📌 How to use Bookmarks in Upbase

Bookmarks let you save quick links to the items you use most — projects, tasks, docs, files, messages, filters, and even external links — so you can jump back to them in one click.

This guide covers how to access, create, organize, and remove bookmarks.

Why this matters: Most people only work on 20% of their tasks, docs, and projects frequently — the other 80% is reference or archive. Bookmarks let you keep that frequent 20% one keystroke away, so you stop hunting through the sidebar every time you need to switch contexts.

In this article

How to access your Bookmarks

How to add a bookmark

Organizing bookmarks with groups

Managing your groups

Search bookmarks

Bookmark group ideas ⭐️

Opening a bookmarked item

Renaming, moving, or removing bookmarks

Access bookmarks from your browser

How to access your Bookmarks

There are four ways to open your bookmarks. Pick whichever fits your flow.

1. Keyboard shortcut (fastest)

Press B anywhere in Upbase to open the Bookmarks modal.

2. Left sidebar

Your bookmarks are listed under the Bookmarks section in the left sidebar. Click any item to open it.

3. Daily Planner

The Planner page has a built-in Bookmarks tab next to Weekly, Daily, Notepad, and Recent — handy when you're planning your day and want quick access to reference materials.

4. Bottom Tray

Click the Bookmarks menu in the bottom Tray to open the same modal. The shortcut hint (B) is shown next to it for reference.

How to add a bookmark

There are two ways to add a bookmark.

1. From the Bookmarks page

1. Open the Bookmarks modal (press B).
2. Click + Bookmark.
3. Choose one of:
   • External link — paste any URL from outside Upbase.
   • Upbase item — search for and select a task, doc, file, project, or other item inside Upbase.

2. From any Upbase item

You can bookmark a task, doc, file, message, or any other item directly from the item itself:

1. Open the item.
2. Click the star (Favorites) icon in the top-right corner.
3. From the Favorites menu, you can either Pin to Tray or Bookmark the item. Under Bookmark, select the group you want to add it to — or click + Add new group to create a new one.

You can also click the task’s ellipsis icon and select Favorite to bookmark it.

To bookmark a project:

1. Hover over the project name in the left sidebar.
2. Click the ellipsis (…) icon.
3. Select Favorite → Bookmark, then choose a group.

What you can bookmark: projects, tasks, docs, files, messages, chats, folders, custom filters, tag filters, and external links.

Organizing bookmarks with groups

Bookmark groups help you categorize saved items. You'll see the groups as tabs at the top of the Bookmarks modal. Click a tab to filter the list, or use + Add new group when adding a bookmark to create a new one.

Your group selection is remembered. If you open the "Marketing" group, close the Bookmarks modal, then reopen it later, you'll land back on "Marketing". This makes it easy to stay focused on the area you're currently working in without re-clicking the tab every time.

Managing your groups

Click the ellipsis (…) icon at the right end of the group tabs to open the group manager. From there you can:

• Add group — click Add group at the bottom of the list to create a new group.
• Rename group — click the pencil icon next to a group name.
• Reorder groups — drag the handle on the left of any group to change the order they appear in the tab bar.
• Delete group — click the trash icon. ⚠️ All bookmarks inside that group will also be deleted and cannot be restored. A confirmation popup will ask you to confirm before deleting. If you want to keep the bookmarks, move them to another group first (using the ellipsis menu on each bookmark) before deleting the group.

Search bookmarks

Click the Search button in the top-right corner to search for bookmarks. You can search across all bookmark groups, not just the currently selected one.

Bookmark group ideas ⭐️

There's no single "right" way to organize bookmarks — the goal is just to make your most-used items reachable in one or two clicks. Here are some ideas to get started:

By work mode

• This week — tasks and docs you've committed to this week, even if you haven't picked a specific day yet
• Working on — the handful of items you're actively pushing forward right now
• Up next — what you'll pick up after your current work
• Waiting on — items blocked by someone else, so you can quickly check status
• To reply — messages, comments, or emails that need a response
• Daily review — items you want to glance at every morning

By time horizon

• This month / Next week / This week / Today — a rolling structure if you plan across multiple time frames
• Goals — track quarterly, monthly, or weekly goals you want to keep visible

By function or area

• Marketing — your marketing tasks, content docs, brand assets, and external references
• Sales — pipeline tasks, proposal templates, prospect notes
• Product — roadmap, specs, design files
• Operations — SOPs, internal docs, HR
• Customer support — common responses, troubleshooting docs, escalation contacts

By client or project (great for agencies)

• Client: Acme Co. — the active tasks, docs, and files for one specific client
• Client: Beta Inc. — same for another client
• This is faster than navigating into each project when you're juggling 5–10 clients at once.

Personal vs. professional

• Work — work tasks, docs, and references
• Personal — personal items you track in Upbase (health, finances, side projects)

Reference & learning

• Read later — articles, threads, and links to come back to
• Watch/Read everyday — daily inputs like dashboards, KPI reports, or briefs
• Swipe file — examples and inspiration you want to revisit
• Cheat sheets — internal docs you reference often but don't memorize (pricing, policies, shortcuts)

Personal productivity

• My focus — your top 3–5 priorities right now
• Recurring — items you touch every week (weekly review doc, standup notes, etc.)
• Quick links — external tools and dashboards (analytics, CRM, billing)

Tip: Start with 2–3 groups, not 10. Add new groups only when you notice you keep mixing unrelated bookmarks together. Over-organizing upfront slows you down more than it helps.

Tip: If you want a group that updates itself (like "all tasks tagged urgent" or "everything assigned to a member"), bookmark a custom filter or tag filter instead of individual tasks.

Opening a bookmarked item

When you click an Upbase item from your bookmarks, it opens in a modal instead of navigating away from your current page. This makes it easy to browse through multiple bookmarks in a row without reopening the Bookmarks list each time.

You can open that item in projects if you want to:

Open tasks in projects

Open docs, files, and others in projects

External links open in a new browser tab as normal.

Renaming, moving, or removing bookmarks

Hover over any bookmark in the list to see two icons on the right:

• Ellipsis (…) — rename the bookmark or move it to another group.
• Close (×) — remove the item from your bookmarks. (This only removes the bookmark — the original item stays untouched.)

You're all set 🎉

You now know how to:

• Access your bookmarks four different ways
• Add bookmarks from the Bookmarks page or from any item.
• Organize them into groups
• Rename, move, or remove them when you need to

Bookmarks are one of the fastest ways to navigate Upbase once your workspace grows — give the B shortcut a try.

Access bookmarks from your browser

You can also access your Upbase bookmarks directly from your browser using the Upbase New Tab Chrome extension.

This lets you:

• Open bookmarked pages faster
• Access important Upbase pages without opening the app first
• Keep frequently used links one click away

If you use bookmarks daily, the extension makes them even more convenient to access.