How to set up your project structure

Goal

Give your organization a set of folders that matches how your business actually works — either by letting Magieva choose one for you during setup, or by picking one yourself at any time.

Before you start

• You need to be an owner or admin of your organization to change its structure.
• Nothing here deletes anything. Applying a structure only adds folders that are missing and fills in details on ones you already have.

What Magieva sets up for you

When you first tell Magieva about your business, it builds a starting structure for you.

Every organization gets the same nine core areas — the things every business has to deal with regardless of what it sells:

Strategy & Planning · Finance & Accounting · Sales & Revenue · Marketing & Growth · Customers & Support · People & Team · Legal, Risk & Compliance · Technology, Data & AI · Operations & Admin

Each of those arrives with three starter folders inside it, so you are not looking at an empty shell on day one.

On top of the core nine, Magieva adds folders specific to your industry. A dental practice gets somewhere for patient records and insurance claims. A marina gets somewhere for berths and vessel maintenance. A brewery gets somewhere for batches and taproom operations.

Every folder also arrives knowing what belongs in it, so new files, tasks and conversations get filed into the right place automatically instead of piling up in one list.

When Magieva asks you first

Near the end of setup, Magieva will usually check its reading of your business with you before it builds anything. What that looks like depends on how sure it is.

Fairly sure — it names what it thinks you are and offers the alternatives it also considered:

From everything you've shared, Riverbend Family Dental reads as a Dental Practice — I'd build your workspace around that. Did I get it right, or is one of these closer?

You will see a few buttons: one to accept, one or two alternatives, and None of these.

• Accept it and Magieva builds your workspace around that industry.
• Pick an alternative and it uses that one instead.
• None of these — say what you actually do in your own words and Magieva will try again.

Not sure — it skips the guessing and just asks: "In a sentence, what does your business actually do day to day?" A sentence in your own words is all it needs.

Certain — it does not ask at all, tells you what it built, and gets on with it.

Either question is worth answering properly. What you type there outranks anything Magieva worked out on its own, and it is the difference between getting folders named for your industry and getting the generic set. Either way you can change the structure later.

Choosing a structure yourself

If Magieva's suggestion is not right, or you skipped it, you can pick one at any time.

1. Open Settings → Projects.
2. Find the Taxonomy Presets section.
3. Browse the catalog. Structures are grouped by sector — Health & Wellness, Trades & Construction, Professional Services, Deep Tech & Life Sciences, Maritime & Aviation and many more. Use the search box if you know roughly what you are after.
4. Click Preview on one to see exactly which folders it would create before committing.
5. Click Apply.

There are hundreds of structures covering everything from dental practices and roofing contractors to wineries, municipalities and biotech labs.

Apply, or Apply & Sort

• Apply creates the folders and leaves your existing work where it is.
• Apply & Sort creates the folders and files your existing tasks and files into them.

Start with Apply if you want to look before anything moves.

If Magieva picks the generic structure

Sometimes Magieva will set you up with General Business — the nine core areas and nothing industry-specific.

That is deliberate. It happens when Magieva still could not place you after asking — nothing in the catalog plausibly fits what you described. Rather than guess wrong and bury your work in folders named for someone else's business, it gives you a structure that definitely works. It is not an error, and you are not stuck with it: pick a specific structure from the catalog whenever you like, using the steps above.

The usual reason is that Magieva did not get much to go on — the setup question was skipped, or answered in a few words. Describing your business in a sentence or two — what you actually do day to day, and who for — makes a real difference.

Verify it worked

Open Projects. You should see your top-level areas listed, each with starter folders inside. Opening one shows its folders and anything already filed there.

Saving your own structure

Once you have a structure you like, you can reuse it:

1. Go to Settings → Projects.
2. Click Save current as preset.
3. Give it a name.

It then appears in your catalog under Your Custom Presets, ready to apply to another organization you run.

Troubleshooting

Problem	What to do
I got the generic structure instead of my industry	Happens when Magieva still could not place you after asking. Pick a specific one from Settings → Projects, or describe your business in more detail next time.
Magieva suggested the wrong industry and I accepted	Nothing is lost. Apply the right structure from Settings → Projects — it adds what is missing rather than replacing what you have.
I cannot see the preset catalog	Only owners and admins can change the structure. Ask an admin, or check your role.
Applying twice created duplicates	It should not — applying is safe to repeat and updates existing folders rather than copying them. If you do see duplicates, contact support.
My industry is not in the catalog	Apply the closest match, or General Business, then rename and add folders to suit. Tell us what was missing — the catalog grows based on what people look for.
Existing work did not move into the new folders	Apply only creates folders. Use Apply & Sort to file existing work as well.

Related

• Model Preferences — control which AI models Magieva uses
• Automation Rules — automate what happens to incoming work