Documents (BETA)
Create team documents, organize them in folders, share them, and collect read acknowledgements.
Documents (BETA)
With Documents, you store internal texts for your team – for example team rules, onboarding, or handbooks. You share them with members or groups, assign read, edit, or admin rights, and can require a read acknowledgement.
Open the module
You can find Documents in the sidebar under Team → Documents. The item is marked with a Beta badge.
Always available
Documents is a built-in feature: there is no toggle under Administration → Modules. The menu item
is visible to every team member. Which documents you see and what you can do in them is controlled
by sharing and group permissions (module.documents.*).
Go to Documents
Not access documentation
Documents are internal team texts. Access documentation lives under Administration and records who has access to external systems (e.g. dev servers or hosting panels).
Overview
The list shows every document you have access to:
- On the left, the folder sidebar: All documents, No folder, and your folders
- On the right, cards: title, icon, last update, author, your role, tags
- Documents with a pending read acknowledgement appear at the top under Confirm reading (badge Acknowledgement pending)
On the home page, a Confirm reading banner also appears when acknowledgements are outstanding – with a direct link to the document list.
Create a document
Top right: Create document. You need the Create documents permission (module.documents.create), or you must be team owner or superadmin.
In the New document dialog:
| Field | Meaning |
|---|---|
| Title | Required, max. 65 characters (e.g. “Team rules”) |
| Icon | Optional Lucide icon |
| Tags | Existing team tags for categorization |
| Folder | Optional; inherits the currently selected folder |
| Share with the entire team | Every member can see the document (default: off) |
| Require read acknowledgement | Members must confirm they have read the content (default: off) |
After Create, the editor opens. There are no templates and no document types – the content is free-form rich text.
Edit content
In the editor you write in the rich-text editor. Changes to title and content are saved automatically (Saving… / Saved).
Use Edit to change icon, tags, and folder. Read only means you can view the content but not change it.
Folders
Folders live in the left sidebar. Anyone who can create documents can also create, rename, and delete folders.
- Create folder – new top-level folder
- Subfolder – via the folder menu (⋯), up to 8 levels
- Rename / Delete
Deleting a folder
A deleted folder is archived. Documents and child folders move to the parent folder – or to No folder if there is no parent. The documents themselves are kept.
Sharing
Only document Admins see Share. Open the Share document sheet to control access. Sharing is inside the team only – there are no public links.
Document roles
| Role | Meaning |
|---|---|
| Read | View content and submit a read acknowledgement |
| Edit | Change title, content, icon, tags, and folder |
| Admin | Also manage sharing, toggle read acknowledgement, and view acknowledgement status |
The highest role wins. The creator is always Admin. Team owners, superadmins, and members with View all documents (module.documents.view.all) also get admin access, even without an entry in the share list.
Who you can share with
- Entire team – optionally with a role for everyone (default Read)
- Members – add individuals and set a role
- Groups – entire groups with the same role
Then Save.
Without module.documents.view.all, the list only shows documents shared with you or ones you created.
Read acknowledgement
When Require read acknowledgement is on (at creation or later under Share):
- Readers see the banner “Please confirm that you have read and understood this document.”
- Confirm with I have read this
- Afterwards: “You have acknowledged the current version.”
Who must acknowledge? Everyone with share-based access: the creator, assigned members/groups, and – if enabled – the entire team.
view.all does not auto-require acknowledgement
Being team owner or having module.documents.view.all does not put you on the acknowledgement
list. The required list follows sharing, not the admin bypass.
Content changed: As soon as the text is saved, previous acknowledgements become outdated. People must confirm again. The list then shows Acknowledgement pending again.
Track progress: Admins open View acknowledgements (also in the share sheet). Statuses include Not acknowledged yet, Acknowledged …, or Acknowledged … — outdated, plus a count of who among the required people has already acknowledged.
There is no email, push, or Discord notification – only the home-page banner and the Confirm reading section in the document list.
Team permissions
Under Groups in the Documents category:
| Permission | Key | Meaning |
|---|---|---|
| View all documents | module.documents.view.all | See every team document (admin on the document) without being on the share list |
| Create documents | module.documents.create | Create documents and folders (team owners always can) |
| Delete documents | module.documents.delete | Delete any document, even without document admin |
Delete
In the editor, Delete. The document is archived and disappears from the list. You can do this as document admin, or with module.documents.delete / superadmin.
Plan limits
The number of documents and folders depends on the team plan. On the Free plan, typically:
- 5 documents
- 3 folders
Paid plans allow significantly more. Current values and upgrades: pricing page.
Limit reached?
When the maximum is reached, you cannot create more documents or folders until you delete some or upgrade the plan. The UI then shows an upgrade hint.
Tips
- For team rules: Share with the entire team and Require read acknowledgement – then you can see who has read the current version
- Save content changes deliberately: every text change invalidates previous acknowledgements
- Folders and tags keep onboarding, handbooks, and protocols separate
- Developers can find the API under
/v1/documents