> ## Documentation Index
> Fetch the complete documentation index at: https://docs.navattic.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Workspace Organization

> How to structure, manage, and govern a growing demo library in Navattic.

<Frame>
  <img className="overflow-hidden rounded-xl border" src="https://mintcdn.com/navattic-app/eD69r1FtqxHvjQao/images/demos-page.png?fit=max&auto=format&n=eD69r1FtqxHvjQao&q=85&s=1f390b71356befa200f24337ac68a2e4" alt="Navattic workspace" width="1760" height="978" data-path="images/demos-page.png" />
</Frame>

Navattic gives you several tools for keeping your demo library organized, current, and accessible to the right people. This page covers how to use them together as your library grows.

## Organizational building blocks

Before diving into strategy, here's a quick overview of what each tool does:

| Tool | Purpose |
| - | - |
| **Demo** | A complete interactive experience made up of one or more Flows. |
| **Flow** | A step-by-step sequence within a demo. |
| **Capture** | A snapshot of your application that one or more Flows reference. |
| **Board** | A curated view of demos, shared with specific teams or the whole workspace. |
| **Label** | A tag applied to demos for filtering and categorization. |
| **Team** | A group of users with scoped access to specific boards. |

<CardGroup cols={3}>
  <Card title="Boards" icon="grid-3x3" href="/workspace/boards">
    Organize demos onto shared views.
  </Card>

  <Card title="Labels" icon="tag" href="/workspace/labels">
    Categorize demos for easy filtering.
  </Card>

  <Card title="Teams" icon="users" href="/workspace/teams">
    Scope access to demos by team.
  </Card>
</CardGroup>

## Structuring your demo library

### Boards

Create boards to group related demos: by use case, product area, sales team, or region. Start simple: a single Sales board and a single Marketing board is enough for most teams getting started. Add more boards as your library grows.

When setting up a board, decide who should see it:

* **Workspace-level access**: visible to all workspace members
* **Team-level access**: visible only to members of a specific [team](/workspace/teams)

Use team-scoped boards to prevent reps from one region or function from seeing demos that aren't relevant to them.

### Labels

Labels work across boards and let you filter demos by dimension. Some common label strategies:

* **By product area**: tag demos for each core feature or product line
* **By customer type**: enterprise vs. mid-market vs. SMB
* **By funnel stage**: prospecting, discovery, evaluation
* **By content status**: current, needs-update, archived

You can apply multiple labels to a single demo. Use the label filter on the Product demos page to find demos that match a specific combination.

### Tips for larger libraries

* Agree on a label taxonomy before you start labeling. Inconsistent labels are hard to fix later.
* Use boards for audience and access, labels for content attributes.
* Review boards periodically and remove demos that no longer belong.

## Reusing content across demos

### Captures

A capture is a snapshot of your application that can be referenced by multiple flows across different demos. If your capture is updated (for example, after a product change), all flows using that capture reflect the update.

To reuse a capture in a new flow, use **Reselect capture** from within the flow builder and select an existing capture from your workspace.

### Duplicating demos

To create a variation of an existing demo, duplicate it from the Product demos page. For example, you might tailor a version to a specific vertical or audience. The duplicate starts as a draft. You must click **Publish** before it appears on share links. Changes to the duplicate do not affect the original.

### Version history

Navattic tracks versions of your demos so you can see what changed over time. To access version history, open a demo in the **Build** tab and select **Versions** from the left sidebar.

## Keeping demos current

As your product evolves, your captures may become outdated. Here's a general maintenance approach:

1. **Set a review cadence.** For fast-moving products, review key demos each time a significant feature ships.
2. **Recapture changed screens.** Use the Chrome extension to take a new capture of a screen that has changed, then swap it into the relevant flow using **Reselect capture**.
3. **Check labels for status.** Adding a "needs-update" label to outdated demos helps your team know which ones to prioritize.

<Note>
  Because captures can be shared across multiple flows, updating a single capture propagates the
  change everywhere it is used. Be careful when replacing shared captures in production demos.
</Note>

## Archiving and deleting demos

### Archiving a demo

Archiving removes a demo from your active library without permanently deleting it. Archived demos no longer appear on the Product demos page, but they can be restored at any time.

To archive a demo, open its dropdown menu from the Product demos page and select **Archive**.

To view and restore archived demos, go to **Workspace Settings > Archive**.

### Permanently deleting a demo

Admins can permanently delete an archived demo. Deletion removes the demo and all of its associated resources: flows, capture collections, captures, and published versions. This action cannot be undone.

<Warning>
  Permanently deleted demos cannot be recovered. Archive a demo first and confirm you no longer need
  it before deleting.
</Warning>

You can delete an archived demo in two places:

**From the Product demos page:**

1. Find the demo and open its dropdown menu.
2. Select **Delete**. This option only appears when the demo is archived and you are an admin.
3. Review the list of resources that will be deleted, then confirm.

**From the Archive page:**

1. Go to **Workspace Settings > Archive**.
2. Find the demo in the table and click the <Icon icon="more-horizontal" /> menu.
3. Select **Delete**.
4. Review the list of resources that will be deleted, then confirm.

## Governance and access control

### Roles

Navattic has four workspace roles that control what each user can do:

| Role | What they can do |
| - | - |
| **Admin** | Full workspace access: manage settings, configure integrations, invite and remove members, create and publish demos. |
| **Builder** | Create, edit, and publish demos. View analytics and integrations. Cannot manage workspace settings or invite members. |
| **Viewer** | Browse the demo library and share demos. Cannot build or edit demos. |
| **Launchpad Rep** | View and share demos through Launchpad only. Cannot access the demo builder or workspace settings. |

Assign roles when inviting members. Go to **Settings > Members** to update existing roles.

### Permissions matrix

The table below shows which actions each role can perform across key areas of Navattic.

| Action | Admin | Builder | Viewer | Launchpad Rep |
| - | :-: | :-: | :-: | :-: |
| Create and edit demos | ✓ | ✓ | | |
| Publish demos | ✓ | ✓ | | |
| View demo library | ✓ | ✓ | ✓ | |
| Share demos | ✓ | ✓ | ✓ | |
| View analytics | ✓ | ✓ | ✓ | |
| Archive demos | ✓ | | | |
| Delete demos | ✓ | | | |
| Access Launchpad | ✓ | ✓ | | ✓ |
| Invite and manage members | ✓ | | | |
| Configure integrations | ✓ | | | |
| Manage workspace settings | ✓ | | | |

### Approval workflow

If you want to prevent unapproved changes from going live on already-published demos, enable the **Require approval to publish** setting in **Settings > General**. Once enabled, team members without publish permission must request a review before their changes can go live.

See [Approval Workflow](/workspace/approval-workflow) for full setup details.

### Team-scoped boards

Use [Teams](/workspace/teams) to restrict which boards (and therefore which demos) specific groups of users can access in Launchpad. This is useful for separating demo content by region, function, or product line.

## FAQs

<AccordionGroup>
  <Accordion title="What's the difference between boards and labels?">
    Boards control which demos appear in a given view, and can be scoped to specific teams. Labels
    are tags you apply to demos for filtering; they don't control access. Use boards to organize by
    audience; use labels to organize by content attributes.
  </Accordion>

  <Accordion title="If I update a capture, does it update everywhere it's used?">
    Yes. Captures are shared across flows. If you replace or re-capture a screen, all flows that
    reference that capture will reflect the change. Review which demos use a capture before updating
    it in production.
  </Accordion>

  <Accordion title="Can I copy a demo to customize it for different audiences?">
    Yes. Duplicate a demo from the Product demos page to create an independent copy. The duplicate
    starts as a draft. Publish it when you're ready for it to go live. Changes to the duplicate do
    not affect the original.
  </Accordion>

  <Accordion title="How do I prevent reps from editing published demos?">
    Assign reps the Launchpad Rep role in your workspace. Launchpad Reps can only view and share
    demos through Launchpad; they cannot access the demo builder. For admins and builders, use the
    [Approval Workflow](/workspace/approval-workflow) to require review before changes are
    published.
  </Accordion>

  <Accordion title="Where is version history?">
    Open a demo in the Demo builder, go to the **Build** tab, and select **Versions** from the left
    sidebar.
  </Accordion>

  <Accordion title="Can I make labels specific to a board?">
    Labels are workspace-wide and apply across all boards. You can use a naming convention to
    associate labels with specific boards (e.g., prefix labels with the board name), but labels
    themselves are not scoped to individual boards.
  </Accordion>

  <Accordion title="How do I permanently delete a demo?">
    You must be a workspace admin and the demo must be archived first. Once archived, open the
    demo's dropdown on the Product demos page and select **Delete**, or go to **Workspace Settings >
    Archive**, find the demo, and select **Delete** from its menu. Deletion is permanent and removes
    all associated flows, captures, and published versions.
  </Accordion>

  <Accordion title="Can I recover a deleted demo?">
    No. Permanent deletion cannot be undone. Archive demos first if you think you might need them
    later. Archived demos can be restored at any time.
  </Accordion>
</AccordionGroup>


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