Pages and documents

Pages and documents

Write together in real time: nested pages for team knowledge, documents for briefs, plans and reports.

Pages and documents sit in your workspace next to sessions and folders. Everyone in the workspace can open them, several people can write in the same one at once, and every change is saved as you type.

• A page is flexible: notes, a team wiki, a checklist. Pages can hold other pages, as deep as you need.
• A document is for polished, long-form writing such as a brief, a proposal or a report. It numbers its sections, shows an outline beside the text and prints cleanly.

Any page can become a document and back again from the Page and Document switch at the top. The text stays the same.

Start a page

1. 1In the sidebar under your workspace, choose Page. Or choose New page on the workspace or folder you are looking at.
2. 2Type a title and press Enter to start writing.
3. 3To put a page inside another one, hover over it in the sidebar and choose the plus, or choose Add a page at the bottom of a page.

Write

Type / on an empty line to choose a block: headings, bulleted, numbered and to-do lists, quotes, code, tables and dividers. The toolbar above the text has the same blocks, and selecting text shows bold, italic, strikethrough, code, highlight and link.

Shortcuts at the start of a line work too:

Write together

When someone else has the page open, their picture shows at the top and their cursor shows in the text with their name. Changes appear for everyone as they are typed, and renaming a page updates it for everyone too.

The status at the top says Saved once everything you typed is stored. If your connection drops, it says Offline: keep writing, and your changes sync when you are back.

Undo only takes back your own changes, never someone else's.

Organize

• Move: from the page menu (the three dots), choose Move and pick a folder, another page or the top of the workspace. Pages inside it move along.
• Icon: choose Add icon above the title to give a page an emoji.
• Archive: from the page menu, or from the page's menu in the sidebar (the three dots, or right-click it). Pages inside it are archived too. Undo brings everything back.
• Restore: choose Archived in the workspace's sidebar section, then Restore. Pages archived with it come back too. An archived page also has Restore in its menu.
• Delete forever: under Archived, or in an archived page's menu, choose Delete forever and confirm. The page, the pages inside it, their comments and version history go for everyone. This cannot be undone.
• Print or save as PDF: from the page menu. The sidebar, toolbar and cursors are left out.
• Download as Word or Markdown: from the page menu. Decisions and action items are written as they are now, with links back to their sessions, and a document keeps its section numbers.
• Import a Markdown file: from the workspace menu (the three dots). The file's first heading becomes the title; headings, lists, to-dos, tables, quotes and code come across as they are.

Private pages

Choose Make private in the page menu and only you can see the page and the pages inside it. Share with the workspace makes it visible again. You can only make a page private when you made it and every page inside it; a page someone else added stays visible to the team.

Link pages to sessions

Write the brief, the minutes or the plan where the work happened. On a board, the Pages button lists the pages linked to that session and starts a new one already linked. From a page, choose Link to a session in the page menu. Linked sessions show under the page title, one tap away.

Comments and mentions

1. 1Select some text and choose Comment. On a phone, select it and tap Comment in the bar below the page.
2. 2Write your comment. Type @ and a name to mention someone; they get a notification and, if they want them, an email.
3. 3Choose Comment. The passage stays underlined, and the Comments button at the top shows how many threads are open.

• Click an underlined passage, or a thread in Comments, to read it and reply.
• Resolve a thread when it is settled. Show resolved brings it back, and a reply reopens it.
• Edit or delete your own comments from their menu (on a phone, hold the comment). Deleting the first comment deletes the thread.
• Type @ in the page itself to mention someone in the text. They are told the first time the page mentions them.

Everyone who can read a page can comment on it, viewers included. The person who started a thread and the page's editors can resolve it.

Version history

Round Table keeps a version every few minutes while people write. Open Version history from the page menu to see them, with who edited each one.

• Save this version gives the page as it is now a name, such as Sent to the client. Named only hides the rest.
• Choose a version to see it in place of the page, compared with now: text taken out since is struck through, text added since is highlighted.
• Restore this version brings it back for everyone. The page as it was is kept as a version, so you can undo a restore the same way.

Write with the AI

• On a selection: choose AI in the menu that appears, then Improve the writing, Fix spelling and grammar, Make it shorter, Make it longer, Summarize, or say what to change.
• At the cursor: choose AI in the toolbar, then Continue writing, or describe what to write, such as a launch checklist.
• The AI's text is shown first. Replace the selection, insert it below, try again or discard it. Nothing changes until you choose.

The AI writes from the page itself and is told not to invent facts, names or dates. Read what it writes before you keep it. It needs AI to be available on your site.

Ask this page

Choose Ask this page in the page menu and ask in plain words, such as When do we launch? The answer cites the passages it comes from; choose one to jump to it. Without AI on your site, you get the passages that match.

Who can edit

Workspace editors and admins write and organize pages. Viewers read along live, with no toolbar. Archived pages are read-only until someone restores them.

Only archived pages can be deleted forever, and only by a workspace admin or the person who made the page. Nothing can be deleted while a legal hold covers the workspace, and each deletion is recorded in the organization's audit log.