Docs

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

Private Docs

Private Docs work much like private projects: only you can see them, unless you decide to share them with someone or move them to a Space or project.

Space Docs

Think of Spaces as 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 can only be accessed through that project. They stay in the project until you move them to a Space or make them private and remove their permissions. This keeps all project-related Docs organized and easy to find. Project Docs also offer special features, such as linking tasks to track their status.

Papierkorb

Each area where Docs can exist has its own trash. You can access it from the sidebar. This means there's one 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 main page

The Docs main page is the central place to manage and organize your Docs. From here, you can quickly access all your Docs and easily assign them to different Spaces or projects.

Sidebar

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

You can expand and collapse the sidebar. You can also expand and collapse individual sections to keep things organized and focus on the content that matters to you. The expanded or collapsed state is saved for each area where you work with Docs.

Reordering and nesting Docs

You can easily reorder Docs and Spaces in the sidebar using drag and drop. Click an item, hold it, and drag it to the position you want. A placeholder shows you where it will be moved and at which level in the hierarchy it will be placed.

You can also indent Docs to organize them as nested Docs. To do this, drag a Doc slightly to the right and it will automatically become nested. If the parent Doc doesn't already have any nested Docs, a small arrow will appear to show the new structure.

Zuletzt angesehen

Here you'll see a list of Docs you've recently opened, along with the date they were last edited and their creation date. If you often switch between lots of Docs, this section helps you keep track of them.

Spaces

Here you'll find the Spaces where you keep your Docs. Click a Space to open it and display the first Doc. To create a new Space, move your cursor 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 from the action menu.

Favoriten

Mark your most important or favorite Docs as favorites for quick access. You can mark or unmark Docs as favorites using the action bar at the top of the Doc or the action menu.

Mit mir geteilt

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

Privat

These Docs are visible only to you and can't be accessed by anyone else in the workspace unless you share them with users.

Papierkorb

You'll see when a Doc was moved to the trash. It will be automatically deleted after 365 days. You can restore a Doc or permanently delete it using its action button.

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The Doc and its parts

The Doc page is the main area where you create, edit, and share your content. This is where you do the actual work with your Docs.

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 lets you create new Docs.

On the right side of the top bar, you'll find actions such as marking a Doc as a favorite, sharing it, managing watchers, and searching Docs. The three-dot menu gives you access to more options, such as moving, duplicating, copying a link, or deleting a Doc.

Breadcrumbs

On the left side of the top bar, you'll see the breadcrumbs, which show where your Doc is located (in a Space, project, or your private area). Click an item to navigate directly to it.

Table of contents

When you organize your content using headings, small markers for them appear on the right side of the Doc. The blue marker shows which heading is currently in view.

Move your cursor to the right edge to open a pop-up with all the headings in the Doc. Click a heading to jump directly to that section.

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Creating and editing Docs

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

Main button

The + Doc button in the top left is visible on the Docs main page, 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

Use the small + buttons next to Doc items to create nested Docs in a specific place. The breadcrumbs immediately show you the new location of the nested Doc.

Creating Private Docs

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

Moving Docs

You can easily move a Doc to another Space, a project, or your private area using the Doc's context menu.

In the selection pop-up, click the destination you want (Space, project, or private). By default, the Doc is placed at the top level. If you want to move it as a nested Doc, select a parent Doc in the pop-up.

Sharing a Doc

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

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Copy a Doc as Markdown (.md)

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

1. Click the three-dot menu in the top-right corner.
2. Select Als Markdown kopieren.

The Markdown export supports:

• Headings (H1-H3)
• Paragraphs, bold, italics, strikethrough, underline, and inline code
• Code blocks
• Bulleted lists, numbered lists, and checklists
• Tables
• Block quotes
• Horizontal rules
• Emojis
• User mentions (exported as links)
• Inline comments (added as a comment section at the end)
• 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 relevant awork context, such as projects, tasks, or document areas.

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Export a Doc as a PDF

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

• Click Als PDF exportieren.
• A print window will open. It may look a little different depending on which browser you're using.
• Make sure to enable the Hintergrund drucken option in the print window.
• Save the PDF 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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Delete a Doc

Each Doc type has its own trash, which is the last section in the sidebar.

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

When you delete a Doc, all its child Docs are automatically moved to the trash too. You can't edit them there, and they'll be permanently deleted after one year.

You can restore individual Docs or child Docs from the context menu.

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Doc features

Live collaboration

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

Link a task to a Doc

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

1. In the Doc
   When you're in a project Doc, you'll see a section below the title where you can link a task from the project or create a new one. The task stays linked until you remove it.
2. In the task
   The task details also include a tab where you can link a Doc directly from the task or create a new Doc linked to the task. You can link a Doc by selecting "Doc auswählen".

Remove a link

You can remove the link between a task and a Doc from either side.

• In the Doc, open the three-dot menu for the task link and select "Verknüpfung zu Doc lösen". You can also do this from the three-dot menu in the Docs sidebar.
• In the task details, hover over the linked Doc and click the (X) to remove it.

Create tasks with AI

Select text in a Doc and use the Aufgabe erstellen 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 thread. You can mention other people, reply, use emojis, or delete comments.

A thread stays open 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.

Search Docs

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

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Format content in the editor

Title and content

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

You can also add an emoji to your Doc in the title area using the emoji icon to the right of the title.

Text colors

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

Syntax highlighting in code blocks

• Add a code block using the floating action bar.
• Hover over the code block to select a programming language.
• The code is automatically color-coded with syntax highlighting.
• You can also click to copy the code.

Full-screen view for embedded images

• Add images using the image icon in the floating action bar.
• An image placeholder will appear.
• Upload an image using the button or by dragging and dropping it.
• Once it's uploaded, you can resize the image using a slider.

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Version history

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

You can:

• View previous versions of a document
• Track when changes were made and who made them
• Restore an older version when needed

This keeps your progress safe and helps your team collaborate smoothly, even when there are lots of changes.

Version history is available for all Doc types, and each Doc has its own version history. Child Docs have their own version history and aren't included in the version history of the parent Doc.

How does version history work?

• New versions are created automatically every 5-10 minutes while you're editing or after your session ends.
• Each version includes the date and time and, when available, the avatar of the last person who edited it.
• You can access version history from the three-dot menu (⋯) in the top-right corner of an open Doc or from the context menu in the sidebar.
• Click Versionen to open a modal with a list and preview of all versions, with the newest at the top.

Restore an earlier version

To restore an earlier version, select it from the list and click Wiederherstellen in the bottom-right corner. Confirm the action in the next step. You'll then see the restored version of the document.

Your document's current version won't be deleted. Instead, awork saves it as a new entry in the version history before restoring the earlier version, so nothing is lost.

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

Who can restore versions?

Starting with the Professional plan, all users with editing access to a document can view its version history and restore versions. Admins always have access to the history.

The current sharing and permission settings remain unchanged when you restore a version.

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Permissions

General and project-specific permission roles

In the general and project-specific permission roles, you can specify whether users with that role should have no access, read access, or write access to Docs.

Learn more about how permissions work in this article.

Permissions are retained when you move or duplicate a Doc

The area where a Doc is located doesn't automatically determine its permissions. A Doc's existing permissions remain unchanged when you move or duplicate it.

You can also share a Doc in Private Docs 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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Features by plan

• Basic: Limited; global only (1 Space)

• Standard: 1 Space and Docs at the project level

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

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FAQ

Are Docs available on all plans?

Docs are available on all plans, but the range of features varies. Find the full details on our pricing page.

Can external users access Docs?

That depends on the specific permissions. External users can only access project Docs. If there's no general access to Docs, external users can also see Docs shared with them under Mit mir geteilt in the Docs tab.