How can we help? 👋

How To Utilize Root Areas To Work With Clients

Learn how to use the Root Areas feature to separate your work and personal lives.

Last updated on June 16, 2022

💡
One problem with Areas that you may often encounter is that when you have lots of clients, and each one of them is a separate Area. You might want to do this when you have multiple projects related to a client. And since 🏗 Projects are not nestable, we’ll utilize the Root Area feature to create nesable Areas.
 

In my example here, I've created three separate Areas. Two are my clients, and one is a top-level Area where I'll link all the lower-level ones.

 
 

Now, in each of my separate Client Areas, I can specify a Root Area. Let's choose our top-level Clients Area here:

 

By default, these lower-level Areas will show up as “Resources” in the top-level Clients Area, but we can rename this property to “Clients”. To edit your properties, you'll need to unlock the main database.

This should already work, but there are a few more modifications that we can do to make this solution work even better.

The first problem we have here is that the 🏗 Projects Relation property won't work for our Root Area, since that will only show Projects connected to a particular Client, and we won't be connecting any Projects to the top-level Clients Area.

We can't unfortunately Rollup a Rollup, so we'll need to do a little hack here.

First, let's add a Formula property in our 🗃 Areas/Resources database. Let's call it “Projects (client total)”. All it will do is simply print out all the Projects related to a Client.

 
 

The formula is prop(“Projects”). Now, let's set it to Always hide, since we won't need to look at it.

 
 

And now, let's add a Rollup property called “Projects (across clients)”. It will show us all the Client Projects in one place. Here are the Rollup settings:

 
 

We can set this one to Hide when empty.

Now, let's go back to our 🗃 Areas/Resources and create two new views—one for our Clients, and another for all other Areas.

First, go in and Duplicate the existing Gallery view. Then, change add a filter: “Root Area → Contains → Clients (Root Area)”.

 
 

Lastly, in the main Gallery view, let's add a filter Root area → is empty. It'll let us filter out all the lower-level Client Areas from the main Areas view. Unfortunately, this will also filter out any other Areas that will have their Root Area filled. Keep that in mind when setting up other Areas, outside your Client setup.

 
 

The last problem here is that in our main, top-level Clients Root Area, no Projects will show up inside the Area page, since none will be linked directly to it. What we have to do here is add a new property called “Type” to our 🏗 Projects database, and add "Client" as an option:

 
 

This is necessary because even though we can filter out projects belonging to the Root Area, or even make a formula that would tell us if an Area we're connected to is not the Root Area, that could still lead to a scenario where we'd accidentally show Projects related to other Areas, not necessarily our Clients'. (Any Project that is connected to an Area that is not our main Root Area would show up).

Let's add a filter to the Projects linked database inside our Root Area:

 
 

By using this solution, we can essentially add a new layer of organization between Areas and Projects.

 

Hopefully this method can help you better organize your work if you have multiple clients or otherwise have many different areas of responsibility in your life.

Did this answer your question?
😞
😐
🤩