CoherenceCOHERENCE

Managing Docs

Create, organize, and share written documents across your workspace

Managing Docs

The Docs module is your workspace's knowledge base for creating and managing written content. Write briefs, notes, policies, and any other text-based documents directly in Coherence.

The Docs Module

The built-in Docs module includes essential fields:

FieldTypePurpose
TitleTextDocument name (primary field, required)
TypeSelectGeneral, Brief, Policy, Guide, etc.
StatusSelectDraft, In-review, Published, Archived
OwnerReferenceDocument owner (links to Users)
SummaryRich TextThe main document content
Source URLURLReference link to external source
TagsMulti-selectFlexible categorization

Customize with additional fields like department, review date, or audience to match your documentation workflows.

Document Types

Categorize docs by purpose:

TypeDescriptionExamples
GeneralStandard documentsMeeting notes, general content
BriefStrategic summariesProject briefs, rollout plans
PolicyOfficial guidelinesCompany policies, procedures
GuideHow-to contentTutorials, onboarding docs
ReportAnalysis and insightsStatus reports, retrospectives
NotesQuick documentationResearch notes, call notes

Custom Document Types

Add your own types:

  1. Go to Settings > Modules > Docs
  2. Edit the Type field
  3. Add types specific to your business

Document Statuses

Track document lifecycle:

StatusColorDescription
DraftGrayWork in progress
In-reviewBlueUnder review or approval
PublishedGreenFinal, approved content
ArchivedYellowNo longer active

Creating Documents

Quick Create

  1. Click + New record in the Docs module
  2. Enter the document title
  3. Set the type and status
  4. Write your content in the Summary field
  5. Click Save

From the Sidebar

Quick access from anywhere:

  1. Click Docs in the sidebar
  2. Click + New record
  3. Start writing immediately

Keyboard Shortcut

Fast document creation:

  • Press Cmd+K → "Create doc"
  • Or press N from the Docs module

Writing Documents

The Summary Field

The Summary field is a rich text editor supporting:

  • Formatting: Bold, italic, underline, strikethrough
  • Headings: H1, H2, H3 for structure
  • Lists: Bullet points and numbered lists
  • Links: Hyperlinks to external content
  • Media: Embed images and videos
  • Code: Inline and block code formatting
  • Quotes: Block quotes for callouts

Embedding Content

Enrich documents with media:

  1. Click in the Summary field
  2. Paste an image or drag and drop
  3. Resize and position as needed

Supported embeds:

  • Images (JPG, PNG, GIF, WEBP)
  • Videos (YouTube, Vimeo links)
  • Screenshots and diagrams

Source References

Link to external sources:

  1. Use the Source URL field
  2. Add the reference link
  3. Readers can access the original source

Document Views

List View

See all documents with:

  • Title and type
  • Status badges
  • Owner name
  • Last modified date

Quick Filters

Built-in filter options:

  • Starred: Your favorited docs
  • Needs Review: In-review status
  • My Docs: Documents you own

Saved Filters

Create custom views:

  • "Team Policies"
  • "Active Briefs"
  • "Archived 2024"

Organizing Documents

Using Tags

Flexible categorization:

  1. Open a document
  2. Add tags in the Tags field
  3. Filter by tag in list view

Tag examples:

  • Department: #marketing, #engineering, #sales
  • Project: #q4-launch, #product-update
  • Audience: #internal, #customer-facing

Using Types

Structural organization:

  • Filter by type for specific content
  • Set default types for quick creation
  • Combine with tags for granular filtering

Document Collaboration

Ownership

The Owner field tracks responsibility:

  • Appears in document metadata
  • Can filter "My Docs" view
  • Transfer ownership when needed

Status Workflow

Move documents through stages:

  1. Draft → Initial writing
  2. In-review → Share for feedback
  3. Published → Finalize and share widely
  4. Archived → Retire outdated content

Sharing Documents

Share with your team:

  1. Set appropriate visibility level
  2. Share the document link
  3. Team members can view based on permissions

Searching Documents

Press Cmd+K and type:

  • Document title
  • Keywords from content
  • Tag names
  • Owner name

Advanced Filters

Build specific queries:

Type = Policy
AND Status = Published
AND Tags contains "Engineering"

Full-Text Search

Search within document content:

  • Finds text in Summary field
  • Matches partial words
  • Highlights results

Document Permissions

Visibility Levels

Control who can view:

LevelAccess
AccountAll workspace members
TeamSpecific teams only
PrivateOnly owner

Setting Visibility

  1. Open the document
  2. Click the visibility selector
  3. Choose the appropriate level

Best Practices

Write Clear Titles

Use descriptive, searchable names:

  • ✅ "Q4 2024 Product Launch Brief"
  • ❌ "Brief v2"

Structure Your Content

Use headings and formatting:

  • Start with a summary
  • Use headings for sections
  • Add lists for key points
  • Include visuals when helpful

Maintain Status Accuracy

Keep status current:

  • Update when starting review
  • Publish when approved
  • Archive when outdated

Tag Consistently

Develop a tagging strategy:

  • Define standard tags
  • Apply consistently
  • Review and clean up periodically

Regular Review

Keep content fresh:

  • Review published docs quarterly
  • Update or archive stale content
  • Check for accuracy

Related: Modules Overview | Collaboration | Search