Documents and editing
Documents and editing
Who can do this: Read to open a document, see who else is in it, read comments, browse and compare versions and download it as DOCX, PDF or Markdown. Comment to add a free note, reply, and change or delete your own comments. Edit to change the text, comment on selected text, save and revert versions, import, change the document state, set up translations and manage export templates. Rights are defined in the .
What it's for
A document is a rich-text page that several people edit at the same time, with comments, saved versions and export to Word and PDF. This chapter shows how to structure a document, work in it together, keep its history, bring text in, take it out, translate it and decide who sees it.
Creating documents, folders, states and tags is in . This chapter starts when the document is open.
Before you start
A document that is archived opens read-only with the note "This document is archived — restore it to make edits". Restore it from Archive in the navigator's Views first.
Translation needs an AI provider (see the callout in the translation section).
Steps: structure the document
Choose a style from Paragraph style. The list has Heading 1 to Heading 6, Title, Subtitle, Quote, Caption and Code.
Open Document structure (the book icon at the left of the toolbar). It lists every heading. Click a heading to jump to it. Drag a heading to move the whole section under it. Hover a heading to see the arrows that raise or lower its level by one.
Tick Auto-numerate headers in the same popover to number the headings.
Under the page-orientation button, choose Page properties… to set Page size, the margins and Table of contents in DOCX export. The contents list is added to the DOCX only when the document has headings.
To split a long text, select it, open Tools and choose Convert to child document. Give it a Document name; the selected text moves into a new child document under this one. Tick Insert a link in the text to leave a link in its place. Insert embedded child document creates an empty child instead. When you download as DOCX, the switch Include all children content puts every child into one file.
Save as template in Tools copies the document to the Templates folder for reuse.
Steps: work together
Everyone who opens the same document edits the same text, live. Each person has a coloured cursor with their email above it.
Open Viewers to see who else is in the document, or "No other viewers".
Click a person to jump to their cursor. Choose Follow cursor to keep your view on theirs, and Stop following to stop.
If the connection drops, a bar reads "Working with local copy — changes will sync when you reconnect".
If the document's current state limits editing to certain groups, or the document is out for external review, a bar explains that editing is locked. You can edit again when the state changes or the review ends.
Steps: comments
Open the panel with Comments in the toolbar.
To comment on text, select it and choose the speech-bubble button Add comment in the small toolbar above the selection. The panel opens with New comment.
Write the text. Type @ and a name to mention a teammate, who gets a notification. Optionally choose Set due date. Choose Comment, or Cancel to remove the highlight.
For a note that is not tied to text, use the plus button, Add note (not linked to text), then Add note.
Choose Reply under a comment to answer in its thread. Edit and Delete change your own comments.
When a thread is dealt with, choose Resolve. It leaves the list and its highlight leaves the text. The button Show resolved highlights in document (or the line at the bottom of the panel that counts resolved threads) brings them back, with Reopen on each. Hide resolved highlights in document hides them again.
Sort comments orders the list by Sort by position, Oldest first or Newest first.
Who can do what: with Edit or Owner you can resolve, edit and delete any comment. With only Comment you can add free notes and replies, and change, resolve or delete your own. A person with only Comment has no small toolbar over selected text, so they cannot anchor a comment to a passage.
Fill fields is not something you grant here. A customer sent the document with Comment + fill fields gets it automatically for that review. See .
Careful: when the document is shared with the portal, the panel has two tabs, Internal users and External users. A comment written in External users is marked Public and is visible to customers who can open the document. Check the tab before you write.
Document states and review rounds
The Document state menu in the toolbar moves the document to another state and needs Edit. A version you save remembers the state it was in. Defining states, their colours and who may move a document between them is in . Sending a document to a customer for review, and the External review rounds list, are in .
Steps: versions and restore
Open Versions (the clock icon). Each entry is numbered v1, v2 and so on, with its time, its state and a note.
Choose Save version to keep the current text as a new version. When the last person leaves a document, the system saves one by itself.
Use the icons beside a version to compare it with the current text, to view it, or to revert to it. Comparing marks the changes and has Previous change, Next change and Exit compare mode. Viewing opens the old text read-only, with Revert to this version and Back to current.
To revert, press the revert icon, then Yes at Revert?. The live text becomes that version for everyone in the document.
The trash icon archives a version after Yes at Archive?. The published version cannot be archived. Show archived versions lists archived ones; from there you cannot compare, view or revert them.
Changes timeline (the activity icon in the same popover) lists who added or removed how many characters between versions.
Careful: reverting replaces the live text. The text you had just before is not saved first. After the revert a new version is saved with the note "Reverted from v" and the number. Choose Save version before you revert if you may want the present text back.
Steps: put things in
Images: Insert image opens Insert Image with Upload, URL and Paste. Images up to 10MB. Pasting an image straight into the text also works, and may offer Compress & Insert or Insert Without Compressing.
Files: Tools, then Embed a file. Drop files in, then Upload & Insert. The dialog shows the size limit.
Links: Insert link opens Insert Link. The tabs include Docs (another document in the project), Place in Document (a heading or caption) and External Link (a web address). Expand document content in export puts the linked document's text into the exported file.
Document properties: the tag button Insert document property places a named value, for example a client name, that you keep in one place. Document properties in the item's menu edits them: Project Properties apply to every document, Document Properties to this one.
Steps: import text
Open Export / Import and choose Import content. It is offered only when you can edit.
Pick From URL, Upload file (a .md, .html, .htm or .txt file), Paste or DOCX.
Under Format leave Auto-detect, or choose Markdown or HTML.
Under Mode, Replace overwrites the whole document and At cursor inserts at the cursor.
Choose Import. On the From URL tab, Fetch imports at once.
The DOCX tab takes a .docx file and adds Split into sub-documents: None, By H1 or By H1 and H2 (2 levels). A split turns each section into a child document. A DOCX import replaces the document's text, whatever Mode shows.
Steps: export
Open Export / Import.
Choice | What you get |
|---|---|
Download as DOCX | A dialog first. Click a template, then Use template, or choose Export with standard settings. With no templates the button reads Download. Switch on Include all children content to add every child |
Download as PDF, Preview PDF | A PDF file, or a preview with Print and Download |
Download as Markdown | A .md file |
Download as HTML, Download as HTML bundle | One page, or a zip of the document and its children with a table of contents and search |
DOCX and PDF are built in the background. A line such as "Generating DOCX…" appears, with Dismiss.
DOCX templates
A template is a Word file with your title page, headers, footers and styles. Export settings opens the list for the whole project.
Choose Export settings.
Type a name, choose a .docx file (up to 50 MB) and choose Upload.
The file must contain {{CONTENT}}, where the document goes. It may also contain {{TITLE}}, {{YEAR}} and {{NUMPAGES}}. Without {{CONTENT}} the upload is refused.
Use Rename, Download or Delete on a template.
Reading and using templates needs Read. Uploading, renaming and deleting need Edit on the project. Export settings is hidden when the document is read-only. The whole-project export is a different thing: see .
Steps: translate
Open the item's menu in the navigator and choose Translations…, or open Translations in the toolbar and choose Settings. You need Edit on the document. Translating does not need AI Jobs.
Under Original language, check the language of the text.
Under Target languages, tick every language you want.
Under Translate a version, pick a saved version and choose Translate. The version and the latest version of every child document are queued.
Watch Status: Pending, Running, Ready, Error. Refresh updates it.
Each language is a separate document named like "Original [Language]", created at the top of the project. Open it from Translations in the toolbar. When the original has changed, the menu says "Behind the original — re-translate to update". Choose Re-translate to bring it up to the latest version. A child document with no saved version is skipped, so save versions first. The version list in the publish dialog shows how many languages are ready.
Needs your administrator: translation runs on the installation's AI provider. If none is available, a language ends in Error; hover its chip in the list for the message. Ask your administrator to set up an AI provider.
Tags, sharing and publishing
How to check it worked
A comment you add appears in the panel and the text is highlighted.
A saved version appears in Versions with the next number.
After a revert, the text matches the version and a "Reverted from v" entry is on top.
An import shows the new text at once. An export ends with a downloaded file.
A translation reaches Ready and opens from Translations.
Undo / what can go wrong
A revert and an import in Replace mode overwrite the text. Save a version first.
A deleted comment cannot be brought back. Deleting the first comment of a thread deletes its replies too.
An archived version cannot be brought back from this screen.
A comment in External users is read by customers.
A translation is not updated by itself when you edit the original.