Keep your workspace organized with folders, sub-folders, naming tools, search filters, and collection features.

HeyGen provides flexible project-management tools designed to help you stay organized as your Studio and translation projects grow. Whether you're working alone or collaborating with a team, folders and collections allow you to structure your workspace, share access securely, and quickly locate what you need.

This guide covers how to manage folders, move projects, filter and search content, and work with collections—especially those created through Video Translation and Batch workflows.

Creating Folders

You can create folders to organize your projects by campaign, client, team, language, or any structure that fits your workflow.

How to Create a Folder

Go to your Projects tab.
Click the + Folder icon in the top-left area.
You’ll see the following options:
- Folder Name – Required.
- Share Folder – Optional. Search for people by email and assign access: Can View, Can Edit, or Proofread.
- Workspace Access Settings – Set default access for members of the workspace: Can Edit, Can View, or Not Shared.
Name your folder and assign access.
Click Save.

Your folder will appear immediately in your workspace.

🛎️ Note: Only Team, Business and Enterprise plans can invite users into a shared workspace. Enterprise only can create sub-spaces under the main parent spaces. However, any plan. If a folder is created inside a workspace, you can control who can view or edit it based on workspace membership or who created the folder.

Creating Sub-Folders

Sub-folders help you organize content inside a main project folder—for example, by region, language, module, or client.

Creating a sub-folder follows the same steps as creating a regular folder. The only difference is that you begin inside an existing project folder.

To create a sub-folder:

Open an existing project folder.
Click the + Folder icon (New Folder) inside the parent folder.
Fill in the same options you see when creating a regular folder:
- Folder Name – Required
- Share Folder – Optional
- Workspace Access Settings
Name your sub-folder and assign access as needed.
Click Save.

Your sub-folder will appear immediately inside the parent folder, and you can create as many nested layers as your workflow requires.

🛎️ Note: You can filter your videos by type to quickly find what you need. Available filters include Translation, Translation Proofread, Avatar Video, Avatar Video Draft, Batch Video, Agent Chat, Instant Highlights, and Video Podcast.

🛎️ Note: Use the search bar to quickly find your videos, projects, and folders. You can search by title or keyword, making it easier to locate specific items in large workspaces. You can also sort your projects and folders by Newest, Oldest, A–Z, or Z–A to organize your workspace more efficiently.

Moving Projects Into Folders

You can move any project—Studio videos, drafts, assets, or translated videos—into a folder.

To move a project:

Hover over the video or project.
Click the ••• (More Options).
Select Move.
Choose the destination folder (or sub-folder).
Click Confirm.

You can also move multiple projects at once by selecting them in bulk. Tick the checkbox in the top-left corner of each video or project thumbnail to select.

Alternative Method

You can also drag and drop any project or folder. Simply select the item and drop it onto your chosen folder.

Moving Sub-Folders Out of a Folder

If you need to move a sub-folder back into the main workspace (or into another folder), note that sub-folders cannot be dragged out directly. The easiest workaround is to create a new top-level folder and transfer the contents.

To move a sub-folder out of a parent folder:

Open the sub-folder you want to move.
Create a new folder in the main workspace with the same name (or a new name, if you prefer).
Open the sub-folder and move all videos and assets into the new folder you created.
Once the original sub-folder is empty, you can delete it if no longer needed.
Your content will now appear in the new top-level folder, outside the original parent folder.

This method preserves all your videos, drafts, and assets while allowing you to reorganize your workspace structure.

Access Control

You can manage access to your folders or projects by clicking the three dots on the side and selecting the appropriate sharing option for your team.

On the first level, you can choose the overall access level to this project for the entire space. On the second level below it, you can choose specific access for specific teammates. Sharing options work the same way for both projects and folders.

The available permissions are:

Private: Only you (and the Workspace Super Admin, if applicable) can access the project. Best for drafts or sensitive content.
Specific Collaborators: Access is limited to selected users you invite. You can assign roles like Editor, Viewer, or Proofreader.
All Collaborators: Grants access to everyone in your Workspace or Sub-Workspace, following their existing role permissions. Ideal for shared or finalized projects.

🛎️ If you give a teammate access to a folder, but the videos inside are set to Private or Specific collaborators, you’ll still need to add that teammate as a collaborator on each video.

Folder access does not automatically grant access to all videos inside it.

Recommend Naming Best Practices

Clear and consistent naming helps improve organization, searchability, and collaboration.

Include project type: “Training_Module1_EN”
Include version numbers: “ProductDemo_v3”
For translations, use a standard format:
“Onboarding_EN_to_ES_v1”
Use consistent prefixes: Training_, Demo_, HR_
Add language codes: EN, FR, JP
Add versioning: v1, v2, Final
Avoid generic titles like “New video”, "Untitled," or “Test”

Example naming structures:

ClientA_Intro_EN_v1
SalesKickoff_Module2_FR
SafetyTraining_ES_Final

Collections (From Batch or Translation Workflows)

Collections are automatically created when using:

Batch Mode for Translation
Batch Mode for Video Generation

A Collection groups all the translated or generated videos under one organized container.

How a Collection Is Created

Run a Batch Translation or Batch Video Generation process.
HeyGen automatically creates a Collection Folder once all versions are generated.
You’ll see a single folder labeled with your batch name, containing all outputs including the Source Video (for translations).