Organising with projects and topics

As your knowledge base grows, organisation becomes essential. Ultrathink gives you several tools to keep entries structured and easy to find: topics for subject-based labelling, projects for grouping related work, entity types for classifying what entries represent, and AI auto-tagging to reduce manual effort. This guide covers all of these.

Topics

Topics are labels you apply to entries to categorise them by subject matter. They work like tags: a single entry can have multiple topics, and a single topic can be applied to many entries. This flexibility lets you organise entries across different themes without forcing each one into a single folder.

Creating topics

You can create topics in two places.

From the Topics section:

Click Topics in the sidebar
Click Add Topic
Enter the topic name
Optionally choose a colour for the topic
Click Save

While editing an entry:

Open an entry's detail panel
Find the Topics field
Type a new topic name
Press Enter to create and apply it in one step

Tip: Create your most important topics before you start bulk capturing. The AI uses your existing topic list when auto-tagging new entries, so having topics already in place leads to better automatic classification.

Adding topics to entries

Click any entry to open its detail panel
Find the Topics section
Click to open the topic selector
Search for existing topics or type a new one
Select the topics you want to apply

You can add topics to multiple entries by opening each entry's detail panel and applying the desired topics.

AI auto-tagging

When Ultrathink processes a new entry, the AI analyses its content and suggests relevant topics from your existing topic list. Here is how it works:

You capture an entry
The AI reads the content and identifies key themes
It matches those themes against your existing topics
Matching topics are suggested (or auto-applied, depending on your settings)

For best results:

Create topics before doing a large batch of captures
Use clear, descriptive topic names
Review AI suggestions and accept the good ones; correcting mistakes helps improve future suggestions

Managing topics

Go to Topics in the sidebar to manage your full topic list:

Action	How to do it
View all topics	Open the Topics section; topics are listed with entry counts
Rename a topic	Click the topic name and edit it
Merge duplicate topics	Select the duplicates and merge them into one
Delete a topic	Click the delete icon next to any unused or unwanted topic
Set a colour	Click the colour swatch next to the topic name

Browsing by topic

Click any topic (in the sidebar or on an entry card) to see all entries tagged with that topic. This is a quick way to explore everything you have captured on a particular subject.

People

People tags let you associate entries with specific individuals. This is useful for tracking who is involved in projects, conversations, or meetings.

Creating people tags

From the People section:

Click People in the sidebar
Click Add Person
Enter their name

While editing an entry:

Open the entry's detail panel
In the People field, type a name
Select an existing person or create a new one

AI people detection

The AI automatically extracts names from entry content and matches them against your People list. It detects names from:

Notes you have written
Email senders and recipients
LinkedIn profile captures
Meeting attendee lists

When the AI finds a matching name, it suggests tagging the entry with that person.

Managing people

Go to People in the sidebar to:

View all people with entry counts
Click a person to see all their associated entries
Merge duplicate entries for the same person
Delete people no longer needed

Projects

Projects let you group related entries under a single umbrella. A project is not a separate container; it is an entry with its entity type set to "Project", which gives it special features.

Creating a project

There are two ways to create a project:

Create a new entry and set its entity type to Project
Change an existing entry's entity type to Project

To change the entity type:

Open the entry's detail panel
Click the entity badge
Select Project

Project features

Once an entry is classified as a project, it gains additional capabilities:

Feature	Description
Related entries	See all entries that relate to this project in one place
Task roll-up	View tasks linked to this project

Linking entries to a project

Open any entry
Click Link to Project
Search for and select the project you want to link to
The entry now appears under that project's related entries

Entity types

Every entry in Ultrathink has an entity type that classifies what it represents. Entity types help you separate action items from reference material and group related work.

Entity type	Purpose	Special features
Project	A group of related work	Task roll-up, related entries view
Task	An action item or to-do	Kanban boards, due dates, status tracking
Knowledge	Reference information	Standard entry features
Unclassified	Not yet categorised	Pending review

AI entity classification

The AI suggests an entity type based on the entry content:

Action-oriented language ("implement", "fix", "schedule") suggests a Task
Project names, references, and planning documents suggest a Project
Informational content (articles, documentation, tutorials) suggests Knowledge
Ambiguous content is left as Unclassified for you to review

Changing an entity type

Open the entry's detail panel
Click the entity badge
Select the new entity type

You can change entity types for individual entries from their detail panels.

Category	Use for
Work	Professional content, job-related research, work projects
Personal	Personal interests, hobbies, non-work reading

Starring entries

Mark important entries as favourites by starring them. Starred entries are easy to find and serve as your curated collection of key references.

How to star an entry

Click the star icon on any entry card in the grid
Click the star icon in the detail panel

Viewing starred entries

Click the Starred filter in the sidebar to see all your favourites. Stars persist across sessions and sync across devices.

Use cases for starring

Mark entries to review later
Highlight key references you return to often
Build a "best of" collection for a topic
Quick access to frequently used resources

Organisation tips

Keep topic names consistent

Avoid creating near-duplicates such as "React", "ReactJS", and "React.js". Pick one name and stick with it. If you find duplicates, merge them in the Topics section.

Create a logical topic structure

Organise topics into logical groupings. For example:

"Engineering" as a broad topic, with "Frontend", "Backend", and "DevOps" as more specific ones
Project names as topics for quick cross-referencing
"Meetings" with team names as related topics

Review unclassified entries regularly

Periodically check entries with the "Unclassified" entity type. Classify them as Project, Task, or Knowledge to keep your knowledge base clean and well-structured.

Let the AI help

The AI works best when it has a clear set of topics to match against. Here is a good workflow:

Create your initial set of topics before you start capturing in bulk
Capture content and let the AI suggest topics
Review the suggestions and accept the good ones
Correct any mistakes; this helps improve future suggestions
Periodically merge duplicate topics and clean up unused ones

Next steps

You now have the tools to keep your knowledge base organised as it grows. From here, explore the rest of the Ultrathink documentation to learn about advanced features:

AI Canvas for multi-modal AI prompts using your captured knowledge
Tasks and Kanban boards for turning entries into actionable work
Workplan for daily planning and focus mode
AI-powered search for natural language queries across your entire knowledge base

Understanding the dashboard