How do I structure information instead of using folders?
How do I structure information instead of using folders?
Capacities has no folders. You structure information by asking what something is and what it connects to, not where it should live.
The main building blocks
- Object types: Group notes by kind. Meetings and people each get their own type in the sidebar, so related notes stay together without nesting.
- Properties: Add shared structure on a type (for example date and status) so every new object of that type starts with the same shape.
- Tags: Connect themes across types. A project page and a meeting can share one topic tag. Pin tags you treat like old root folders.
- Links and backlinks: Put related notes next to the work itself with
@or[[]], then follow backlinks to see where something is used. - Queries: Save filters that stay live and auto-update when new objects match (status lists, topic labels, “meetings for this project”).
Quick translation from folders
| What your folder was doing | Use this instead |
|---|---|
| Holding one kind of note (all meetings, all people) | An object type |
| Grouping by topic or theme across kinds of notes | A tag (pin themes you open often) |
| A folder of mixed materials (project, class, trip) | One note that gathers related work with links (and a query on the page when you need a live list) |
| A smart / filtered / status folder | A query |
| Nesting topics as folders inside folders | One type + label + query when notes at the bottom are the same sort of content; related types when each level is a different sort of thing. See Object types vs. folders |
You do not need to recreate your old tree. Start with a few object types you already use, add tags for cross-cutting topics, and link notes where it would be helpful. For the full walkthrough of each folder job, see Object types vs. folders.
Two questions to ask yourself
What is this note?
This defines its type.
Where do I want to see this?
This tells you what to link to.
Where to go next
- Object types vs. folders: full guide
- Organizational structures: how types, labels, tags, and queries fit together
- PARA in Capacities: one way to map Projects, Areas, Resources, and Archive without folders
- When to create a new object type: when to split types vs. use tags or queries
- Queries: live lists instead of smart folders
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