Documents

Product documentation

Documents are collaborative rich-text pages that live alongside your Tasks and Projects — specs, meeting notes, runbooks, anything long-form. Several people can edit the same document at once, every document carries version history, and documents link to the rest of your workspace through relationships, attachments, and sub-documents.

Open Documents in the sidebar to see your workspace’s documents.

Create a document

  1. Open Documents and click New Document
  2. A blank draft opens in the editor — type a title and start writing
  3. Changes save automatically as you type

A brand-new document starts as a private draft and stays out of the Documents list until you edit its content, give it a real title, or publish it — abandoned blank drafts don’t clutter the list.

You keep at most one unfinished draft at a time. If you click New Document while one exists, Rollout asks whether to Continue editing it or Start fresh (discard draft).

Write with blocks

Type / in the editor to open the block menu:

  • Text: Heading 1–3, Quote
  • Lists: Bullet List, Numbered List, Task List (checkboxes)
  • Media: Code Block (syntax highlighted), Table, Divider, and Info / Warning / Danger callouts
  • Widgets: embed live workspace blocks — a Table of tasks, projects, or records, the activity Feed, or a nested Content section

Embedded widgets are live: a table embedded in a document shows current data every time the document opens, resolved for whoever is viewing.

Select text to get a floating formatting toolbar. Pasted Markdown converts to rich text automatically.

Collaborate in real time

Documents support live co-editing. Everyone with the document open edits the same copy — you see collaborators’ cursors, colored and labeled, as they type. Edits merge automatically; there is no locking and no “someone else is editing” conflict.

The sync indicator in the page header shows the connection state: Connecting, Live, or Sync paused. Actions that snapshot content (publishing, saving a version) wait for live sync to confirm the latest edits first; if sync can’t confirm, you get an error instead of a stale snapshot.

Publish and versions

A document is either Draft or Published. Click Publish in the header to publish; published documents show an Unpublish button. You can also change status from the details sidebar or the status column in the Documents list.

Version snapshots protect you from unwanted edits:

  • Publishing a draft saves a version automatically
  • Save Version (in the … menu) saves a snapshot manually
  • Version History (also in the … menu) lists snapshots with their number, date, and author — click Restore to replace the current content with that version

Details, labels, and sharing

The Details sidebar tab holds the document’s metadata:

  • Status — Draft or Published
  • Owner — the person responsible for the document
  • Access — who can see the document: Private, a Team, or the whole Workspace. See Sharing & Permissions for how access levels work.
  • Labels — workspace-wide tags, also usable as list filters
  • Custom fields — any fields defined for documents in your data model appear here

If you can view a document but not edit it, the sidebar shows a read-only notice and the editor is disabled.

Attachments

Every document has an Attachments sidebar tab:

  • Drag and drop files or use the upload area — up to 10 files at a time, 25 MB each (images, PDF, Office documents, text, CSV, JSON, XML, SVG, ZIP, Markdown)
  • Previewable files (images, PDFs) open in an in-app preview; other types download
  • Link Existing attaches a file already uploaded elsewhere in the workspace

Use the Linked section in the details sidebar to connect a document to other work:

  1. Click Link a relationship
  2. Choose what to attach — a Task, Project, Milestone, Objective, another Document, a Workflow, a Team, a Record, or an external URL
  3. Pick how it relates

Links show on both connected items, so a task linked to its spec shows the document in its own sidebar too. See Record Types & Records for more on relationships.

Sub-documents

Documents nest. The Sub-documents section in the details sidebar shows the parent document and children:

  • Add sub-document creates a blank document under the current one and opens it
  • Set parent document moves the current document under another

Comments and activity

Below the content, every document has an activity feed. Post comments, reply in threads, and filter the feed between all activity, comments, and updates (status changes, edits, and other events).

Find and organize documents

The Documents list works like other Rollout lists:

  • Filter by Status, Owner, Team, Project, Archived, Created, Updated, or keyword search on the title
  • Display menu: group by Status or Owner, sort, and choose columns — Title, Status, Owner, Updated, plus any document custom fields
  • Click a row to preview the document in the sidebar; click the title to open it
  • Save filter and display settings as views — see saved views

Documents also show up in search: press Ctrl/Cmd+K and type a document title to jump to it.

Archive and delete

Both live in the … menu on the document page:

  • Archive hides the document from default lists without losing anything. Find archived documents with the Archived filter, and restore one with Restore this document in the Ctrl/Cmd+K menu.
  • Delete permanently removes the document and its version history. This cannot be undone.