8 min read

Feature

At monday.com, we work best when things are organized clearly and visually. This is why we have created monday workdocs! monday workdocs is a central place for you and your team to collaborate, brainstorm, plan, and execute. Forget the notebook, close Google Docs, and toss away all your sticky notes—let's learn how to master monday workdocs together! 📝 

What is a workdoc?

Think of it as a flexible, multi-media whiteboard where you and your team can record all notes and ideas related to one central topic. By adding individual elements to your workdoc, all your loose thoughts and ideas can come together in one place, right inside monday.com, where all the rest of your work is stored!    

Tip: monday workdocs is also available on our mobile app! Please note that currently Android users only have viewing ability, while iOS users have Doc editing permissions.

Add a workdoc

You can add a new workdoc just as you would add a new board or dashboard! 

Show me how to add a workdoc

• Step 1 - From within the workspace you'd like to create the workdoc in, click "Add"
• Step 2 - Select "New workdoc"
• Step 3 - Type the name of your workdoc into the first field
• Step 4 - Select the type of workdoc
• Step 5 - Click "create workdoc"

Types of workdocs

Just like boards and dashboards, there are three types of workdocs:

Show me the three types of workdocs

• Main workdoc- Main workdocs are visible to anyone who is a team member within your account. A team member can be an admin, a member, or a viewer. To learn more about the difference between each type, check out this article. Anything you will create in this workdoc will be accessible and transparent to your team members.
• Private workdoc  - Private workdocs can only be seen by the person who created the workdoc and by the specific team members they invite to join the workdoc. Private workdocs are only for internal users (viewers and team members), meaning that you cannot invite guests to them.
• Shareable workdoc - Shareable workdocs are used when you want to share a workdoc with people outside your team or company, such as clients, interns, or freelancers. You can invite these people as guests within your account in order to collaborate with them. When you invite a guest to a Shareable workdoc, they will only have access to the specific workdoc they have been invited to, and will not have access to any other information within your account. You can also invite viewers or team members to your Shareable workdoc. 

Invite team members

To invite team members or guests, click the "Share" button at the top right corner of your screen:

Next, type in the name of the team member you'd like to add or the email address of a guest you'd like to invite if you've chosen a shareable workdoc.

You can turn any workdoc member into an owner by clicking the gray crown icon beside their name to turn it blue! An owner is, by default, the person who created the workdoc and someone who the creator has crowned an additional owner. Like a board, only the workdoc owner can crown other owners and delete or duplicate the workdoc. 

Edit permissions

There are two different types of edit permissions that you can implement in your workdoc:

• Only workdoc owners - Only workdoc owners (members with a blue crown beside their name) can make edits to the docs.
• Everyone who has access to this workdoc - Every account member with access to this workdoc can make edits. This means that if it is a main workdoc, anyone with access to the workspace it was created in can make edits. If it is a private or shareable workdoc, any member of the workdoc will be able to make edits. 

You can change these permissions easily by clicking the "Share" button and then selecting one of the two options at the bottom of the pop-up window, as shown in the image above. 

Add elements

To add an element on your workdoc, you can either: 

• Click on the "+ Add" menu in the upper left corner of the doc
• Use the "/" keyboard shortcut 
• Click on the heading options in the toolbar

Note: All of your work is automatically saved as you go, so there is no need to hit a "Save" button!

Move elements

Each element is flexible and can be transformed into another form, moved up or down, duplicated, deleted, and more with the use of the drop down menu.

To access the menu, hover to the left of an element and click the arrow that appears. Next, you can select an action from the menu. Elements can be moved by selecting the option in the drop down menu or by dragging the six dot menu to the left of the element as seen below: 

Add and customize your text

There are a few ways to add and customize text! Besides using the "/" on your keyboard, as discussed in the previous section, you can add text right from the workdoc's header! Click the arrow beside the text button to select a type of text from the drop-down menu. Add bullets or a numbered list using their respective icons in the header. 

Once you have text added, you can customize it however you want! Just highlight any line or piece of text, and a floating toolbar will appear. From this toolbar, you can change the text type, format, color, alignment, and even add a layout and hyperlink.

Tip: When using the bulleted list text option, be sure to use keyboard shortcuts to save time! Pressing the tab key will indent your bullet point to the right and pressing shift + tab will move the indentation to the left! 🤓  

"@ mention" team members 

Collaborate seamlessly with your team members by "@ mentioning" them anywhere within your workdoc! Just type an "@" symbol on your keyboard to open up a list of all team members who have access to your workdoc. Once you select a teammate, they will be notified immediately with a bell notification.

Embed boards

Need to reference a board while working on your document? Embed the board directly into your workdoc as a widget so that your content and data stay up-to-date and aligned at all times!

Show me how to embed a board

• Step 1 - Click the board icon in the toolbar header or click on the + sign
• Step 2 - Choose a board within your board's list
• Step 3 - Collaborate on your embedded board right from your workdoc!

The board is fully functioning, allowing you to view and update everything right from within your workdoc! You can even view the board in full screen, rename, or filter the widget. 

Embed widgets

Add dimension and visual context to your workdoc by embedding widgets.

Show me how to embed widgets

• Step 1 - Click on the widget icon within the toolbar or on the + sign
• Step 2 - Click on "+More widgets" to open up the widget center
• Step 3 - Select the widget you'd like to add
• Step 4 - Choose which boards you want to connect to the widget
• Step 5 - Click on "done"

You're ready to go! You can interact with your widget just as you would on a dashboard and can rename it, filter it, and open up the settings menu to customize it exactly as you want!

Tip: To learn how to master widgets, you can check out this article, or read any of the respective widget articles. 

Add images, videos and files

Adding an image, video, or file is similar to adding text. You can do so using the "/" keyboard shortcut or by clicking the options in the "+ Add" menu in the upper left corner of the Doc. Click on "Image" or "Video." You can also drag and drop images from your desktop right into your Doc, or copy and paste them from anywhere. 

For files, type in "/File", "/Attach", or "/pdf" and choose the "File" option." Choose a file from your computer:

To edit or annotate the element, double click the image, video, or file to open it in full screen editing mode. From the toolbar, you can add Updates, download, print, delete, and more. You can even get more information on your file with the vertical menu on the right side of your screen:

Add comments to keep your team updated

Communicating effectively with your team has never been easier with comments in monday workdocs! Comment on specific content within your Doc, comment within the Updates Section, or add annotations on images and files and see your team's collaboration flourish in the process! Click here for more information.

Easily organize with Table of Content

It's more simple than ever to keep your workdoc organized with our Table of Content. This feature shows the outline of your Doc on the left side panel at all times, so you can navigate your Doc with ease! To access it, click on the Table of Content icon in the upper left corner of your Doc. It will say "Show Doc's outline" when you hover over it:

The Table of Content will outline all the headings of your Doc, so you can easily click and be directed to the part of the Doc you want to see!

Create new items connected to boards

What better way is there to connect workdocs to your workflow than to turn your text into items on any board as you type? 😊 

Convert text from your workdoc into board items by highlighting the text and clicking "+ item" in the toolbar. Choose the board you'd like your item to be created in and then choose the group you'd like the item added to within your selected board. You'll see a confirmation message at the top of your screen letting you know that your item has been successfully added to the board you've selected. 

Tip: Do you have a bulleted list of text you'd like to turn into separate items? No problem! Highlight the list and each separate numbered or bullet point text will become separate items in your selected board! 

You now have the option to edit board items created from your workdoc without leaving the workdoc itself! No more toggling back and forth between your workdoc and board to make changes — click on the created item within your workdoc and the item pop-up view will appear for you to make any necessary edits:

Any changes made will automatically appear on the associated board:  

Add tables and layouts

Take your workdocs a step further by adding tables and layouts. Type "/" or click on "+ Add" within your doc and select "Table" and "Layout". Tables allows you to create simple tables that can contain any type of content.  Layouts allows you to organize your content side by side and add as many columns as you'd like. It is that easy! 🤩 

Tip: We now have the option to add a GIF to your workdoc! Type "/" or click on "+ Add" and select "GIF". Choose a GIF from our collection and let the fun begin! 🎉 

Insert code blocks

Hey, developers! 👋  You can easily write code in workdocs with our code block feature! Add a block of code and your programming language will be instantly recognized. Type "/" or click on "+ Add" and select "< > Code". Insert your code and see the language appear within the gray code box. 💻 

Programming languages recognized

• Javascript
• Python
• Java
• C#
• C/C++
• SQL
• HTML/XML
• CSS
• Typescript
• Ruby
• PHP
• Go
• bash
• Swift

Presentation and full screen mode

Take your presentations to the next level by using our presentation mode! This mode brings with it a new, sleek look by utilizing a view only mode with a wider layout. Access it by clicking on the dedicated icon in the top right of your doc that reads "Present mode" when you hover over it. You can switch background themes during your presentation and view your presentation in light, dark, or night mode! 

While full screen mode has the same wide layout look, you are able to edit, customize, and work on your doc as you would in the normal view mode! Full screen mode is a great option if you want to hide other distractions and focus on creating. Access it by clicking on the three dot menu in the upper right corner of your doc and click on “Full screen”. 

Save as a template

Save your monday workdoc as a template just as you would a board! When saved as a template, the doc will be easily accessible in the Template center. Everyone in your account will be able to access the saved template at anytime and use it to create a new doc!

Note: When making a workdoc a template, permissions settings will change to "Only Doc owners can edit" to prevent non-owners from making changes to the doc template. You can go to "Doc permissions" to edit these settings within the original doc.

Export your workdoc to PDF

Easily share the current state of your Doc with colleagues by exporting your workdoc to a PDF document! To do this, click on the three-dot menu in the top right corner of your Doc and press "Export to PDF". Your PDF document will be quickly generated and saved to your computer downloads.

Version history 

Version history allows you to see the history of your Docs and gives you the ability to restore the Doc to older versions. Being able to see all the changes made to a workdoc and being able to restore to previous versions gives you the transparency and flexibility your team needs to stay in the loop with each other!  Click here for more information.

QR code in print mode

You now have the ability to scan your Doc's unique QR code and be immediately redirected to the workdoc on your mobile app! The QR code is located at the top right corner of your printed Doc. Scan it with your phone while in camera mode and voila! You will be redirected to your monday.com mobile app version of your workdoc! How cool is that?! 😎 

Note: The QR code link will navigate to the workdoc on the monday.com mobile app only if the app is installed on your phone. If the app is not installed, you will be redirected to the Google Play Store or App Store to download the app.

Docs on file 

Connect docs across boards, create new docs, and even access your own Doc templates in your Files Column with Docs on file. This feature will bring your collaboration abilities to the next level! Click here for more information.

Note: You won't find this workdoc within your workstation where your other workdocs, boards, and dashboards are stored. This workdoc will be exclusively located within the item on your individual board.

If you have any feedback or questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!