, or still used by documents, cannot be deleted.
Name each state, choose a colour (Change color) and a meta-status: New, Draft, In Progress, Finished or Declined. Drag rows to reorder.
Keep at least one state with the Draft meta-status. It is what new documents start in, and saving without one is refused ("At least one state must have the DRAFT meta-status").
Choose Add state for more. Under Group permissions you can limit who may move a document into a state, edit or comment in it, or move it out.
Optionally switch on Enforce transition workflow: rows may then move only along the transitions you allow, and required fields must be filled to enter a state. It is off by default, which means any state can move to any other.
Choose Save. The message is "Document states saved".
Right needed: the server requires Edit to create, change, delete or set the default of a state model, and Read to list them. Timeouts, approvals, row locking and conditional transitions are in the same dialog; they are described in .
Document Tags
Document Tags lists the tags you can attach to items. In the dialog, type a tag name, pick a colour (ten presets or a custom one) and press the plus button; the trash button on a tag deletes it. The dialog's own words are fixed English text, not in the translation file.
To attach a tag, choose Edit on an item and use Tags (Add tag…). To find tagged items, type #tag in the navigator filter.
Right needed: the server requires Edit to add or delete a tag, and Read to list tags. The menu shows Document Tags to everyone, so a user with only Read can open the dialog and see the tags, but adding or deleting one fails with a permission error.
Working Calendars
A working calendar says which weekdays are days off and lists holidays and shifted working days. Date formulas such as WORKDAYS_BETWEEN, IS_WORKING_DAY and WORKDAYS_IN use it, and so do data-table Calendar views that do not pick another.
A new project gets one calendar called "Default" with Saturday and Sunday as weekend.
Choose Working Calendars in the admin menu (or the same entry in the navigator's Project Outlines menu).
Choose New calendar, enter a Name (for example "Germany 2026") and tick the Weekend days.
Optional: Working hours per day. It is not used by anything yet ("Used by future workday-aware features").
Add exceptions with Add day or Add range. Each has a Type: Holiday or Working day (a day that is normally off but worked this time), a date and a name.
Tick Set as project default if this should apply by default. Choose Save.
You need Manage Working Calendar to open the page and make changes. Deleting a calendar asks first: views that pointed at it fall back to the default, and the default one cannot be deleted until you promote another.
Start screen
Start screen pins shortcuts to the screen a person sees first on a phone. On a computer there is no start screen.
Choose Start screen in the admin menu. You need Manage Members.
Under Add a tile, set Visible to: Everyone, or one group.
Under Document, search and pick one table, dashboard or form (folders and other types cannot be pinned).
Choose Add tile. Use the arrows to reorder and Remove tile to delete.
A ＋ appears on a table tile by itself when a form that this audience may submit writes into that table. You do not set it. A dashboard tile is marked "not yet mobile-ready". On a phone, people with tiles see a Start / Files toggle. With no tiles, a phone opens the normal tree, not a start screen. The start screen, when it exists, also shows My day: the person's open assigned rows (see ). The dialog's empty-state text, "Workers see only their assigned work until you pin something", does not describe this.
Tiles are re-checked against each person's rights when shown, so pinning a table does not give anyone access to it.
Person Directories
A Person Directory is a data table the platform treats as your people list. It enables the CALENDAR_OF and MANAGER_OF formula functions and manager approvals.
Open the Project Outlines menu in the navigator and choose Person Directories. Only owners can use the page; others are redirected.
Choose Designate new, then either Create a new directory table (default name "People") or Use an existing data table (Pick a table…). Optionally tick Set as the project default. Choose Designate.
The list shows which columns each directory has: person, hierarchy, calendar. Open table and Open as org chart jump to it.
The table needs one person column tagged as the directory entry. Only one hierarchy-parent column and one calendar column are allowed, and a calendar column only on the default directory. Promote to default, Demote to auxiliary and Un-designate each list the data tables that will be recalculated before you confirm.
Asset Library
The Asset Library (images and files) is in the admin menu and in Project Outlines. Everyone can browse it; changing it needs Edit. See .
How to check it worked
New items appear in the navigator tree under the folder you chose.
A state change shows on the document or row; the model is listed under State model.
A tag shows beside the item and filters with #tag.
A new calendar appears in the list; the default has the Default badge.
On a phone, the Start view shows the tiles.
Undo / what can go wrong
Archived items can be restored. Permanent deletion cannot be undone.
Deleting a tag, a state model or a calendar is immediate or confirmed in the dialog. Check what uses it first.
Promoting a Person Directory recomputes formulas in the tables listed in the confirmation. Rows in a locked status keep their old values.
For your team
Use Views to find archived items, and Restore if you have Edit.
Tags are for finding things. Statuses are for process. Ask an owner to change either.