> ## Documentation Index
> Fetch the complete documentation index at: https://docs.apollospace.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Folders

> Apollo Space's core organizational primitive — holds boards, documents, pipelines, and other folders.

A new client signs on a Monday. Before your coffee goes cold, there's a
folder for them — CRM pipeline, execution board, the proposal doc — and
everyone on the team knows exactly where to look. Nothing landed in a flat
pile of boards and docs.

That's the job folders do: they hold the shape of your company, so nobody —
and no agent reading your workspace — has to hunt for anything.

## What they're for

**Folders** are how you organize everything inside your org. Every
board, document, CRM pipeline, or routine lives **inside a folder**.
You can nest folders inside folders (hierarchy), and the structure
appears in the sidebar — so you can find any resource without
searching.

Without folders, your org is a flat list of boards and docs. With
folders, you model the way your team thinks — by client, by project,
by quarter, by team.

## Anatomy

<CardGroup cols={2}>
  <Card title="Name + description" icon="folder">
    Identifies the folder. You can include an emoji in the name for
    quick visual recognition (e.g. 🚀 Q3 Launch).
  </Card>

  <Card title="Contents" icon="layer-group">
    Boards, documents, CRM pipelines, subfolders, routines. Each item
    appears as a row inside the folder.
  </Card>

  <Card title="Permissions" icon="user-lock">
    By default, inherits permissions from the parent folder. Per-folder
    override (coming soon): a sensitive folder visible only to a subset
    of the team.
  </Card>

  <Card title="Custom order" icon="grip-vertical">
    Drag items to reorder them within a folder. The order persists
    per user (each person sees their own arrangement) or per org
    (shared).
  </Card>
</CardGroup>

## Personal folder vs org folder

Every member has **one personal folder** plus access to **org folders**:

| Type             | Visible to                                   | Use case                                         |
| ---------------- | -------------------------------------------- | ------------------------------------------------ |
| **Personal**     | Only you (+ your Digital Twin if one exists) | Private notes, scratchpad, drafts before sharing |
| **Org (shared)** | All members with permission                  | Team operations — clients, projects, processes   |

The isolation is **enforced at the database level** — another org member
can never see your personal folder, even by manually searching. See
[Multi-tenant](/en/trust/multi-tenant).

## How to organize — patterns that work

<AccordionGroup>
  <Accordion title="By client (agencies, consultancies)" icon="briefcase">
    ```
    Clients
    ├── Company A
    │   ├── CRM Pipeline
    │   ├── Execution Board
    │   └── Docs (proposal, contract, brief)
    ├── Company B
    │   └── ...
    └── Templates (to clone when a new client comes on board)
    ```

    **Advantage:** isolated context per client; no mixing.
    **Limitation:** if a collaborator works across 3 clients, they
    need to navigate 3 separate folders.
  </Accordion>

  <Accordion title="By function (larger teams)" icon="users">
    ```
    Sales
    ├── Outbound Pipeline
    ├── Proposals Under Review Board
    └── Voice + email templates
    Marketing
    ├── Editorial calendar
    ├── Campaigns Board
    └── Docs (briefs, persona, ICP)
    Product
    └── ...
    ```

    **Advantage:** mirrors the team structure.
    **Limitation:** cross-functional projects become ambiguous.
  </Accordion>

  <Accordion title="By cycle phase (repeatable operations)" icon="rotate">
    ```
    Lead → Conversation → Proposal → Negotiation → Close → Post-sale
    ```

    One folder per phase, each containing the board + doc specific
    to that stage.

    **Advantage:** leads "move through" folders — a clear visual shortcut.
    **Limitation:** cross-folder search becomes essential.
  </Accordion>

  <Accordion title="By quarter (goal-oriented)" icon="calendar">
    ```
    2026
    ├── Q1
    │   ├── Q1 OKRs
    │   ├── Initiatives Board
    │   └── Retro
    ├── Q2
    │   └── ...
    ```

    **Advantage:** historical reviews feel natural.
    **Limitation:** long-running projects span multiple folders.
  </Accordion>
</AccordionGroup>

<Tip>
  **Mix freely.** You don't need to pick ONE structure. Have folders by
  client AND folders by function AND folders by quarter. What
  **doesn't** work is leaving everything at the root — that's just a
  flat list.
</Tip>

## Common operations

<Steps>
  <Step title="Create a folder">
    `⌘N` from any screen, or click the `+` next to **Folders** in the
    sidebar.

    **Expected result:** the new folder appears in italics until you
    name it; the italics disappear once you confirm.
  </Step>

  <Step title="Move an item between folders">
    Drag the item (board, doc, pipeline) between folders in the sidebar.
    Shortcut: right-click → **Move to...** → choose the destination.

    **Expected result:** the item disappears from the source folder and
    appears in the destination. History is preserved.
  </Step>

  <Step title="Archive a folder">
    Right-click → **Archive**. The folder disappears from the sidebar
    but moves to **Archived** (it is not deleted).

    **Expected result:** the folder and everything inside it enters
    read-only mode until you restore it.
  </Step>

  <Step title="Restore from Archived">
    Sidebar → **Archived** → click the folder → **Restore** button.
    Returns to its original location (or to the root if the parent
    folder was deleted).
  </Step>
</Steps>

## Root folder (the top of the hierarchy)

Every org has **one invisible root folder** that contains everything else.
You cannot create or delete it — it exists to anchor the hierarchy.

Moving something "outside of any folder" actually means moving it to the
**root folder**. It appears in the sidebar as the top level, just below
the header with the organization selector.

## Audit

Every folder operation generates an entry in the org history:

| Event             | Includes                              |
| ----------------- | ------------------------------------- |
| `folder_created`  | Who created it + name + parent folder |
| `folder_renamed`  | Old name + new name + who changed it  |
| `folder_moved`    | Origin + destination + who moved it   |
| `item_moved_into` | Which item + where it came from       |
| `folder_archived` | Who archived it + when                |
| `folder_restored` | Who restored it + when                |

Owners and Admins can inspect the history — useful in retrospectives
when the team can't find a doc ("ah, it was moved to folder X two weeks ago").

## Limits

| Limit                 | Value                                                    |
| --------------------- | -------------------------------------------------------- |
| **Hierarchy depth**   | 10 levels (more than that is a sign of over-engineering) |
| **Folders per level** | Unlimited (sidebar scrolls)                              |
| **Items per folder**  | Unlimited                                                |
| **Name length**       | 80 characters                                            |

## Next steps

<CardGroup cols={2}>
  <Card title="Boards" icon="square-kanban" href="/en/features/boards">
    The kanban that lives inside folders.
  </Card>

  <Card title="Documents" icon="file-lines" href="/en/features/documentos">
    The docs that live inside folders.
  </Card>

  <Card title="CRM" icon="users" href="/en/features/crm">
    Pipelines (which also live in folders).
  </Card>
</CardGroup>