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

# Structure your work

> Lay out a project so your team and the AI can find and use what they need.

export const SharedFolder = () => <span style={{
  whiteSpace: "nowrap"
}}>
    <svg width="17" height="17" viewBox="0 0 24 24" fill="currentColor" fillOpacity="0.35" stroke="currentColor" strokeOpacity="0.7" strokeWidth="1.25" strokeLinecap="round" strokeLinejoin="round" style={{
  color: "light-dark(#2E7D32, #4CAF50)",
  display: "inline-block",
  verticalAlign: "-0.2em",
  marginRight: "0.3em"
}} aria-hidden="true">
      <path d="M20 20a2 2 0 0 0 2-2V8a2 2 0 0 0-2-2h-7.9a2 2 0 0 1-1.69-.9L9.6 3.9A2 2 0 0 0 7.93 3H4a2 2 0 0 0-2 2v13a2 2 0 0 0 2 2Z" />
      <path d="M2 10h20" />
    </svg>
    <strong>Shared</strong>
  </span>;

export const PrivateFolder = () => <span style={{
  whiteSpace: "nowrap"
}}>
    <svg width="17" height="17" viewBox="0 0 24 24" fill="currentColor" fillOpacity="0.35" stroke="currentColor" strokeOpacity="0.7" strokeWidth="1.25" strokeLinecap="round" strokeLinejoin="round" style={{
  color: "inherit",
  display: "inline-block",
  verticalAlign: "-0.2em",
  marginRight: "0.3em"
}} aria-hidden="true">
      <path d="M20 20a2 2 0 0 0 2-2V8a2 2 0 0 0-2-2h-7.9a2 2 0 0 1-1.69-.9L9.6 3.9A2 2 0 0 0 7.93 3H4a2 2 0 0 0-2 2v13a2 2 0 0 0 2 2Z" />
      <path d="M2 10h20" />
    </svg>
    <strong>Private</strong>
  </span>;

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](/get-started/concepts); for the mechanics of adding and moving files, see [Upload and organize files](/project-basics/upload-and-organize-files).

## Start with the right container

| If the work is… | Use a… | Because |
| - | - | - |
| An ongoing area of work — Client work, Marketing, Research | **Space** | It groups the related projects that belong to that area. |
| A distinct piece of work — a client engagement, a launch, a report | **Project** | It keeps files, folders, conversations, and AI chats for one goal together, with its own sharing permissions. |
| A slice of one piece of work — Research, Drafts, Meeting notes | **Folder** | It organizes part of a project without the overhead of a new one. |

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.

## 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

## Separate work in progress from shared context

* Keep early drafts and rough notes in your <PrivateFolder /> folder while you shape them.
* Move a file to the <SharedFolder /> 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.

## 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](/get-started/concepts#shortcut).

## 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](/get-started/concepts#working-folder) for the full picture.

## Related articles

* [Core concepts](/get-started/concepts)
* [Upload and organize files](/project-basics/upload-and-organize-files)
* [Sharing and permissions](/sharing-and-security/sharing-permissions)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.