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

# Organizing Resources

> Best practices for organizing your knowledge base for maximum efficiency

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.

## 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")
        └── ...
```

### 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

### 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

## Organizing Within Projects

### 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

### Naming Conventions

Consistent naming helps everyone find what they need:

<Tip>
  Establish naming conventions early and document them for your team.
</Tip>

**Good naming patterns:**

| Type          | Pattern                    | Example                                |
| ------------- | -------------------------- | -------------------------------------- |
| 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`                      |

### 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

## Active Work vs. Archive

### 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

### Archiving Resources

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

<Steps>
  <Step title="Select the resource">
    Click on the resource you want to archive.
  </Step>

  <Step title="Open the menu">
    Click the **...** menu in the top right.
  </Step>

  <Step title="Archive">
    Select **Archive**. The resource will be moved to the archive.
  </Step>
</Steps>

### 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

## Cross-Project Resources

Sometimes resources are relevant to multiple projects.

### 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

### 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

<Warning>
  Moving a resource may change who has access to it based on project permissions.
</Warning>

## Templates

Create reusable templates for common resource types.

### Creating a Template

<Steps>
  <Step title="Create a resource">
    Create a page, spreadsheet, or board with the structure you want to reuse.
  </Step>

  <Step title="Add template content">
    Add placeholder text, structure, and formatting.
  </Step>

  <Step title="Name it clearly">
    Use a prefix like `[Template]` in the name.
  </Step>

  <Step title="Optional: Create a templates project">
    Keep all templates in a dedicated project for easy access.
  </Step>
</Steps>

### 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

### Template Ideas

<CardGroup cols={2}>
  <Card title="Meeting Notes" icon="clipboard">
    * Date and attendees
    * Agenda items
    * Discussion notes
    * Action items
    * Next steps
  </Card>

  <Card title="Project Brief" icon="file-lines">
    * Overview
    * Goals and objectives
    * Scope
    * Timeline
    * Stakeholders
  </Card>

  <Card title="Decision Log" icon="scale-balanced">
    * Decision date
    * Context
    * Options considered
    * Decision made
    * Rationale
  </Card>

  <Card title="Sprint Retrospective" icon="rotate">
    * What went well
    * What could improve
    * Action items
    * Team feedback
  </Card>
</CardGroup>

## Search and Discovery

### Global Search

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

### 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

## Organization Best Practices

<AccordionGroup>
  <Accordion title="Keep it flat when possible">
    Avoid creating too many nested levels. A flatter structure is easier to navigate and understand.
  </Accordion>

  <Accordion title="Archive regularly">
    Schedule regular cleanup sessions to archive completed or outdated resources. This keeps your active view focused.
  </Accordion>

  <Accordion title="Document your system">
    Create a "How We Organize" page that explains your team's conventions. This helps new team members get up to speed quickly.
  </Accordion>

  <Accordion title="Review and refine">
    Your organization needs will evolve. Periodically review your structure and make adjustments as your team grows or changes.
  </Accordion>

  <Accordion title="Use consistent naming">
    Agree on naming conventions as a team and stick to them. Consistency makes everything easier to find.
  </Accordion>
</AccordionGroup>

## Example Structures

### Small Team (5-10 people)

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

### 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
```

## Next Steps

<CardGroup cols={2}>
  <Card title="Sharing Resources" icon="share" href="/knowledge-base/sharing">
    Learn how to share resources internally and externally.
  </Card>

  <Card title="Areas and Projects" icon="folder-tree" href="/workspaces/areas-and-projects">
    Deep dive into workspace organization.
  </Card>
</CardGroup>