Docs

There are three main areas where a Doc can exist: Private Docs, Space Docs, and Project Docs.

Private Docs

Private Docs work similarly to private projects: only you can see them until you decide to share them with someone or move them to a Space or project. These Docs are visible exclusively to you and aren't accessible to anyone else in the workspace unless you share them with specific users.

Space Docs

Think of Spaces like folders within a workspace. This is where you organize and manage your Docs. You can create multiple Spaces in a workspace, but a Doc can only exist in one Space at a time. You can move Docs between Spaces or assign them to a project.

Project Docs

Project Docs are assigned to a specific project and are only accessible through that project. They stay in the project until you move them to a Space, make them private, or remove permissions. This keeps all project-related Docs well organized and easy to find. Project Docs also offer special features, like linking tasks for status tracking.

Trash

Each area where Docs can exist has its own trash bin. You can access it from the sidebar. So there's a trash bin for Private Docs, one for Space Docs, and one for Project Docs. Docs in the trash can be restored or permanently deleted within one year.

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Docs Homepage

The Docs homepage is your central hub for managing and organizing your Docs. Here you have quick access to all your Docs and can easily assign them to different Spaces or projects.

Sidebar

The Docs sidebar is your central navigation element. It's located on the left side of the screen and gives you quick access to all your Docs, favorites, trash, and content shared with you.

You can collapse and expand the sidebar. Individual sections within it can also be collapsed and expanded for better clarity. This lets you focus on the content that's relevant to you. The state (open or closed) is saved for each area where you work with Docs.

Rearrange and nest Docs

You can easily rearrange Docs and Spaces using drag and drop in the sidebar. Just click on an element, hold it, and drag it to the desired position - a placeholder shows you where it will be moved.

You can also indent Docs to organize them as nested Docs. Drag a Doc slightly to the right and it will automatically become a nested Doc. If the parent Doc didn't previously have nested Docs, a small arrow appears to show the new structure.

Spaces

Here you'll find Spaces where you store your Docs. Click on a Space to open it and view the first Doc. To create a new Space, hover over the Space title area and click the plus icon. There you can customize its appearance and set permissions for the workspace, users, and teams. You can edit existing Spaces via the three-dot menu.

Favorites

Mark your most important or favorite Docs as favorites to keep quick access. You can mark Docs as favorites or remove them either from the action bar at the top of the Doc or via the three-dot menu in the sidebar.

Shared with Me

All Docs that have been shared with you, your team, or your workspace appear in this section.

Recently Edited Docs

Here you'll see a list of Docs you've recently edited. If you frequently switch between many Docs, this section helps you keep track.

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The Doc and Its Components

The Doc page is your main area for creating, editing, and sharing your content. This is where the actual work with your Docs happens.

At the top of the Doc page, you'll find the top bar with all the important buttons and information. The blue button in the top left is for creating new Docs.

On the right side of the top bar, you'll find actions like marking as favorite, sharing, managing followers, or the Doc search. Via the three-dot menu, you can access additional options like moving, duplicating, copying the link, or deleting.

Breadcrumbs

On the left side of the top bar, you'll see breadcrumbs showing you where your Doc is located (Space, project, or private). You can click on individual elements to navigate directly there.

Table of Contents

When you structure your content with headings, they appear as small markers on the right side of the Doc. The blue marker shows which heading is currently in the visible area.

When you move your cursor to the right edge, a popup opens showing all headings in the Doc - click on one to jump directly to that section.

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Creating and Editing Docs

You can create Docs in different ways, depending on where you are in awork and what type of Doc you want to create.

Main Button

The + Doc button in the top left is visible on the Docs homepage, in a Space, or in the project tab. It creates a new Doc at the same level as the one currently displayed.

Creating Nested Docs

You can use the small + buttons next to Doc elements to specifically create nested Docs. The breadcrumbs immediately show you the new position of the nested Doc.

Creating Private Docs

Go to the Docs homepage and click the + Doc button to create a private Doc.

Moving Docs

Via a Doc's context menu, you can easily move it to a different Space, project, or to your private area.

In the selection popup, click on your desired destination (Space, project, or private). The Doc will be placed at the top level by default. If you want to move it as a nested Doc, select a parent Doc in the popup.

Sharing a Doc

Share Docs easily via the share button in the action bar or the context menu. You can control access at the workspace, team, or user level and set individual permissions.

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Copy Doc as Markdown (.md)

Document structure and formatting are preserved outside of awork, so you can reuse the document content in AI tools or Markdown-based workflows, for example.

1. Click the three-dot menu in the top right.
2. Select Copy as Markdown.

The Markdown export supports:

• Headings (H1-H3)
• Paragraphs, bold, italic, strikethrough, underline, and inline code
• Code blocks
• Bullet lists, numbered lists, and checklists
• Tables
• Block quotes
• Dividers
• Emojis
• User mentions (exported as links)
• Inline comments (appended at the end as a comments section)
• File attachments (exported as links back to awork)

Each export also includes a YAML front-matter block with the document title and links to the associated awork context, such as projects, tasks, or document areas.

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Exporting a Doc as PDF

There are several ways to export a Doc as a PDF. You'll always find the option via the three-dot menu (...) of a Doc and via the export button in the top right within the open Doc.

• Click Export as PDF
• A print window will open, which may look slightly different depending on your browser.
• Make sure to enable the Print backgrounds option in the print window.
• Save the PDF file to your device or print it directly.

You now have a PDF version of your Doc that you can easily share.

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Deleting a Doc

Each Doc type has its own trash bin - the last section in the sidebar for each.

• The trash for Space Docs is within the Space itself.
• The one for Project Docs is within the project.
• The one for Private Docs is in the main sidebar.

When a Doc is deleted, all nested Docs automatically go to the trash with it. They can't be edited there and will be permanently deleted after one year.

Individual Docs or nested Docs can be restored via the context menu.

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Doc Features

Live Collaboration

Multiple people can work on a Doc at the same time. You'll see who's currently typing or selecting text in real time.

Link a Task to a Doc

There are two different ways to link a task and a project Doc.

1. In the Doc
   When you're in a project Doc, you'll see an area below the title where you can link a task from the project or create a new one. It stays linked until you remove it.
2. In the Task
   In the task details, there's an additional tab to link a Doc directly from the task or create a new linked Doc for the task. You can make the link via "Select Doc".

Unlink a Task

The link between a task and a Doc can be removed from either side.

• In the Doc, in the task link section, there's a "Unlink Doc" option in the three-dot menu. You can also do this via the three-dot menu in the Docs sidebar.
• In the task details, you can hover over the linked Doc and click the (X) to remove it.

Create Tasks with AI

Select text in a Doc and use the create task button to generate tasks from it. Then choose the project and task list where the tasks should be saved.

Comments in Docs

Select text, click the comment icon, and start a new comment conversation. You can mention others, reply, use emojis, or delete comments.

A thread stays open until it's marked as "done". If you delete the first comment, the entire thread disappears. You can copy the link to the thread to share it more easily.

Search Docs

You can find Docs using the global search. There's a dedicated Docs tab in the search results.

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Styling Content in the Editor

Title and Content

This is where you write and edit the actual content of your Doc. The editor supports everything you're already familiar with from task and project descriptions - and more.

In the title area, you can also add an emoji to your Doc via the emoji icon to the right of the title.

Text Colors

Select the text you want and click the A icon to choose a text color.

Syntax Highlighting in Code Blocks

• Add a code block via the floating action bar.
• Hover over the code block to select the programming language.
• The code will be automatically highlighted with syntax coloring.
• You can also copy the code with a click.

Fullscreen View for Embedded Images

• Add images via the floating action bar using the image icon.
• A placeholder for the image appears.
• Upload an image using the button or drag and drop.
• After uploading, you can adjust the image size using a slider.

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Versioning

With versioning in awork Docs, you can easily track changes and manage your Docs over time. Whether you're working on a private, Space, or project Doc, every edit is automatically saved as a new version. This way you always maintain full control over your document history and can rely on a dependable backup of your work.

You can:

• View earlier versions of a document
• Track when and by whom changes were made
• Restore an older version if needed

Your progress is always secure - and team collaboration remains smooth even with many changes.

Versioning is available for all Doc types, and each Doc has its own version history. Nested Docs have their own version history and are not part of the parent Doc versioning.

How Does Versioning Work?

• New versions are automatically created every 5 to 10 minutes, either during editing or after a session ends.
• Each version contains the date, time, and, if available, the avatar of the last editor.
• The version history is accessible via the three-dot menu (...) in the top right of the open Doc or via the context menu in the sidebar.
• After clicking versions, a modal opens with a list and preview of all versions (newest on top).

Restoring an Earlier Version

To restore an older version, select it from the list and click Restore in the bottom right. Confirm the action in the next step, and the restored version of the document will be displayed.

Your current Doc version isn't deleted. Instead, awork saves it as a new entry in the version history before restoring the older version, so nothing is lost.

Depending on your awork plan, older versions may be locked after a certain period. Locked versions remain visible in the list but can't be opened or restored.

Who Can Restore Versions?

From the Professional plan onwards, all users with edit access to a document can view the version history and restore versions. Admins always have access to the history.

The current sharing or permission settings remain the same when you restore a version - they are not changed by the restoration.

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Permissions

General and Project-Specific Role Permissions

In the general and project-specific role permissions, you can set whether users in that role should have no access, read-only access, or write access to Docs.

Learn more about our permission management in this article.

Permissions Are Retained When Moving and Duplicating

The area where a Doc is located does not automatically determine its permissions. The existing permissions of a Doc are retained when you move or duplicate it.

So you can also share a Doc in the Private Docs area with the entire workspace, specific teams, or individual users. Private, Space, and Project primarily describe where the Doc is located - not who can access it.

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Feature Set by Plan

• Basic: Limited; global only (1 Space)

• Standard: 1 Space and Docs at project level

• Professional and up: Unlimited; any number of Spaces and Docs at project level, restore deleted Docs up to 3 months

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FAQ

Are Docs available in all plans?

Docs are available in all plans, but there are differences in scope. You'll find the exact details on our pricing page.

Can external users access Docs?

That depends on the specific permissions. External users can only access project Docs in all cases. If there's no general access to Docs, external users can see Docs that have been shared with them in the Docs tab under Shared with Me.