Every workspace starts tidy. The trouble begins somewhere past the first hundred links, when three people have been creating them for six months and nobody remembers what q3-promo-2 was for. Lnki gives you folders and tags to prevent that, and the trick is to stop them doing the same job.
The difference that matters
A link lives in one folder. It can carry up to ten tags. That single constraint tells you what each is for:
- A folder answers ‘where does this belong?’ There is exactly one answer.
- A tag answers ‘what is this like?’ There can be several.
If you find yourself wanting to put a link in two folders, one of those folders should have been a tag.
Folders: by owner or by project
Pick one way of dividing the workspace and stick to it. Two schemes work well:
- By team or client: Marketing, Sales, Support, or one folder per client. Best when different people own different links.
- By project or campaign: Autumn launch, Partner programme, Events. Best when one team runs everything.
Avoid mixing the two. A workspace with both a Marketing folder and an Autumn launch folder forces a choice every time someone creates a link, and people will choose differently.
Tags: the things that cut across
Tags describe properties that appear in every folder. Useful families:
- Channel:
email,social,print,qr - Status:
evergreen,temporary,needs-review - Audience or region:
partners,customers,emea
Keep the list short. Twenty well-understood tags are worth more than two hundred that each appear once. Before adding a new tag, look for an existing one that already means the same thing.
Finding things again
My Links has a folder filter, a tag filter, a status filter and a search box, and they combine. The tag filter takes several tags and lets you choose whether a link must match any of them or all of them:
- Any widens the result: everything tagged
emailorsocial. - All narrows it: everything tagged both
printandtemporary, which is the list to check before a reprint.
QR codes use the same folders and tags, so a code and the link behind it can be found the same way.
A scheme to copy
For a small marketing team: one folder per campaign plus an Evergreen folder for links that never expire; channel tags on everything; a temporary tag on anything tied to a date. That is enough to answer most questions with two filters.
The folders and tags tutorial shows how to create both and how to move links you already have.
