4 min read

Guide

With so many different ways to organize your workflow within monday.com, we want to make sure you make the most of all these options. Rather than adding all of your workflows into one large space, we want to show you how you can systematically categorize everything. Let's review all the levels of organization in monday.com.

The hierarchy structure

The highest level in monday.com's structural hierarchy is a workspace. All boards, dashboard, and workdocs must be created in one of your account's workspaces. Within a workspace, you can choose to add folders and even sub-folders to better classify your work. We're going to review how your work is categorized within your boards, dashboards, and workdocs as well.

Workspaces

Every board, dashboard, or workdoc in your account must be created within a workspace. By default, a new account is created with one "Main Workspace", which is shared across the whole account. You can begin to add new workspaces as needed to organize by departments, teams, or even by projects.

Tip: Workspaces can be "Open" or "Closed" to promote privacy or transparency where necessary.

Folders

Keeping all related boards, dashboards, and workdocs in one workspace can quickly become cluttered and disorganized. To avoid this effect, we encourage you to add folders within your workspaces! You can use them to sort a whole department's data into folders for each team or to group all data related to one project.

Sub-folders

To organize your folders one step further, we've provided the option of adding sub-folders. Sub-folders are simply folders that are created within an existing folder. For example, you can create a sub-folder called "Reporting" to house all dashboards connected to one project or all boards linked to a certain dashboard!

Tip: Click the little star icon beside a board, dashboard, or doc to add it to your Favorites for quick reference and easy access!

Boards

Boards, along with dashboards and workdocs, are the final level of monday.com's structural hierarchy. This is where the work happens, rather than where the work is housed, like the previous 3 sections in this article. But the layering doesn't really stop there; boards have their own structural hierarchy.

What's the structural hierarchy within my boards?

Groups

Groups enable you to categorize the items in your board into color-coded sections. A group can represent anything from a week, month, specific step of a project, client, or whatever might answer your team's needs.

Items

An item is an individual row in a group on your board. An item can be anything you want, and will together create the context of your board. They can represent anything from a list of projects, to weekly tasks, clients, locations or any other aspect of your workflow.

Columns

Columns are one of the main building blocks of your board which allow you to display and customize the data from your workflows. They organize your data by providing a designated space to fill in each detail of your item. Take a look at this list to see the dozens of columns we offer!

Subitems

Subitems can be added to any item to add an extra layer of organization without losing the structure of your board.

Tip: It's important to declutter your account from time to time! If you find it difficult to delete boards, dashboards, or workdocs that aren't in use, you can archive them so that you have the option to restore them at a later time.

Dashboards

Dashboards aggregate data from multiple boards to create visual displays using widgets. You can choose from over 30 available widgets to allow you to customize your dashboards however best suits your team. They're an excellent tool for reporting, tracking and setting goals, creating summaries, and boosting productivity!

On dashboards, widgets add that extra layer of organization by keeping data on topic within each widget. For example, a Calendar Widget helps you look at important dates, while a Numbers Widget shows you a summary or average of the numbers you're trying to track!

Tip: If you're looking for a dashboard to display data from only one board, you can add a single-board dashboard right to your board in the form of a board view.

Workdocs

monday workdocs are flexible, multi-media whiteboards where you and your team can record all notes and ideas related to one central topic. By adding individual elements to your workdoc, all your loose thoughts and ideas can come together in one place, right inside monday.com, where all the rest of your work is stored.

The hierarchy within workdocs is "elements". These can be widgets, lines of text, and even embedded boards or items!

Tip: If you're looking for a specific board, dashboard or doc, you can use the Quick Search feature rather than scrolling through your workspace!

We hope this article helped you understand the structural hierarchy and how to take full advantage. For more tips and tricks on how to keep your account organized, take a look at this article.

If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.