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Organize your Coda workspace
There are many different ways to organize your workspace in Coda. In this guide, we will walk through how to utilize folders and workspace settings to create a system that is best suited to your company’s needs. By following these best practices, you will create a clutter free workspace that makes docs and content easily discoverable. We are going to walk through each organizational tier, starting at the top with the workspace itself and then working our way through folders and then docs.
A well-organized, clutter-free workspace makes folders, docs, and content easily discoverable. For you. And your team.
What’s in here
What you’ll get
- Best practices for structuring your workspace
- Tips to reduce time looking for information
- Eliminate clutter and duplicate of resources
What you’ll use
- Doc sharing settings
- Doc locking
1. Understanding the organization of a Coda workspace.Think of a Coda Workspace as your company’s digital hard drive within Coda that contains your organization’s folders and docs. People in the same workspace can easily collaborate with each other via doc sharing, real-time shared editing space, and commenting within docs. Docs can be connected within the same workspace using features such as, but not limited to: cross-doc, hyperlink cards, and page embeds. Tip: Check out our help articles about Cross-doc and embeds.
While you have the ability to create multiple workspaces in Coda, we recommend keeping the number of workspaces to a minimum (ideally one.) An organization may have multiple workspaces in Coda for various reasons such as:
- Business segmentation: If a company is composed of multiple entities that operate independently of each other with no possibility of communication/collaboration (think separate brands or subsidiaries operating in different countries)
- Mergers and Acquisitions: Acquired companies may already have their own Coda workspaces that would initially remain independent but possibly consolidated post-merger.
2. Find your schema.Nothing like some good old self reflection! Just like Coda docs, your Coda Workspace is flexible and designed to flex to the needs of your specific organization. There is no “one size fits all.” The first step in setting up a scalable and easy way to navigate your workspace is determining how your company is structured and adopting this in Coda via folders. Tip: you can learn more about folders in our help article here. The best way of thinking about how to organize folders is by asking which group of people (department, product line, team, etc.) at your company owns this information? If your company is primarily segmented in departments and then further divided into teams within those departments, you should create a folder system that replicates this. People can belong to multiple folders, and docs can easily be moved from one folder to another. Here are two examples of how you might organize your workspace. Take note of the naming conventions and structure.
3. Choosing the right folder type.Note that private folders and doc locking are Team and Enterprise features. Incorporating public, private, and my docs folders into your workspace allows you to have control over who can see what. When deciding if a doc should live in a public, private or a my docs folder, here are a few factors to always consider:
- Is there anyone who should not have access to this information?
- Is there any group of people who should have access to this by default?
- Will access to this information be decided on a case by case basis?