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 exclusively visible to you and inaccessible to anyone else in your workspace.

Space Docs

You can think of Spaces like folders within a workspace. Here 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 remain in the project until you move them to a Space or make them private. This keeps all project-related Docs well-organized and easy to find. Project Docs also offer special features, such as linking tasks for status tracking.

Trash

For each area where Docs can exist, there's a separate trash. You can access it from 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 a 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 your 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 matters to you. The state (open or closed) is saved for each area where you work with Docs.

Rearranging and Nesting Docs

You can easily rearrange Docs and Spaces using drag and drop in the sidebar. Just click on an item, 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 sub-Docs. Drag a Doc slightly to the right and it will automatically become nested. If the parent Doc didn't have sub-Docs before, a small arrow appears showing the new structure.

Spaces

Here you'll find Spaces where you store your Docs. Click on a Space to open it and see 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 using the three-dot menu.

Favorites

Mark your most important or favorite Docs as favorites to keep them easily accessible. You can mark or unmark Docs as favorites either using the action bar at the top of the Doc or through 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 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 followers, or searching Docs. The three-dot menu gives you access to additional options like moving, duplicating, copying links, or deleting.

Breadcrumbs

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

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.

Hover your mouse over the right edge and 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 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 one currently displayed.

Creating Sub-Docs

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

Creating Private Docs

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

Moving Docs

Using a Doc's context menu, 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). The Doc will be placed at the top level by default. If you want to move it as a sub-Doc, select a parent Doc in the popup.

Sharing a Doc

Share Docs easily using 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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Copying a 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
• Dividing lines
• Emojis
• User mentions (exported as links)
• Inline comments (appended at the end as a comments 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 document sections.

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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 in 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 - the last section in the sidebar.

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

When a Doc is deleted, all its sub-Docs automatically go to trash as well. They cannot be edited there and will be permanently deleted after one year.

Individual Docs or sub-Docs can be restored using the context menu.

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Doc Features

Live Collaboration

Multiple people can work on a Doc simultaneously. You'll see who's currently writing or highlighting text in real-time.

Linking a Task to a Doc

There are two different ways to link a task to 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 for linking a Doc directly from the task or creating 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's task linking, there's an option in the three-dot menu to Unlink from Doc. 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 using the (X).

Creating Tasks with AI

Highlight text in a Doc and use the Create Task button to generate tasks from it. Then select the project and task list where the tasks should be saved.

Comments in Docs

Highlight 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 using the global search. There's a dedicated Docs tab in the search results.

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Formatting Content in the Editor

Title and Content

This is where you write and edit your Doc's actual content. 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 using the emoji icon to the right of the title.

Text Colors

Highlight the desired text and click the A icon to select a text color.

Syntax Highlighting in Code Blocks

• Add a code block using 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 with a click.

Full-Screen View for Embedded Images

• Add images using the floating action bar with the image icon.
• A placeholder for the image appears.
• Upload an image using the button or by dragging and dropping.
• After uploading, you can resize the image 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 keeps you in full control of your document history and lets you rely on a safe 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. Sub-Docs have their own version history and are not part of the parent Doc's versioning.

How Does Versioning Work?

• New versions are automatically created every 5-10 minutes while editing or after a session ends.
• Each version contains the date, time, and avatar of the last editor, if available.
• 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, and you'll then see the restored version of your document.

Your current document 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 time. Locked versions remain visible in the list but can no longer be opened or restored.

Who Can Restore Versions?

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

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

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Rights Management

General and Project-Specific User Role

In the General and Project-Specific user role, you can specify whether users in this role should have no rights, read-only rights, or write rights to the Docs.

Learn more about our rights management in this article.

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Feature Scope per Plan

• Basic: Limited; global only (1 Space)

• Standard: 1 Space and Docs at project level

• Professional and above: Unlimited; any number of Spaces and Docs at project level, restoration of 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?

It 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 shared with them in the Docs tab under Shared With Me.