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.

Space Docs

You can 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 be 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 or make them private and 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. You can access it through the sidebar. So there's a Trash for Private Docs, one for Space Docs, and one for Project Docs. Docs in the Trash can be restored or permanently deleted for up to one year.

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Docs Home Page

The Docs home page 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 the 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 individually 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.

Rearranging & Nesting 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 - it will automatically become nested. If the parent Doc didn't have any nested Docs before, a small arrow appears showing the new structure.

Recently Viewed

Here you see a list of Docs you've recently opened, the date of last edit, and the creation date. If you frequently switch between many Docs, this area helps you stay organized.

Spaces

Here you'll find the Spaces where you store your Docs. Clicking on a Space opens it and displays the first Doc. To create a new Space, hover over the Space title area and click the plus icon. There you can customize the appearance and set permissions for Workspace, users, and teams. You can edit existing Spaces through the action menu.

Favorites

Mark your most important or favorite Docs as Favorites to keep quick access. You can mark or remove Docs as Favorites either through the action bar at the top of the Doc or through the action menu.

Shared with Me

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

Private

These Docs are only visible to you and inaccessible to anyone else in the Workspace, as long as you don't share them with other users.

Trash

You'll see a note of when the Doc was moved to Trash. After 365 days it will be automatically deleted. You can restore or permanently delete the Doc through the action button.

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The Doc and Its Components

The Doc page is the 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 setting Favorites, Sharing, managing Observers, or Doc search. Through the three-dot menu you can access more options like Moving, Duplicating, Copying the link, or Deleting.

Breadcrumbs

On the left in the top bar you see breadcrumbs that show 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 hover your mouse over the right edge, a popup opens showing all headings in the Doc - clicking jumps directly to the corresponding section.

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Creating and Editing Docs

You can create Docs in various 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 home page, in a Space, or in the Project tab. It creates a new Doc at the same level as the currently displayed one.

Creating Nested Docs

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

Creating Private Docs

Go to the Docs home page and click the + Doc button to create a Private Doc.

Moving Docs

Through the context menu of a Doc, you can easily move it to another Space, Project, or to your private area.

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

Sharing a Doc

Share Docs easily through 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
• Horizontal lines
• Emojis
• User mentions (exported as links)
• Inline comments (appended at the end as a comment section)
• File attachments (exported as links back to awork)

Every export also includes a YAML front matter block with the document title and links to the associated awork context, such as Projects, Tasks, or Doc areas.

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Exporting a Doc as PDF

There are several ways to export a Doc as PDF. You'll always find the option through the three-dot menu (…) of a Doc and through 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 background 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 - the last section in the sidebar.

• The Trash for Space Docs is within the Space itself.
• The Trash for Project Docs is within the Project.
• The Trash for Private Docs is in the main sidebar.

When a Doc is deleted, all nested Docs automatically go to 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 through 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 writing or selecting text - in real time.

Linking 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 remains 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 through "Select Doc".

Unlinking

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

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

Creating Tasks with AI

Select text in a Doc and use the Create Task button to generate Tasks from it. Then select the Project and Task list where you want to save the Tasks.

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 remains until it's marked as "resolved". If the first comment is deleted, the entire thread disappears. You can copy the link to the thread to share it more easily.

Searching Docs

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

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Formatting Content in the Editor

Title & Content

Here you write and edit the actual content of your Doc. The editor supports everything you already know from Task and Project descriptions - and more.

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

Text Colors

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

Syntax Highlighting in Code Blocks

• Add a Code Block through the floating action bar.
• Hover over the Code Block to select the programming language.
• The code is automatically highlighted with syntax highlighting.
• You can also copy the code by clicking.

Full Screen View for Embedded Images

• Add images through the floating action bar with the image icon.
• An image placeholder appears.
• Upload an image through the button or via drag and drop.
• After uploading, you can adjust the image size with 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, each edit is automatically saved as a new version. This way you always have full control over your document history and can rely on a reliable 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

This way 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 - during editing or after your session ends.
• Each version contains the date, time, and the avatar of the last editor if available.
• The version history is accessible through the three-dot menu (⋯) - in the top right of the open Doc or through the context menu in the sidebar.
• After clicking Versions, a modal opens with a list and preview of all versions (newest at the 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 - then you'll see the restored version of the document.

Your current version of the document is not deleted. Instead, awork saves it as a new entry in the version history before restoring the older version - nothing gets lost.

Depending on your awork plan, older versions may be locked after a certain time. Locked versions remain visible in the list but can no longer be opened or restored.

Who Can Restore Versions?

As of the Professional plan, all users with edit access to a document can view the version history and restore versions. Admins generally have access to the history.

The current sharing or permission settings are retained when restoring a version - they are not changed by the restoration.

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Permissions

General and Project-Specific Permission Roles

In General and Project-Specific Permission Roles, you can specify whether users in that role should have no access, read 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 doesn't automatically determine its permissions. The existing permissions of a Doc are retained when you move or duplicate it.

You can share a Doc in the Private Docs area with the entire Workspace, specific teams, or individual users. Private, Space, and Project mainly 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

• From Professional: Unlimited; as many Spaces and Project-level Docs as you want, deleted Doc recovery 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 any case. If there's no general access to Docs, external users can see Docs shared with them in the Docs tab under Shared with Me.