--- title: "A document" slug: workspace/document url: https://projectri.com/docs/workspace/document section: workspace audience: workspace app_route: "/[slug]/[user]/documents/[id]" permissions: [document.view, document.upload, document.delete] mobile: "/notes" updated: 2026-09-08 source: Projectri documentation --- # A document One document — the file preview or the written body, its attachments, comments, version history, sharing and export. ![A document](https://projectri.com/docs-shots/workspace-document.png) ## What it is A document page is the same editor a note uses, with two things a note does not have: an uploaded file it can *be*, and an attachments rail underneath. If the row was created by upload, the body is not editable and the file is shown instead. ## How to get there Open it from the [Documents](/docs/workspace/documents) list, from a project's documents tab, or from a link. Reading needs `document.view` and access to the row. Editing, attaching and restoring from trash need `document.upload` plus edit access. Deleting needs `document.delete` and being the owner. ## How to use it ### Read an uploaded file 1. Images and PDFs are shown inline on the page. 2. Anything else — and any image or PDF the browser cannot render — falls back to a card showing the icon, the filename and its size with *"Click to open"*, which opens the file in a new tab. 3. Under an inline preview, **Open** does the same. There is no preview for Word, Excel or PowerPoint files; those open in whatever your machine uses for them. ### Write one If the document is written rather than uploaded, everything in [Writing a note](/docs/workspace/note) applies — the formatting toolbar, tables, charts, callouts, templates, comments anchored to a selection, and live co-editing. Documents additionally have the **Insert image** button, because they have somewhere to store the image. Set the kind with the type picker in the meta row: **PRD**, **FRD**, **Design Spec**, **Meeting Notes**, **Report** or **Document**. **File** is not offered — it is set by uploading and never chosen. On an uploaded document the picker is read-only. ### Attach files 1. Scroll to the **Attachments** rail under the body. 2. Press **Add file**, or drop files onto the rail. The empty state reads *"Drop a file here, or use Add file. Up to 25 MB each."* 3. Same rules as an upload: 25 MB per file, 10 at a time, the same accepted types. 4. **Remove attachment** asks *"Remove "name"? It comes off this document. The file itself is deleted."* Only the person who uploaded it or the document's owner can remove it. Images dropped into the *body* are stored separately and stay out of the rail. ### Versions 1. Open **Version history**. A version is cut automatically before a content edit, at most one every five minutes, and never when nothing changed. 2. **Save a version now** cuts one deliberately; **Name** it to keep it for ever. 3. **View** previews one, **Restore this version** puts it back — and saves the current state first, so history is never rewritten. ### Export The export menu offers **PDF** (branded, print-ready), **Word** (.docx, fully editable), **Markdown** (.md for docs and repos) and **Plain text** (.txt, no formatting). ### Share The share dialog is the same as a note's: per-person **Can view** / **Can comment** / **Can edit**, a **Workspace** or **Private** switch, and a public link at `/share/document/` that reads without signing in. ## What it affects - **Storage.** The file, the attachments, embedded images and every stored version all count against the workspace storage meter. - **Restoring reseeds live co-editing** and reindexes search immediately, so a colleague watching the document sees the restore land. - **Trashing.** Moving to trash is reversible from the list. Deleting permanently also purges the stored file. - **Sharing sends** a bell entry, a push and an email to the person you shared with. - **A public link is not indexed** and exposes the title, the body, the author's name and the workspace name — no comments, no attachments, no history. ## On mobile The phone opens the same reader for both notes and documents: the stored body, the file, its attachments and export, plus live presence. Writing, renaming and deleting stay on the web. ## Limits and gotchas - **Version content over 512 KB is not kept**, only its size. Such a version reads *"This version's content is no longer stored."* - Versions are kept in full for 7 days, then one a day for 90 days. A named version is kept for ever, and the newest one always survives. - An old version can be viewed and restored, but not downloaded on its own. - Starring or tagging a document does not cut a version; only a content edit does. - The **Ask Nia** button is hidden on a document that is an uploaded file. - Sharing and commenting are governed by the note permissions rather than the document ones — see the note on [Documents](/docs/workspace/documents). ## Related - [Documents](/docs/workspace/documents) — the list, uploads and templates. - [Writing a note](/docs/workspace/note) — the editor in detail. - [Exports](/docs/features/exports) — what each format produces. - [Data and privacy](/docs/features/data-and-privacy) — retention and deletion. ## Related - [Documents](https://projectri.com/docs/workspace/documents.md): Written documents and uploaded files in one library, with type filters, drag-and-drop upload, templates and a trash tab. - [Writing a note](https://projectri.com/docs/workspace/note.md): The note editor — formatting, tables, charts, callouts and templates, with live co-editing, comments anchored to a selection, version history and sharing. - [Exports and downloads](https://projectri.com/docs/features/exports.md): What you can take out of Projectri, in which formats, who is allowed to, and what a download deliberately leaves behind. - [Data and privacy](https://projectri.com/docs/features/data-and-privacy.md): Where a workspace's data lives, how long it is kept, how a person gets a copy or has it erased, and why closing an account is not the same as erasure.