Collaboration

Work together on pages with real-time editing, comments, mentions, and sharing.

Real-Time Collaboration

Multiple people can edit the same page simultaneously.

How It Works

Live Cursors:

• See other users' cursors in real-time
• Each user has a unique color
• Shows where they're typing

Live Changes:

• Changes appear instantly for all users
• No need to refresh
• Automatic conflict resolution

Presence Indicators:

• User avatars show who's viewing
• Appears in the top-right corner
• Click to see full list

Best Practices for Real-Time Editing

✅ Do:

• Communicate in comments about major changes
• Work on different sections when possible
• Use presence to coordinate
• Save frequently (auto-save handles this)

❌ Don't:

• Edit the same sentence simultaneously
• Delete others' work without discussion
• Make major changes without notice

Comments

Add comments to discuss content, ask questions, or provide feedback.

Adding Comments

Method 1: Highlight Text

1. Select text you want to comment on
2. Click the comment icon that appears
3. Type your comment
4. Press Enter or click "Comment"

Method 2: Block Comment

1. Hover over a block
2. Click the comment icon (💬)
3. Type your comment
4. Submit

Method 3: Page Comment

1. Open the comments panel
2. Click "Add comment"
3. Type general feedback
4. Submit

Comment Features

Inline Comments:

• Attached to specific text
• Highlighted in the page
• Click highlight to view

Block Comments:

• Attached to a block
• Icon appears next to block
• Click to view thread

Page Comments:

• General page feedback
• Not tied to specific content
• Visible in comments panel

Replying to Comments

1. Click on a comment
2. Type your reply in the thread
3. Press Enter to submit

Threading:

• Replies are nested under original comment
• Maintains conversation context
• Easy to follow discussions

Resolving Comments

Once a comment is addressed:

1. Click the comment
2. Click "Resolve" button
3. Comment is marked as resolved
4. Can be hidden from view

Viewing Resolved Comments:

• Toggle "Show resolved" in comments panel
• See all past discussions
• Can unresolve if needed

Editing and Deleting Comments

Edit:

1. Hover over your comment
2. Click "Edit"
3. Make changes
4. Save

Delete:

1. Hover over your comment
2. Click "Delete"
3. Confirm deletion

Note: You can only edit/delete your own comments.

Mentions

Mention team members to notify them and draw their attention.

Mentioning Someone

1. Type @ in a comment or block
2. Start typing their name
3. Select from the list
4. They receive a notification

Where You Can Mention:

• Comments
• Text blocks (if enabled)
• Todo items
• Anywhere text is editable

Mention Notifications

When mentioned:

• Notification appears in notification center
• Email notification (if enabled)
• Can click to jump to mention

Mentioning Multiple People

• Type @ for each person
• Or use @everyone to notify all team members (if available)

Best Practices

✅ Do:

• Mention specific people who need to see it
• Provide context with your mention
• Use for action items and questions

❌ Don't:

• Overuse @everyone
• Mention people unnecessarily
• Spam mentions

Page Sharing

Control who can access and edit your pages.

Share Settings

Accessing Share Settings:

1. Open the page
2. Click "Share" button (top-right)
3. Share dialog opens

Team Sharing

Adding Team Members:

1. In share dialog, type team member's name
2. Select from list
3. Choose permission level
4. Click "Invite"

Permission Levels:

• View: Can read only
• Comment: Can read and add comments
• Edit: Can make changes
• Full Access: Can share and manage permissions

Removing Access:

1. Find person in share list
2. Click "Remove" or change to "No access"

Public Sharing

Create a link anyone can access.

Creating Public Link:

1. In share dialog, toggle "Share to web"
2. Link is generated
3. Copy and share

Link Options:

• Anyone with link can view: Public read-only
• Anyone with link can edit: Public editing (use carefully!)
• Password protected: Require password to access
• Expiration date: Link expires after date

Disabling Public Link:

1. Toggle off "Share to web"
2. Link becomes inactive

Workspace Permissions

Pages inherit permissions from workspace settings.

Workspace-Level Sharing:

• All pages in workspace share permissions
• Add members to workspace
• They get access to all pages

Page-Level Override:

• Can restrict access to specific pages
• More granular control
• Useful for sensitive content

Notifications

Stay updated on page activity.

Notification Types

Mentions:

• Someone mentioned you
• Includes context and link

Comments:

• New comment on page you're following
• Reply to your comment

Edits:

• Major changes to pages you're watching
• Can configure sensitivity

Shares:

• Someone shared a page with you
• New access granted

Managing Notifications

Notification Center:

• Click bell icon (top-right)
• See all notifications
• Mark as read
• Click to jump to page

Email Notifications:

• Configure in settings
• Choose frequency (instant, daily digest, off)
• Select which types to receive

Following Pages:

1. Open a page
2. Click "Follow" or star icon
3. Receive notifications for activity

Unfollowing:

• Click "Unfollow" to stop notifications
• Still have access, just no alerts

Activity and History

Track changes and see who did what.

Page Activity

Viewing Activity:

1. Open the page
2. Click "Activity" or "History"
3. See chronological list of changes

What's Shown:

• Who made changes
• When changes occurred
• What was changed (summary)
• Comments added

Version History

Some implementations include version history:

Viewing Versions:

1. Open activity/history
2. Click on a specific version
3. See page as it was at that time

Restoring Versions:

1. View a previous version
2. Click "Restore this version"
3. Page reverts to that state

Note: Current version is saved before restoring.

Collaborative Workflows

Meeting Notes Workflow

Before Meeting:

1. Create page from Meeting Notes template
2. Share with attendees
3. Add agenda items

During Meeting:

• One person takes notes
• Others can add points
• Use todo blocks for action items
• Mention people for tasks

After Meeting:

• Review and clean up
• Assign action items
• Share with stakeholders
• Archive when complete

Document Review Workflow

Draft Phase:

1. Create document
2. Share with "Comment" permission
3. Request feedback

Review Phase:

• Reviewers add comments
• Author addresses feedback
• Use resolve to track progress

Final Phase:

• Resolve all comments
• Share final version
• Change to "View" only

Project Collaboration

Setup:

1. Create project page
2. Add team members with Edit access
3. Create child pages for different aspects

Ongoing:

• Team updates their sections
• Use comments for questions
• Mention for urgent items
• Regular sync meetings

Best Practices

Communication

✅ Do:

• Use comments for discussions
• Mention people for action items
• Resolve comments when addressed
• Provide context in comments

❌ Don't:

• Edit without communication
• Leave unresolved comments
• Overuse mentions
• Have discussions elsewhere

Permissions

✅ Do:

• Use least privilege (minimum access needed)
• Review permissions regularly
• Use workspace permissions for teams
• Document who has access

❌ Don't:

• Give everyone full access
• Share sensitive info publicly
• Forget to remove access when needed
• Use same permissions for all pages

Collaboration Etiquette

Be Respectful:

• Acknowledge others' work
• Constructive feedback only
• Don't delete without discussion
• Credit contributors

Be Clear:

• Clear comments
• Specific mentions
• Actionable feedback
• Context for changes

Be Responsive:

• Address mentions promptly
• Resolve comments when done
• Update status
• Communicate blockers

Troubleshooting

Can't see others' cursors?

Check:

• Internet connection
• Page is shared with them
• They're actually editing

Solution:

• Refresh the page
• Verify they're online

Comments not appearing?

Check:

• Internet connection
• Page permissions
• Comment wasn't deleted

Solution:

• Refresh the page
• Check resolved comments

Mention notification not received?

Check:

• Notification settings
• Email settings
• Spam folder

Solution:

• Check notification center
• Update settings
• Verify email address

Can't share page?

Check:

• You have sharing permissions
• Page isn't locked
• Team settings allow sharing

Solution:

• Ask page owner for access
• Check workspace settings

Related

• Page Features - Icons, covers, and metadata
• Creating Pages - Page creation
• Workspaces - Workspace permissions