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.
- Links and backlinks: Put related notes next to the work itself with
@or[[]], then follow backlinks to see where something is used. - Collections and queries: Curate a subgroup by hand (collection), or save a filter that updates on its own (query).
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 |
| A curated shortlist within one type | A collection |
| A smart / filtered folder | A query |
| Nesting related notes under a parent | Links on the parent page |
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.
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: fuller comparison if you are coming from a folder-based tool
- Organizational structures: how types, labels, tags, collections, 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
- When should I use a query instead of a collection?: choosing between manual and rule-based groups
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