We keep a lot of important information on our boards, including meetings, schedules, tasks, projects, pipelines, KPIs, and more. Having everything in one place is great, but an account can start to feel cluttered over time. Use the tips in this guide to keep your account organized, so it stays easy to navigate.
Categorize your account
Workspaces
Workspaces are an excellent way to separate the work of different departments or teams. It's sort of like a big folder, holding related Boards, WorkDocs, and Dashboards. Within each Workspace, different teams can work within their own boards and folders, while still having access to their department's boards.
You can choose to organize your Workspaces however is most comfortable and logical. Organize by project, team member, client, office or client location, or by time period.
Folders
Under each separate workspace, teams can add folders to group related boards, workdocs, or dashboards together and organize work processes better. Folders add an extra layer of detail and organization and ensure that your account is always manageable for your teams.
Collapse folders
When you have a lot of folders, the left pane can start to feel crowded. If you want a quick reset, you can collapse every folder in a workspace at once.
To do this, click the three-dot menu next to the workspace name in the left pane, select Sort workspace, and then select Collapse all folders. You can still expand any folder again by selecting the folder name.
Find what you're looking for
Sometimes we know exactly what we're looking for, but we just can't seem to find it! Check out this article for a full list of shortcuts that help you find content in your account.
Favorites
The favorites setting will enable you to select your preferred and most used boards and have them appear at the top of your left pane for quick, easy access! ⭐️ To favorite something, you can click on the dropdown arrow next to the board name, and select the star icon to the right of its title as so:
Customize your left pane
The tools menu
Customize your left pane with the essential tools to keep it focused on what matters most. Simply click More in the top left corner of the screen, then select Personalize menu:
From there, the personalization menu will open, allowing you to pin your most-used tools to the top of the left pane with a single click:
This way, you can instantly access key features, like the Template center, without unnecessary clutter.
One of the tools you can pin is Recents, which lets you quickly return to work you opened recently. Hover over Recents to preview up to seven of the last boards, dashboards, and workdocs you visited, across all workspaces and products. When you select an item from the list, it will open right away:
If you want Recents to stay visible in your left pane, pin it from the personalization menu so it is always one click away.
Clean up whatever you don't need
Are you still keeping old items and boards long after they're no longer in use, just in case you'll need the information in the future? If so, you would love our tidy up and archive features! Instead of keeping old information around, archive it to clean up your list of boards or the number of items on your boards, with the option to restore it if you ever need it!
Tidy up
In the administration section of your account, you can find a tidy up feature that is perfect for staying organized. In this section, you can find a summary of all active boards you currently have within your account, which you can archive directly from there if you wish. You can also access all the archived boards by clicking on the Archived Boards tab.
Find cleanup candidates in a workspace
If you want to clean up a specific workspace, you can do it straight from the workspace homepage. Open the workspace from the left pane, then select Manage workspace to open the workspace homepage.
In the Content tab, select Cleanup mode in the top right corner to see assets that monday AI flags as good candidates for archiving or deletion. Each suggestion includes a reason, like inactivity or low engagement, so you can decide what to keep:
From this list, you can archive or delete assets right away. You can also select multiple assets and take action on up to 20 at once. Workspace owners can archive or delete assets from this view even if they do not own the board.
Archive a board
You can archive a board by clicking the three-dot menu in the top-right corner of the board and selecting Archive board. You can always delete a board if you're sure that you don't need it anymore, but we prefer to archive so that we have the option to restore it if we want.
If you ever want to restore the item or board that you archived, follow the easy steps in this article.
Scheduled board archival
The Scheduled cleaning tab in the administration section allows you to automatically archive boards that haven’t been edited in a while. It keeps your account tidy and supports your team’s data retention policies without the need for ongoing manual cleanup.
Narrow down your notifications
Sometimes, we log into our account and feel bombarded by lots of bell notifications and are drowned in our monday.com emails. Check out these solutions to narrow down your notifications so that you only see the things you need to see:
Manage your notifications
To change your notification settings, click your profile picture in the top-right corner of your screen, then select My profile. Select the Notifications tab, and you will see a list of all possible notifications, including desktop, email, Slack notifications, and more. You can select whatever notifications you want to receive!
Filter your Update Feed
The Update Feed is where you'll see all of the updates occurring across the boards you're subscribed to. On the right side of your screen, you'll see a few different ways to filter the information displayed in your inbox which can help to manage the amount of updates you need to worry about.
If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.