The library: folders, labels and search

Choose what the library shows

Sidebar › Library › Show

The Show switch at the top of the Library has three choices:

• Everything: all your manuals and documents.
• Recordings: only manuals.
• Documents: only files you added, such as PDFs, Word files, pictures and notes.

Cards are grouped. Needs attention comes first, then Pinned, then one group per folder. Items in no folder are grouped as Unfiled.

Use Sort to order cards by Custom order (the default), Last updated, Last opened or A to Z, and View to switch between a grid and a list. Both choices are remembered on this computer.

Make and use folders

Folders work like folders on a drive. Each item lives in one folder, and folders can hold other folders, for example "Clients" with "Riverside Dental" inside it.

Make a folder

Library › New folder, or Sidebar › Folders › +

1. Press New folder on the Library page, or + next to Folders in the sidebar.
2. Type a name, such as "Onboarding" or "2026".
3. Press Create.

To make a folder inside another one, open the folder's ⋯ menu and choose New folder inside…. You can also type "New folder" in the command palette (Ctrl+K).

Put things in a folder

Any of these works:

• Drag a card onto a folder tile on the Library page, or onto a folder in the sidebar.
• Open the item's ⋯ menu › Move to folder… and pick a folder. New folder… in that list makes a folder and moves the item in one go. Move to the top level takes it out of every folder.
• Open a folder, then drag files from File Explorer onto it, or press Add a document. New items land in that folder.

Moving an item into a folder is not an edit. It does not change the item's "last updated" date and does not make a new version.

Rename, move or remove a folder

• Rename: in the sidebar, open the folder's ⋯ › Rename folder, type the new name and press Enter (Esc cancels). On a folder's own page, the pencil next to its name does the same.
• Move: on the Library page or a folder page, open the folder tile's ⋯ › Move to… and choose Top level or another folder. This is only on the tiles, not in the sidebar menu.
• Remove: ⋯ › Remove folder. The items inside move up one level. Nothing is deleted.

Two folders in the same place cannot share a name, even with different capital letters, and a folder cannot go inside itself. To fold the whole tree away, click the chevron next to Folders in the sidebar.

Tag items with labels

Labels are tags. One item can have many, and they work across folders. A manual about refunds might sit in the "Accounts" folder with the labels "QuickBooks" and "Month end". New recordings get the name of the program they were recorded in as their first label.

To add labels:

• Open an item's ⋯ › Labels, then tick existing labels or choose New label….
• In a manual, type in the label box under the title and press Enter or a comma.
• Select several items and press Add label (see below).

Click a label in the sidebar to see everything that has it. Its ⋯ menu has Rename label, which renames it everywhere, and Remove label, which takes it off every item. The items themselves stay.

The Unlabeled row lists everything with no label. Its ⋯ menu has Give everything here a label…, handy for tidying up in one go.

Search the library

Library › Search titles and every step…

Type in the search box at the top of the Library. It looks in titles, labels, file names, folder names, summaries, owners, every step of every manual, and the full text of PDFs, Word files and notes. Results appear under Results, each with a snippet of the matching words.

• Search covers what you are looking at. Inside a folder or a label, it searches only there. Go to Everything to search the whole library.
• Capital letters and accents do not matter, so "cafe" finds "Café".
• The start of a word is enough: "inv" finds "invoice".
• Small typing slips are forgiven in longer words.
• Every word you type must match. If nothing matches them all, you see items that match at least half of them.

The command palette (Ctrl+K) searches the same way from anywhere, and can jump straight to the matching step of a manual.

Arrange cards by dragging

With Sort set to Custom order, pick up a card by its grip and drag it where you want it. The other cards slide aside and the new order is saved. Drop it on a folder to file it there instead.

Prefer the keyboard? Use the item's ⋯ › Move up or Move down. This switches the sort back to Custom order.

To keep something at the very top, open its ⋯ › Pin to the top. Pinned items also appear under Pinned in the sidebar.

Work on several items at once

1. Hover over a card and tick its box. Ctrl+click adds or removes a card, Shift+click on a tick box selects a range, and Ctrl+A selects everything on the page.
2. A bar appears saying how many are selected.
3. Choose Move to folder, Add label, Pin or Unpin, or Delete. You can also drag one selected card and the whole selection comes along.
4. Press Clear (Esc) or Esc when you are done.

Deleted items go to Recently deleted for 30 days. See Backups and Recently deleted.

What "Needs attention" means

This group at the top of the Library collects items that want a look: manuals still being written, ones that failed, manuals past their review date, and manuals whose steps no longer match the screen. To give a manual an owner and a review date, open it and click Who keeps this up to date? under the title. See Keeping manuals current.