Organizing Password/Secure Notes in proper Folders ?

HNofX82

Came from lastpass, I had my folder names as
FOLDER NAME for login items
::FOLDER NAME:: for secure notes

1password properly imported everything, how can I organize this things properly ?
Are folder same as Collections/Category s/Logins ?

Also noted I an see my NAME written on every time followed by Personal drop down menu
Kindly help understanding this basics.

I like the tags feature (which is separate)

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ag_mike_d

Hello @HNofX82,

Thanks for your message and using 1Password. I'm happy to hear the import process went well.

Are folder same as Collections/Category s/Logins ?

After the import process from LastPass folders are converted to tags within 1Password. You can read more about tags here:

• Organize with favorites and tags

Collections can be used to create a custom group of vaults from your account or multiple accounts you have added to the 1Password client app:

• Use collections to create custom groups of vaults

Categories are templates that can be used to create different item types such as Logins, Secure Notes, Credit Cards or Identities. I've included another guide below to help with a breakdown of the categories within 1Password:

• 1Password item categories

Also noted I an see my NAME written on every time followed by Personal drop down menu

It sounds like you might be referring to your 1Password account name at the top of the left sidebar. To help me better understand, I'd like to ask you to take a screenshot of what you're seeing and attach it here. When sending a screenshot, please be sure to redact any personal or private information:

• Take a screenshot on Windows 10

I'm looking forward to your reply.

HNofX82

Thanks for quick reply, check the attachment and circle in red

ag_mike_d

Hello again @HNofX82,

Thanks for sending this image along.

This appears over each item and indicates the account and vault the item is associated with. If, for example, you are signed in to multiple accounts (family/work), each with multiple vaults, this is a quick indication of specifically which account/vault that item is located in.

This also acts as a button for some additional functionality. 1) To move the item, and 2) To review any sharing history involved with that item:

I hope this information helps, but please let us know if you have any other questions!

HNofX82

Thanks @ag_mike_d

Multiple accounts = 2 accounts having different email ID?
VAULT = I think lastpass had this too, but never used it.not sure why multiple vaults are required technically?

It will only create an extra burden on me if I have multiple vaults and don't remember if example.com belongs to which vault..
I might register again on that site.

HNofX82

Request you to also answer to my 2 open questions on this forum.

My trial period is left only for 10 days. Want to make sure my basic requirements are covered..

ag_mike_d

Good morning @HNofX82,

Please excuse the delay in response overnight.

Multiple accounts = 2 accounts having different email ID?

Correct, many customer have multiple accounts signed into the the 1Password app, one being their personal/family account and second account setup through work.

not sure why multiple vaults are required technically?

Multiple vaults are not at all required. In my day-to-day outside of work, I use one vault to store the majority of my items. However, I also have shared vault in my family account which I use to share logins such as streaming services with the rest of my household. If you'd like to learn more about sharing, I'll leave a couple guides below:

• Share passwords with your family
• Create and share vaults

Let me know if you have any other questions that I can address, I'd be happy to help!

HNofX82

Thanks @ag_mike_d
I am not going to keep multiple accounts.. I will prefer to change my login for each individual accounts belonging to my ogranization/family/personal atleast initially, cause there is a 100% possibility of having some domains like microsoft,google to be present in all 3 accounts.

I want to keep things need and clean for organization, till they adapt to 1password.
Hence I am spending my time testing this app.

I want a simple structure:
Folder A - All logins/secure notes for for Folder A
Folder B - All logins/secure notes/etc. for Folder B

ag_mike_d

@HNofX82 - Thanks for the additional feedback and continued testing of 1Password.

I understand the difference you are seeing coming in to 1Password. Using tags as a replacement for the structure you had become accustomed to, is the best option when using 1Password:

As you continue to test and work with tags, I would suggest these guides to organize your data and search using filters:

• Organize with favorites and tags - Create and manage tags
• Search in the 1Password app to find what you need - Search filters

We'll be here to help with any other concerns.

HNofX82

Thanks.

Testing 1password as came from lastpass.

1. Folders are changed to tags AFTER import from LP to 1P (no issues with this yet)
2. All imports went successful with attachments in few notes.
3. I am just confused how to simplify things into folders like lastpass.

On lastpass I followed:
Folder Name for saving websites login/password
::Folder name:: for saving secure notes

Have around 50+ folders in lastpass which are now converted to tags. (this shall prove to be a very powerful and useful feature as I get adapted to 1P)

I want to implement a simple folder heirarchy as well (but not sure how to)
There's are categories, section, vaults, etc.
But how and where to searching on same yet.

I have some folder names for saving website logins with same name but prepend and append those with ** ** OR :: ::

Family
Fun
Android
Hardware
Software

Can you Suggest better way to organize my data compared to this 10 year old technique I am following till day?

Does 1password auto suggests folder name depending on website type?
Like social media, etc?
Or folder name Secure notes, in case it's a note.

Thanks.

ag_mike_d

Hi @HNofX82,

You mentioned:

Does 1password auto suggests folder name depending on website type?
Like social media, etc?
Or folder name Secure notes, in case it's a note.

There are no folder options within 1Password as you are used to from 1Password. Tags are the replacement, but it will not auto-suggest tags for those items. Rather tags should already be present based on the folder names from the import.

Item categories are templates to be used to save certain types of items with default fields. For example, logins by default, contain username, password and URL fields. When organizing your items, I would suggest starting by ensuring your items are associated with the correct categories:

• Web account logins are saved under the Login category
• Credit cards used for shopping are under the Credit Card category
• Items that contain your details such as address, for filling forms are under the Identity category

Here's a list of the categories to help with the purpose of each:

• 1Password item categories

If you have any incorrectly categorized items, they cannot be changed from one category to another, but can recreate any items manually by copying the details over from the original item and following this guide:

• Get to know 1Password for Windows - Create and edit items

Next, to help further flag items, you can create tags or nested tags following the details here:

• Create and manage tags

If you have any specific troubles with creating tags, let us know how we can help!

HNofX82

Thank You very much for details, I followed couple of guides/articles.
It will be more helpful if those guides also contains live examples to make novice or beginner users understand properly.

Will you be able to share some screenshots, which can best explain visually how to store items in 1password effectively ?
Like this is my lastpass setup:

Folders marked with ** ** are my website logins

**Folders marked with :: :: are secure notes. **

I created this around 10 years ago and still following same.. I guess this is primitive and should move on with better alternative ?

Tertius3

@HNofX82

Will you be able to share some screenshots, which can best explain visually how to store items in 1password effectively ?

In the post below, I provided my setup with nested tags. Might be an example how one can organize their items. You create nested tags/tag hierarchy be adding a / within a tag name. Don't overuse this, since 1Password isn't unfortunately able to collapse the tags.

https://1password.community/discussion/comment/663403/#Comment_663403

HNofX82

Looks clean, I went to count and I have around 52 folders in all (had 8 more with 4-5 entries) moved to right places)
42 for website logins and rest only for secure notes.
Note: None of the folders with website logins have secure notes and vice-versa.

I can still cut down those 42 folders and merge get those down to 30, rest needed atleast initially.. or you can suggest something more better ?

Will concentrate on tags and with time, learn more about 1pass..

I have some other questions as well, posted on other places, will get those in 1 place here.

Thanks again.

Tertius3

If you mean tags if you talk about 52 folders, in my opinion 52 different tags are too much. My rule of thumb is that the tag tree must fit into the visible area of the desktop client without scrolling. I almost achieved that - scrolling is just a few lines, actually. Scrolling reduces clarity.

Generalize and decide on the most important 10-13 top level tags and try to fit your items into these. Sometimes, a few sub-tags might be good, if items fitting one top level category should be sub-categorized. My "Household" tag is one of these, or the "Family" tag (contains sub-tags for 2 persons).

Tags that only contain a single entry or two entries are not worth keeping. Find a higher level tag name that fits more entries.

However, I don't know how many items you manage. I manage 200 items with 13 top level tags, and 4 tags of these have 1 to 4 sub-tags. That's quite many, in my opinion, and I always try to find ways to reduce this.

HNofX82

I have around 800+ items to manage.

notes and login details

I keep reach and every kind of detail which does not goes to login / password in secure note.

So I have 2 folders with same name but differentiate them

Bank to store bank login details of myself and family members.

::Bank:: to store any other information related to banks like deposits, UPI or investments.

HNofX82

Can i have this kind of directory/category structure on left ?
Kindly guide how to create same, I am struggling to make this since opened this topic.

That will solve my entire problem.. (will keep a total of 20 folders including nested for both secure notes and logins)
Thanks.

AliH1P

Hey @HNofX82, I'll be happy to provide some steps on how to set up tags/nested tags to organize your items.

From your example, it looks like you'd like to have a Parent tag called "Internet", and then a number of nested tags called "Coding", "Gaming", "Shopping" and "Social".

I've set up a Demo Vault with a few items to help visualize the process. To start, I navigated to the GitHub item in my vault and selected Edit, from there I created an Internet/Coding tag. This creates a Parent tag called internet, and a nested tag called Coding.

I repeated these steps for my other items creating Internet/Gaming, Internet/Shopping, and Internet/Social.

At this point, I can easily add additional items to the nested tags by dragging and dropping them to the desired tag:

Clicking on a given tag will list all items with that tag.

Let me know if this helps or if you were looking for a different setup.

Looking forward to hearing from you!

Ali

HNofX82

I will first try to add required tags to all my items, then come with further questions.
If I create a tag named internet/coding as your above example.

What happens when someone only searches for tag internet or gaming..

HNofX82

I think I am soo much addicted to old folder structure UI, that my mind wont accept the new tag structure ui..
I noted there is a useful interface on home screen
Favorites
Recently created
REcently used
Recently modified

etc.

Is there a way we can have this on desktop app too, probably in a seperate tab/view ?

AliH1P

Hey @HNofX82, thanks for your reply.

What happens when someone only searches for tag internet or gaming..

From my example, searching for the Internet tag will yield all items that have the Internet tag regardless of their child tag. Searching for the Gaming tag will only yield items with that child tag.

Is there a way we can have this on desktop app too, probably in a seperate tab/view ?

The desktop app does currently have the ability to filter by Favorites (in the sidebar), and also sort your items by Title, Date Created, Date Modified, Frequently Used, Recently Used.

Let me know if this helps or if you have any further questions.

Ali