Docs in projects

Docs let you create and collaborate on notes, wikis, and knowledge bases directly inside a project—so you don’t need to switch to external tools like Google Docs.

Docs are great for:

• Project briefs and specs
• Client documentation
• Meeting notes
• Internal wikis and guides

Docs layout

The Docs page has two main areas:

• Docs sidebar (left)

  Shows folders and doc titles. You can organize docs here.

• Doc content (right)

  Where you write, edit, and collaborate on the selected doc.

Organize docs with folders

• You can create folders and subfolders up to 5 levels deep
• At the 5th level, you can create docs only (no more subfolders)
• Drag and drop docs to reorder them or move them in and out of folders

Watchers

Watchers are the people who receive notifications about a doc.

How watchers work

When you create a new doc:

• You are the only watcher by default
• No one else is notified until you add them

To add watchers:

• Click the eye (watchers) icon
• Select the people you want to notify about the doc

You will automatically become a watcher if:

• You create the doc
• Someone adds you via the watchers icon
• You comment on the doc
• You’re mentioned in a comment

To stop receiving notifications:

• Click the eye icon
• Remove yourself from the watchers list

Comments

Docs support collaboration through comments.

• Click the Comment icon to open the comment sidebar
• Add comments, mention teammates, add emojis, and attach files
• All watchers will receive notifications about comments and mentions

Click Hide or the Comment icon again to close the sidebar and return to the doc view.

Doc templates

If you often create docs with the same structure, templates can save time.

Create a template

1. Inside a doc, type /   and select Template

   or type ::   and click Add template

2. Enter the template content
3. Give it a name and save

Insert a template

You can insert a template anywhere in a doc:

• Type /   and select a template
• Or type ::   and choose a template from the list

Rename or delete a template

1. Type /   and select Template
2. Open the template you want to manage

3. Click Edit or Delete in the bottom-right corner

Lock a doc

Locking prevents others from editing a doc.

• Workspace owners and admins can lock or unlock any doc
• Members can lock or unlock docs they created
• Guests can lock or unlock only the docs they created

If an admin locks a doc, only another admin or the workspace owner can unlock it.

Move a doc to another project

To move a doc:

1. Right-click the doc name in the Docs sidebar
2. Click Move to
3. Select the destination project

Share a public link

You can share a doc publicly with anyone.

• Click Share public link
• Anyone with the link can view the doc content
• Comments are not visible in the public view

Embed Google Docs, Sheets, and other services

You can embed Google Docs, Google Sheets, Google Slides, and other external tools directly into a project doc. This is useful when you want to keep client documents and external resources accessible without leaving Upbase.

What you can embed

• Google Docs
• Google Sheets
• Google Slides
• Other services like Airtable, Miro, Figma, Canva, YouTube, Loom, and more

Note: Some services require the link to be publicly accessible in order to embed correctly.

How to embed Google Docs, Sheets, or Slides

1. Click the + button at the top of the Docs sidebar.
2. Select Embed Google Docs, Embed Google Sheets, or Embed Google Slides.
3. Enter a title for the embedded doc.
4. Paste the Google file URL.
5. Click Save.

The embedded file will appear in your Docs sidebar and open directly inside Upbase.

How to embed other services

1. Click the + button in the Docs sidebar.
2. Select Embed Other Services.
3. Enter a title.
4. Paste the URL of the tool you want to embed.
5. Click Save.

This lets you keep external tools and client resources organized alongside your project docs.

Embedding documents helps keep all project knowledge—internal notes and external resources—in one place for your team and clients.