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A well-organized knowledge base helps your team find information quickly and keeps everyone aligned. This guide covers strategies and features for keeping your resources organized.

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Organization Hierarchy

Trilo uses a three-level hierarchy to organize content: 
Workspace
├── Area (e.g., "Engineering")
│   ├── Project (e.g., "API Development")
│   │   ├── Resources (Pages, Spreadsheets, Boards)
│   │   ├── Tasks
│   │   └── Chat
│   └── Project (e.g., "Frontend")
│       └── ...
└── Area (e.g., "Marketing")
    └── Project (e.g., "Q1 Campaign")
        └── ...

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Areas

Areas are high-level categories for grouping related projects: Common area structures:
  • By department: Engineering, Marketing, Sales, Operations
  • By client: Client A, Client B, Internal
  • By initiative: Product Launch, Growth, Infrastructure
  • By time: Q1 2024, Q2 2024, Ongoing

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Projects

Projects contain the actual work and resources:
  • Each project has its own Resources section
  • Projects have dedicated chat channels
  • Tasks are organized within projects
  • Projects can have their own member permissions

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Organizing Within Projects

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Resource List

The Resources section shows all resources in a project:
  • List view: See all resources with key details
  • Sort options: By name, date created, date modified
  • Filter: Show only pages, spreadsheets, or boards

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Naming Conventions

Consistent naming helps everyone find what they need:
Establish naming conventions early and document them for your team.
Good naming patterns:
TypePatternExample
Meeting notes[Date] Meeting - [Topic]2024-01-15 Meeting - Sprint Planning
Documentation[System] - [Topic]API - Authentication Guide
Templates[Template] [Type][Template] Project Brief
Versions[Name] v[Number]Product Spec v2

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Using Prefixes

Prefixes help categorize resources at a glance:
  • [Draft] - Work in progress
  • [Archive] - Historical reference
  • [Template] - Reusable starting point
  • [WIP] - Active work, not final

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Active Work vs. Archive

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Managing Active Resources

Keep your resource list focused on current work:
  • Pin frequently-used resources to keep them at the top
  • Review resources regularly and archive what’s no longer active
  • Use clear status indicators in names if helpful

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Archiving Resources

Archive resources that are no longer actively used but need to be preserved:
1

Select the resource

Click on the resource you want to archive.
2

Open the menu

Click the … menu in the top right.
3

Archive

Select Archive. The resource will be moved to the archive.

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Accessing Archived Resources

To view archived resources:
  1. Go to the Resources section
  2. Click View archive or filter by archived status
  3. Archived resources appear grayed out
  4. Click Restore to bring a resource back to active status

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Cross-Project Resources

Sometimes resources are relevant to multiple projects.

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Linking to Resources

Reference resources from other projects:
  1. Copy the resource link from the … menu
  2. Paste the link in pages or chat messages
  3. Links are clickable and show preview cards

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Moving Resources

Move a resource to a different project:
  1. Open the resource
  2. Click … menu
  3. Select Move to…
  4. Choose the destination project
  5. Confirm the move
Moving a resource may change who has access to it based on project permissions.

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Templates

Create reusable templates for common resource types.

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Creating a Template

1

Create a resource

Create a page, spreadsheet, or board with the structure you want to reuse.
2

Add template content

Add placeholder text, structure, and formatting.
3

Name it clearly

Use a prefix like [Template] in the name.
4

Optional: Create a templates project

Keep all templates in a dedicated project for easy access.

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Using a Template

  1. Open the template resource
  2. Click … menu and select Duplicate
  3. Rename the duplicate for your specific use
  4. Move it to the appropriate project if needed
  5. Fill in the content

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Template Ideas

Meeting Notes

  • Date and attendees
  • Agenda items
  • Discussion notes
  • Action items
  • Next steps

Project Brief

  • Overview
  • Goals and objectives
  • Scope
  • Timeline
  • Stakeholders

Decision Log

  • Decision date
  • Context
  • Options considered
  • Decision made
  • Rationale

Sprint Retrospective

  • What went well
  • What could improve
  • Action items
  • Team feedback

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Search and Discovery

Use search to find resources across your workspace:
  • Press Cmd/Ctrl + K to open search
  • Type keywords from the resource title or content
  • Results show recent items first
  • Click a result to open the resource

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Search Tips

  • Search finds matches in titles and content
  • Use specific keywords for better results
  • Recent items appear higher in results
  • Filter by resource type if needed

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Organization Best Practices

Avoid creating too many nested levels. A flatter structure is easier to navigate and understand.
Schedule regular cleanup sessions to archive completed or outdated resources. This keeps your active view focused.
Create a “How We Organize” page that explains your team’s conventions. This helps new team members get up to speed quickly.
Your organization needs will evolve. Periodically review your structure and make adjustments as your team grows or changes.
Agree on naming conventions as a team and stick to them. Consistency makes everything easier to find.

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Example Structures

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Small Team (5-10 people)

Workspace
├── Products
│   ├── Mobile App
│   └── Web Platform
├── Marketing
│   └── Content
└── Operations
    └── Team Docs

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Growing Company (20-50 people)

Workspace
├── Engineering
│   ├── Backend Services
│   ├── Frontend
│   └── Infrastructure
├── Product
│   ├── Roadmap
│   └── Research
├── Marketing
│   ├── Brand
│   ├── Content
│   └── Campaigns
├── Sales
│   ├── Prospects
│   └── Customer Success
└── Operations
    ├── HR
    ├── Finance
    └── Company Docs

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Next Steps

Sharing Resources

Learn how to share resources internally and externally.

Areas and Projects

Deep dive into workspace organization.