Documents

Overview

Documents is the company’s knowledge base: folders of pages and files, like a wiki. A handbook for new colleagues, the steps of a process, contracts, price lists of suppliers. Pages are written right in {productName}; any other file is uploaded. Several people can edit the same page at the same time: what each of them wrote is merged, nobody overwrites the others. These are not the business documents (invoices, orders).

Navigation

[navigate:/p/doc|Documents|book-open]

Folders

1. Open **Documents** in the left menu. The folder tree is on the left, the open folder on the right.
2. Click **New folder** to add a folder; inside a folder it becomes its subfolder. Folders can be nested without limit.
3. Give the folder a name, an icon and a colour, a **background image** (the wide picture on top) and a **profile image** (the round picture by the name).
4. Write the folder's own text with **Add text** (later **Edit text**): what the folder is about.
5. Click the star by the name to add the folder to **Favourites** at the end of the menu.

The folder shows its folders, pages and attachments in groups, folders first. Each folder and page has a short readable address, for example /p/doc/handbook, which stays valid when you rename it.

Pages and their text

1. In a folder, click **New page** and give it a name.
2. Click **Add text**: the editor opens almost full screen. Use the toolbar for headings, bold, lists, task lists, quotes, code, links and tables.
3. In a table, the table tools appear in the toolbar: add or delete rows and columns, switch the header row, delete the table.
4. Paste or drop an image into the text: it is stored as an attachment of the page.
5. Type **@** to mention a record (a user, a customer, an order...): it becomes a link, and the record shows the page among its links.
6. The text saves itself as you write. Click **Done** to finish.

**Writing together.** When someone else changed the page while you were writing, your changes and theirs are merged line by line. Only when both of you changed the same lines differently, the editor asks: *Someone else changed the same text meanwhile. Choose what to keep*.

Versions lists the saved versions of the text with their authors; any of them can be restored.

Files

Drag files from your computer onto a folder (or onto a folder in the tree) or use Upload file. Any type can be uploaded. Click a file to preview it (images, PDF, office documents); the ⋮ menu downloads, edits or deletes it.

Searching

Type into Search documents at the top of the menu. It searches the names and texts of folders and pages, and also the text inside the attached files once they were read (see Attachment transcripts). A hit found in a file says In the attached file ….

Export to PDF and Word

Open the ⋮ menu by the name of a folder or page and choose Export PDF or Export DOCX. A folder is exported with all its pages in their order; a page alone. The export keeps the headings, lists, task lists with their checkboxes, tables and images, and puts the profile image or the icon by the title. The file is named by the address of the folder or page, for example handbook.pdf.

Access

Who sees and edits the documents follows the roles (see Roles and data visibility). The section can be hidden for the whole organisation in the settings of the user interface.