Document workspaces
Sort your documents into your own workspaces, like Notion or Affine: Work, Side projects, Reading.
Besides Personal, you can make your own document workspaces, for example "Work", "Side projects" or "Reading". Each workspace has its own page tree, an icon and a colour. Workspaces belong to you: on a plan with cloud sync they sync with your account like your personal documents, and only you see them. They are for documents only; boards keep Personal and your teams.
Switch between workspaces
The name at the top of the Documents sidebar is the workspace switcher. Click it to see every tree you can open:
| Group | What's in it |
|---|---|
| Personal | Your documents that are in no workspace |
| My workspaces | Your own workspaces, in your order |
| This device | Documents kept only on this computer, when you have any |
| Teams | One tree per team, shared with everyone on it |
Pick one and the sidebar shows its tree. Apiboo remembers the last one on this device. The chip next to the name shows the workspace's icon in its colour.
Create a workspace
- Open the switcher and click New workspace….
- Give it a Name (up to 60 characters), pick an Icon and one of the eight Colours.
- Click Create workspace. The sidebar switches to the new, empty workspace.
New document and New folder at the top of the sidebar now create pages in this workspace. Sub-pages always stay in the workspace of their top-level page.
Move pages between workspaces
Three ways, and each moves a page or folder together with everything under it:
- Drag a row from the tree onto the workspace switcher. The switcher opens; drop the row on Personal or on one of your workspaces.
- Right-click a row (or use its ⋯ button) and choose Move to…. Your other workspaces are listed as places to move to, next to the folders of the current tree.
- In an open document, use ⋯ › Move to….
Open tabs follow their page: the path above the title starts with the workspace's name, and the folder chip above the title reads "Workspace › Folder".
Links to a page keep working after a move. You can paste an apiboo://documents/… link into the sidebar's search box and press Enter to open the page in whichever workspace it is now.
Rename, reorder and delete
Open the switcher and click Manage workspaces…:
- Rename: select a workspace and press F2, double-click its name, or click the pencil. Enter saves, Esc cancels.
- Icon and colour: the palette button opens the same form as New workspace.
- Reorder: drag a workspace up or down, or press Alt+↑ / Alt+↓. You can also drag workspaces in the switcher itself.
- Delete: click the bin and confirm.
Plans and offline use
Your plan sets how many workspaces sync to the cloud. Free and Basic don't sync, so their workspaces live on this computer; Pro and Team sync them. Creating one past your plan's number still works: it stays on this device, and the sync menu in the title bar offers an upgrade. Documents count against Free's limit of 5 whichever workspace they are in (see What the Free plan limits).