collab.spaceDocumentation

Working with Documents

Create, organize, and manage your documents with folders and variants.

Creating a Document

  1. Click the + button in the file tree toolbar
  2. Select New File from the dropdown
  3. Enter a name for your document
  4. Click Create to save

The new document opens automatically in the editor tab.

You can also right-click on a folder and select New File to create a document inside that folder.

Creating a Folder

  1. Click the + button in the file tree toolbar
  2. Select New Folder from the dropdown
  3. Enter a name for your folder
  4. Click Create to save

You can also right-click on a folder to create a nested folder inside it.

Uploading Files

In addition to creating editor documents, you can upload files directly:

  1. Click the + button in the file tree toolbar
  2. Select Upload Files from the dropdown
  3. Either drag files into the dropzone or click to browse
  4. Select a destination folder
  5. Click Upload to begin

Uploaded files appear in the file tree with type-specific icons (PDF, image, video, etc.) and can be organized alongside editor documents in the same folder structure.

For detailed upload information, see Uploading Files.

Folder Organization

Expanding and Collapsing

Click the chevron arrow next to any folder to show or hide its contents. This helps you focus on specific areas while keeping the overall structure visible.

Moving Documents

  1. Right-click on a document or folder
  2. Select Move from the context menu
  3. Choose the destination folder from the tree selector
  4. Click Move to confirm

Documents inside folders can inherit permissions from their parent, making bulk access control easier.

Renaming Documents

  1. Right-click on the document or folder
  2. Select Rename from the context menu
  3. Enter the new name
  4. Press Enter or click outside to save

Duplicating Documents

  1. Right-click on a document (files only)
  2. Select Duplicate from the context menu
  3. A copy is created with "(Copy)" appended to the name
  4. The duplicate has its own independent version history

Creating Variants

Variants are alternative versions of a document, useful for:

  • Regional adaptations (EU version, APAC version)
  • Audience-specific content (Internal, External)
  • Alternative drafts (Proposal A, Proposal B)

To create a variant:

  1. Right-click on an existing document
  2. Select Create Variant from the context menu
  3. Enter a name for the variant
  4. Click Create

Variants appear nested under their parent document in the file tree and maintain independent version histories.

Deleting Documents

  1. Right-click on the document or folder
  2. Select Delete from the context menu
  3. Confirm the deletion

Important: Deleting a folder removes all its contents. Deleting a parent document also removes all its variants.

Organization Tips

  • Create top-level folders for major categories (Projects, Documentation, Archive)
  • Use subfolders to break down large collections
  • Keep folder names concise but descriptive
  • Consider using a consistent naming convention across your team
  • Use variants instead of duplicate files when you need alternative versions

Next Steps