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Group WorkSpaces and organize them in "folders"

Deanna Vandermeer

I would love to see a way for us to be able to "Folder-ize" WorkSpaces that have been shared to us by others. To be able to group those WorkSpaces by the department that it belongs with to make it easier to find and to support. Especially for those of us within our District who are the ones responsible for training and supporting our licensed users and their solutions.

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Comments

Adrian Mandile CHESS

Hi @Genevieve P.,

This is yet another (very basic) feature idea sitting on the ‘Radar’ for over 2 years.
Table view and platform re-architecting was supposed to enable such fundamental improvements. I understand the importance of AI features, but who do we need to @ mention to get attention for the long list of reasonable product ideas that have posted in Community over many years. When can we have a roadmap/timeline on future development updates? Even EAP lacks much of a forward view.

HLChristiansen

I greatly dislike how chaotic it is to work on other people's sheets that have been shared with me. I need to be able to organize their sheets in a way that makes sense to me, otherwise I can't find them.

tythomas

As a builder and admin, my Workspaces section is extensively long. Having a way to sub-group workspaces or put repeating projects into a Workspace Folder would help immensely to keep a more organized space to quickly jump into the items needed that I need to work on or update while maintaining Workspace permission levels.

BrianWorkday

I also have so many workspaces, because the entire team shares them. It makes it really hard to stay organized. I would benefit from having a way to group workspaces into folders, so that i can have a folder for other team members projects, my past projects and current projects.

KarenTF

I wish there was a way to be able to group Workspaces. I've seen this request several times in the past, but I'm going to repeat it as it is a pinch-point when using Smartsheet. I have been working with Smartsheet for several years now and my Workspaces list is becoming incredibly long. Some of these workspaces can technically be "archived" but I would still like to be able to access them (as well as the individuals shared to the workspaces) for later reference. Even if somehow providing a collapsible area for "hidden" or lesser used workspaces so I could keep my main workspaces & projects in the forefront and not have to search for my items (especially since a lot of my sheets are duplicates). Is there anything in the works for something like this?

ahrenm1

For those of us with many workspaces, it would be fantastic if we had the ability to organize them. Either have the ability to add folders to organize them or be able to move them up or down on our workspace list.

AngieChristophersen

Description:
As a user managing multiple portfolios and projects in Smartsheet, I’ve found that the number of workspaces can grow very quickly—especially with the newer Portfolios feature, which creates a dedicated workspace for each project.

Currently, there is no way to group, categorize, or organize workspaces within the Browse panel. This becomes difficult to manage when:

Supporting multiple clients, each with many projects (and therefore many workspaces)
Working across multiple portfolios simultaneously
Having additional shared workspaces from colleagues for coverage or collaboration

Requested Feature:
Introduce the ability to group or organize workspaces into folders, categories, or tags. For example:

Group workspaces by Client (e.g., “Client A,” “Client B”)
Group by Portfolio or Program
Group by Project Manager
Create custom folders or labels for easier navigation

Use Cases:

Quickly locate all workspaces related to a specific client or Project Manager
Reduce clutter when managing 50–100+ workspaces
Improve usability when temporarily covering for other project managers
Better align workspace organization with real-world portfolio structures

Expected Benefits:

Improved navigation and user experience
Reduced time spent searching for the correct workspace
Better scalability as organizations adopt portfolio-based project structures

Additional Context:
With the introduction of Portfolios and automated project provisioning, workspace volume increases significantly. Adding organizational capabilities at the workspace level would make this feature far more scalable and manageable for growing teams.

Thank you for considering this enhancement.

MarjorieP

Thank you for submitting this @AngieChristophersen My team has asked for ways to keep their projects organized. Using Favorites doesn't work. Collections is not it either. For the user it has to be easy to use and reduce the clutter. For the PMO, it should not limit visibility to all projects. I would also add that once the project is completed the user can easily remove those projects from this organizational feature.