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A little structure goes a long way. How you lay out a project shapes how easily your team — and the AI — can find the right material and stay focused. This page covers practical ways to organize your work in Collivo. For the meaning of each term, see Core concepts; for the mechanics of adding and moving files, see Upload and organize files.

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Start with the right container

If the work needs a different set of people, or would get confusing mixed with what you already have, make a new project. If it is just another slice of the same work, make a folder. When in doubt, a new project keeps context clean.

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Lay out folders around the work

Organize folders by task or function, so everything for one part of the work stays together. Keep names clear and task-oriented, and avoid deep nesting unless a large project needs it. For example, a client engagement might use:
  • Discovery
  • Stakeholder interviews
  • Analysis
  • Draft deliverables
  • Final report

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Separate work in progress from shared context

  • Keep early drafts and rough notes in your folder while you shape them.
  • Move a file to the folder when it is ready for the team. It then becomes shared context that others — and their AI chats — can build on.
This keeps half-finished or non-authoritative work from being treated as final.

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Reuse instead of duplicating

When the same file is relevant in more than one place, add a shortcut rather than a separate copy. People with access open the same original item, so there is one version to keep current. See Shortcut.

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Focus the AI on the right material

Structure also controls what the AI pays attention to:
  • The AI works within your current working folder, so set it to the part of the project you are focused on.
  • Annotate a folder with standing instructions the AI and your team should follow there.
  • Hide from AI any work-in-progress or non-authoritative files so they do not skew its analysis.
  • Add the specific files a task needs to AI context when you chat.
See how the AI’s view works for the full picture.