Notes & Docs: documentation that doesn't go stale

Every company has documentation. And almost every one has the same problem: it's scattered, nobody knows who may read it, and after a year half of it is wrong. Notes & Docs is our answer: private notes, shared notes and wiki pages in spaces, all in one place, with clear access rights and a mechanism against stale content.

One editor for everything

You write in a visual editor with Markdown underneath: headings, lists, tables, task lists, code, images and draw.io diagrams. Notes save themselves a few seconds after your last keystroke. Ctrl/Cmd+S saves immediately, and Ctrl/Cmd+E switches between reading and editing.

Who can do what? It depends on where the note lives

• Personal note. It's yours. You decide who may read it: only you, teams, projects, specific people or everyone. You and the people you name as editors may edit it.
• Page in a space. A space (for example per team, project or topic) has a page tree and an access list with the levels Read, Edit and Admin. When several people should write together, this is the right place.

You don't have to work it out yourself: the Access button in every note's toolbar shows where the note lives, who may read and write it and what you may do with it, including the reason. A note can also be encrypted (then it can only be shared for reading).

Against going stale

This is where Notes & Docs differs from an ordinary wiki:

• Review cycle. A shared note stays valid for as long as you choose when sharing (12 months by default). When it's due, the owner gets a task. If nothing happens for 14 days, the manager gets a task of their own.
• Stale content disappears. A shared note that is more than 180 days overdue disappears from lists, search and the AI assistant until it's reviewed. That way the assistant doesn't give outdated answers.
• Drafts. New pages start as drafts: only the author reads them, and they're not in search. Publishing makes them visible and starts the cycle.
• Archive. Archived pages are read-only and out of lists, but links to them keep working.
• Space health for administrators: overdue pages, pages without an active owner, pages nobody has opened for a year, forgotten drafts, which can be archived in bulk.

When an account is deleted, shared notes go to the manager, with a task to find a new owner or delete them. Knowledge doesn't leave with a departure.

Templates and history

Pages that should look the same everywhere (project pages, system documentation, meeting notes) can be saved as a template by right-clicking. Placeholders like {{date}}, {{author}} and {{space}} are filled in when a page is created. Every change leaves a version, and older versions can be restored.

And the AI?

Search and assistant read the same documents and only show what the person asking may see. The answer comes with a linked source. While you type a page title, Resourcecloud names similar existing pages, by words and, where an embedding service is set up, by meaning. Duplicate pages become rarer.

Try it

The demo contains a sample space with a page tree. The complete guide is under Documentation → Notes & Docs.