Documents
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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 in Timebook
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 pages. 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.
Managing Documents in dedicated modules
The [Documents] module provides a comprehensive and easy-to-manage view of all your documentation. You can access it in the following places:
My Work: Manage documentation that isn’t ready to be shared or has been shared specifically with you.
Team level: Each Team has its own dedicated [Documents] module, making collaboration and shared content management simple and effective.
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.
The [Documents] module also includes the [Manage view] section that lets you customize how Documents are displayed. You can choose different layouts, 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.
Creating a Document or a folder
You can create Documents and folders in various places within Timebook. No matter where you start, the process is nearly identical:
Team level: Use the dedicated module to create a Document or folder specifically for this Team.
My Work: Quickly create a Document or folder for your private content in the dedicated module.
[Resources] section in the Navigator: When creating a Document here, you’ll need to select which Team it will be assigned to.
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
Sharing Documents
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.
Sharing Documents within your Workplace
Sharing Documents within your Timebook Workplace 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.
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.
Publishing Documents outside your Workplace
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.
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