Backlog 101: Document overview

The Documents feature allows you to add content, collaborate on editing, and comment on text. It can be used for a variety of purposes, such as creating meeting minutes, project design documents, or user manuals.

Enabling the documents feature

Follow these steps to enable the Documents feature:

1. Go to Project Settings > Basic Settings.
2. Check the box for Enable Documents.
3. Click Save.

Once enabled, a document icon will be added to the side menu.

Plan-specific document limits

The number of documents you can create, the number of collaborators, and the number of attachments per document are subject to plan-specific limits. The limits for each plan are as follows:

How to use documents

The Documents feature is a rich text tool that allows you to format text and attach images. It supports simultaneous editing by multiple members, making it efficient for creating content collaboratively. Below is a guide on how to use the basic features of Documents.

Viewing a Document

1. Click the Document icon.
2. When you first access the Documents feature, a guide page titled "Welcome to Documents" will appear. If documents have already been created in the project, the top document in the list will be displayed.
3. If there are multiple documents, you can switch between them using the document side menu.

Adding a document

Follow these steps to add a document:

1. Click the + icon on the document side menu.
2. The document editing screen will appear, allowing you to input text.
3. Click Save and Exit to complete the process.

Adding documents in a hierarchical structure

Documents can be organized in a hierarchical structure. To add a document within this structure:

1. Click Add a document below this one from the side menu of the selected document.

Editing a document

1. Click Edit to begin editing the document.
2. Use the toolbar to format text and adjust the layout with Rich Text options.

Using slash commands

You can use slash commands by typing "/" while editing a document. This will display a menu of options that you can select or insert. You can narrow down the menu by typing a command name after "/".

Collaborative editing by multiple members

Documents support simultaneous editing by multiple team members. Icons will show who is currently editing the document.

Saving a document

To save a document, click Save and Exit.

Searching a document

To search for content within a document:

1. Click Search Document.
2. Enter a keyword in the search bar.
3. The search results will be displayed, with the matching sections highlighted. Click on a result to navigate to that part of the document.

Adding comments

You can add comments to specific text in a document.

1. Highlight the text you want to comment on.
2. Click Comment.
3. Enter your comment and click Post.

The comment will be added, and the selected text will be highlighted, with the commenter’s icon shown in a speech bubble.

Viewing comments

Viewing Comments on Specific Text

Click the speech bubble next to the highlighted text to view the comments.

Viewing All Comments

Click Show Comments to display all comments within the document.

Replying to comments

To reply to a comment:

1. Click the comment you want to reply to.
2. Enter your response in Reply to Comment.
3. Click Post.

Editing comments

To edit a comment:

1. Click the three-dot menu on the comment.
2. Select Edit Comment, make your changes, and click Save.

Deleting comments

Only the user who added the comment can delete it.

1. Click the three-dot menu on the comment.
2. Select Delete Comment.

Copying the comment URL

To copy the URL of a comment:

1. Click the three-dot menu on the comment.
2. Select Copy URL.

Comment statuses

Comments can have different statuses based on their resolution. Adjust the status as needed.

Changing comment status

To change the status of a comment:

1. Click the comment.
2. Select the new status from the dropdown box.
3. Click Save.

Reopening resolved and hidden comments

Once a comment is marked as "Resolved and Hidden," it will no longer be visible in the document. To view or reopen it:

1. Click the three-dot menu in the document.
2. Select View Resolved and Hidden Comments.
3. Click the three-dot menu next to the comment and select Reopen Comment.

Using version history

The Version History feature tracks changes to a document every time it is saved.

Viewing version history

1. Click the three-dot menu on the document.
2. Select View Version History.

Managing versions

You can manage specific versions of the document.

1. Click the three-dot menu on the document.
2. Select Save Current Version.
3. Enter a version name and click Save.

Sorting documents

To reorder or organize documents into a hierarchy, drag and drop the document within the side menu.

Copying and duplicating documents

Copying a URL

To copy the document URL:

1. Click the three-dot menu on the document.
2. Select Copy URL.

Duplicating a document

1. Click the three-dot menu on the document.
2. Select Duplicate.

Exporting a document

To export a document:

1. Click the three-dot menu on the document.
2. Select Export.
3. Choose the format and click Export to download the file.

Deleting a document

There are two options for deleting a document: Move to Trash and Permanently Delete.

Documents in the trash can be restored, but permanently deleted documents cannot be recovered.

Moving a Document to Trash

1. Click the three-dot menu on the document.
2. Select Move to Trash.

Restoring a document

To restore a document from the trash:

1. Click the three-dot menu on the document.
2. Select Restore.

Permanently deleting a document

Only members with admin privileges can permanently delete a document.

To permanently delete a document:

1. Click the three-dot menu on the document.
2. Select Permanently Delete.