Documents
Reading time: 9 minutes
Last updated
Reading time: 9 minutes
Last updated
In short: Documents in Timebook support collaborative work for teams and personal use. They allow you to create multi-page content and organize information efficiently. Documents can be shared internally or externally with specific access controls to ensure proper collaboration. Additionally, you can pin important Documents for quick access and bookmark frequently used ones for easy navigation.
Documents are essential for managing reports, plans, white papers, and other key resources that support your team’s workflow. They serve as collaborative spaces where teams can organize and share information, ensuring that everyone remains aligned and processes are well documented.
While Documents provide the structure for organizing and grouping content, the actual editing and creation happen within individual . Each Document can consist of one or multiple pages, allowing flexibility in how you manage your information. You can also organize Documents into folders, grouping related resources together for more streamlined documentation.
Each Team in Timebook has a module dedicated to managing Documents (more on that below) to provide a centralized location for all Team-specific content.
However, Team Owners or Admins have the option to hide the [Documents] module through the dedicated tab in the [Team settings]. If needed, this tab can also be used to restore the module.
For more information, see Document settings in Team
The [Documents] module offers a comprehensive, easy-to-manage view of all documentation and is available at both the Team level and for personal use in My Work. At the Team level, it supports collaboration and management of shared content, while in [My Work], it provides a private space for individuals to manage the documentation that is not meant to be shared.
Main features of the [Documents] module:
You can select any Document to access its contents. Once inside, you can edit its pages, ensuring that all information remains up-to-date.
You can create new Documents or folders to organize related content.
You can also drag and drop Documents to rearrange them in the list or move them into specific folders as needed.
Each Document displays an indicator of the number of pages it contains, while each folder shows the number of Documents it holds.
As a Technical Writer, you can use the [Documents] module to create reports, guides, and white papers, collaborating with team members to keep documentation up-to-date.
As a Product Owner, you can use the [Documents] module to prepare and publish product plans, roadmaps, and strategies, helping you communicate priorities and align others with the vision.
If you want to keep a particular Document accessible, open it in the [Documents] module and use the options in the top-right corner:
[Add to Bookmarks] saves the Document for future reference. You can find it by opening the [Bookmarks] module in the Navigator.
[Pin to Navigator] adds the Document to the [Pinned items] area of the Navigator. You can quickly jump to the pinned Document using the menu on the left, no matter where you are in Timebook.
We have a dedicated article on how to use pins and bookmarks to keep your important objects always within easy reach.
For more information, see Bookmarks & pins
The [Documents] module also includes the [Manage view] section that lets you customize how Documents are displayed. You can choose , such as List or Table, to best suit your needs. Filters are also available to narrow down the Documents shown, for example, by tags or owner. Additionally, you can save these customized views either as public, for all members to access, or as private, for your personal use.
You can create Documents and folders in the following places in Timebook. Regardless of where you create them, the process is nearly identical:
In the dedicated module at the Team level, if you want to create a Document or a folder specifically for this Team.
In the dedicated module in [My Work], if you want to quickly create a Document or a folder for your private content.
You can also create pre-configured Documents using Timebook templates. Our Template Center offers several ready-to-use Documents that you can create in an instant and modify later on.
For more information on templates in Timebook, see Template Center
To create a Document:
Click the [+] button at the top of the Document list.
Select [Document].
Give your new Document a meaningful name. Both the Document and its main page will use this name. You can now start adding content to the main page. You can also add more pages to build a more complex structure. For more information, see Pages
In this module, you can also create folders to organize your content.
Follow the instructions above, but select [Folder] instead of [Document] when creating a new item.
One key aspect of collaboration in Timebook is the ability to share work and content with a selected audience.
Documents are no different; you can choose to share them with other Timebook users and set specific access rights. Alternatively, you can publish a read-only version of your Document, allowing anyone with a link to view it.
When a Document you share contains multiple pages, they will all be shared with the selected people.
Sharing Documents within Timebook offers practical benefits for content collaboration. For example, it enables you to share personal Documents from [My Work], which would otherwise remain private, allowing you to collaborate with others selectively.
Additionally, when a Document is shared with your Team, it is clearly marked with the [Shared] icon in your Team’s [Documents] module, making it easy to access valuable information without having to switch Teams.
To share a Document in Timebook:
Click [Share] in the top-right corner of your Document.
In the [Share in Timebook] tab, use the dropdown to select who you want to share the Document with. You can choose specific members of or all members of a different Team.
Define access rights for each person (or group) you want to share the Document with. By default, they [Can view] the content of the Document. But you may also give them [Can edit] or [Can edit & share] permissions.
Click [Save] to confirm your choices. Based on the permissions you set, the selected people now have access to your Document.
If you only need a link to a specific Timebook Document, use the [Copy link] button at the bottom of the [Share in Timebook] tab.
Use this feature if you want anyone with the link to be able to access your Document, even if they are not Timebook users. There are no editing permissions here as we publish such Documents in the view-only mode.
To publish a Document online:
Click [Share] in the top-right corner of your Document.
Go to the [Publish online] tab.
Click the [Publish] button to confirm.
Your Document is now publicly available. You can share it with anyone using the [Copy link] button.
To revoke someone’s access to a Document, click [Share] and then click the [X] button next to the person or group whose access you want to revoke.
To unpublish a Document, click [Share], go to the [Publish online] tab, and turn off the [Public link] toggle. The Document links you shared with others will not work anymore.
Pages
Create meaningful content with powerful editor and reusable Timebook elements.
Blocks
Start building content in Timebook with customizable blocks.
Comments
Review page content and submit feedback in a dedicated section.
Wiki
Publish guidelines and best practices for all Workplace members.
Template Center
Create and reuse templates to manage documentation with less effort.
