Combine and tidy your shares

If you publish the same report again and again, you can fold the copies into one link (desktop app only). Nobody holding an old link hits a dead page.

Combine copies of the same report#

1. 1

   In Shares, hold Cmd (Mac) or Ctrl (Windows) and click each share, or press Shift+Space on a focused row.

2. 2

   Click Combine in the bar above the list.

3. 3

   Choose Same report, keep the newest (or A series, keep every page, see Keep dated pages together in a series).

The newest share keeps its link, content, folder and tags. Each older share stops showing its old content and its link sends visitors straight on to the newest one, so nobody holding an old link hits a dead page; if the newest share has a password or has expired, visitors meet that password page or expiry message.

The older copies are kept in the newest share's History, in date order, and are counted as archived, so Hide archived keeps them out of the list.

Turning off or deleting the combined share turns off the old links with it, and its confirm tells you how many. An older share cannot be turned off or given its own password or expiry while it is combined; Uncombine it first.

Undo a combine#

Uncombine, in the Combined section of the share's detail pane, puts each older share back on its own original link; one whose saved copy was cleared to save space stays combined and Yardmaster tells you so.

Let new copies join by themselves#

Once shares are combined, a new share that clearly belongs with them joins by itself, for free. This is Auto-join.

When you publish a new share that matches everything its group has in common (the same source file, the same conversation and the same kind of share, the same title once dates and numbers are removed, or a daily digest), it becomes a new page of the series, or the combined share's newest content with its own link forwarding there.

It never makes access looser: a share with a password, an expiry or a view limit only joins a link that is at least as locked down. A toast says Added to the group, with Undo, and the share's details say when it was added, with the same Undo.

The combined share's details show the rule in words and an Auto-join switch to turn it off. Desktop app only.

Get daily tidy suggestions#

Yardmaster can also spot shares worth combining for you. Once a day, while the app is open, a small scan looks for shares that seem to be the same report published again, or dated pages that belong in a series. It only suggests: nothing is combined until you approve it.

The scan is on by default but spends nothing until you agree: an inbox item asks “Scan your Shares for things to combine?” with what the first scan costs, and you choose Start or Not now (asked again in a week).

While suggestions are waiting, a Review suggestions (N) button sits at the top of the Shares sidebar, just under its header, and opens them; new suggestions also arrive as one inbox item, “N suggestions to tidy your Shares”, whose Review button opens the same screen.

Each card shows the shares, the link that stays or the new series name, and any access warning. Approve combines them exactly as the Combine dialog would (with Undo), Edit lets you untick shares, switch the type or rename, and Dismiss removes the suggestion for good.

Turn the scan off or change the limit in the Shares Settings view, under Tidy suggestions. Desktop app only.