Documents follows the space's existing structure, then lets you add folders below it. This keeps files close to the people and activities that give them context.
Follow The Space, Then The Folder
Spaces, subspaces, and activities are shared locations across Visual Space. They form the top of the Documents hierarchy. A folder is an extra level of organization inside one of those locations.
For example, an Onboarding activity might contain a Design Library folder with a Research folder inside it. The activity identifies the work and its audience; the folders make its material easier to browse.
The selected folder stays visible beside the library, so you can check where your work belongs.
On desktop, expand the side-panel branches to find nested folders. Selecting a folder opens the same contents you would reach through its card in the main view. On smaller screens, use the main Documents view to browse folders without the persistent tree.
Read The Current Location
The main view lists the direct contents of the selected area or folder. It does not flatten every descendant into one collection. Open a child folder to see what it contains.
Search also follows this boundary. Use it to find a title or keyword in the current parent, then change location if you need to look elsewhere. Clear an old search before assuming a newly opened collection is empty.
The Documents options menu can show Get info. Its counts and sizes summarize the items currently loaded in this location; a search narrows that snapshot to loaded matches. It is not a complete measurement of every nested folder or an unfinished long listing.
Folders Inherit Access
A folder has no separate sharing permission. Files in it inherit access from the space, subspace, or activity above it. A deeper folder remains part of the same audience.
This affects several common decisions:
Your personal Documents use the same folder idea inside a workspace that remains private to you.
Give The Structure Useful Names
Create a folder with New β New folder from the intended parent. Use names that tell readers what belongs there, such as Meeting notes, Reference images, or Approved assets.
Prefer a few meaningful levels over a deep sequence of vague names. A reader should be able to predict where to find an item without opening every branch.
Rename and move controls depend on your access. If a management action is refused, ask the space owner to complete it. Folder rows in the desktop panel can also provide information and available management actions.
Material Collected From Other Apps
Media uploaded into articles and space chats can also appear in Documents, grouped in their intake folders. This makes a useful attachment discoverable after the original conversation has moved on.
Organizing one of these file entries does not rewrite the message or article that first used the media. Treat the source conversation and the library entry as related places with different purposes.
Common Questions
Why does a folder show only a few items when it contains more folders?
The listing shows direct children. Open those child folders to continue browsing.
Does Get info include everything below this folder?
No. It describes the currently loaded items in this location, including any search filter.
Can I move the space or activity like an ordinary folder?
These are shared space locations, not folders created in Documents. Use the appropriate space-management workflow for their structure.
Can I upload into a folder beneath an archived activity?
No. Opening a nested folder does not bypass the activity's read-only state.
Continue with Organize documents and folders for a complete cleanup journey.