JetBrains Space Help

My Documents

my-documents.png My Documents is your private place where you can create and store your drafts and then move them to your Project Documents or publish to the Blog.

From here you can:

  • Create a text document with images using WYSIWYG or Markdown editors and store it as a draft.

  • Share your document with collegues for reviewing and co-authoring.

  • Move your document to a project where you have membership.

  • Publish your document to the Blog as a blog post.

  • Find and view documents that other people shared with you or the documents you've recently edited, regardless of their current location.

You can organize your documents in different folders which you can create inside the root My documents folder.

myDocumentsFolders.png

Documents created and stored inside My documents folder and its subfolders are hidden from public view. However, you can explicitly allow certain people to view and edit a document by sharing it with them. As you move your document to some project or publish it to the blog, it disappears from My documents folder, but you can still easily find it under Recent documents.

recentDocuments.png
  • My documents folder — contains only documents created by you which haven't been published or moved out.

  • Recent documents view — lists documents that you've ever edited, no matter who created a document or where it's currently located.

  • Shared with me view — lists documents that other people created and shared with your for reviewing and co-authoring. This view is acually a subset of Recent documents view.

Working with documents

When working with a document you usually go through the following sequence of tasks:

  1. You create a document draft inside your private My documents folder where no one can see it while you're working on it. You have a choice of creating a Text document draft or a Blog post draft. The difference between these two is that a blog post draft is created with blog-specific targeting options that you can preset right from the beginning. A draft created as a text document can be later published to the blog as well, but the targeting options won't be presented to you until you actually proceed to publish the draft.

    So, unless you're going to write a blog post, create a text document.

  2. If you want a collegue to collaborate, you share your document with this person. Sharing gives a person viewing and editing rights over your document, but they are not allowed to publish or move it.

  3. Depending on your initial intention, you publish your document to the blog, or move it to your project.

    • When you publish a document, you effectively move it from your private My documents folder to the public blog. Your editing rights and sharing settings are kept intact, so you and your co-authors can still edit the document. You can even unpublish it, moving it back from the blog to My documents.

    • You can move your document to any project in which you have membership and which has at least one book. Book is a name for a root folder in which project-related documents can be stored and made available to project members. When your document is moved to a project, it no longer belongs to you. It becomes part of that project and inherits its viewing and editing permission settings which are determined by the project administrator. Consequently, your sharing settings will be overridden and your co-authors can lose access to the document.

      A document cannot be moved back from a project to My documents.

Create a document

To create a document in My Documents

  1. On the navigation bar, click my-documents.png to open My documents.

  2. On the left panel, navigate to the place where you want your new document located: the root My documents folder or a folder inside it.

  3. Click Create and choose the type of a document:

    • Choose Blog post if you're going to publish your document to the Blog.

    • Choose Text document if you're going to keep your document private or move it to a project.

    If you're not sure, choose Text document as you can always turn it into a blog post and publish as well.

    myDocumentsCreateTextDocument.png
  4. Specify the document title and check its location in the Target field (you can change it if you'd like to).

    myDocumentsCreateDialog.png
  5. Click Create.

    A new blank document will be created.

  6. Your document is stored as a draft hidden from public view. However you can share it with particular people for reviewing and co-editing. As soon as you're ready, you can move your document to your Project Documents or publish it to the Blog.

Add and edit content

  1. Switch your document to the Edit mode to start using the text editor.

    Choose the editing mode:

    • Rich text (default): use a built-in rich text editor (what you see is what you get) for formatting.

    • Markdown: use Markdown tags to format the text as you type. You'll be able to preview your document while working on it.

    myDocumentsEdit.png
  2. Add images to your draft. In the Markdown mode use tags. In the Rich text mode you can:

    • Drag'n'drop or cut'n'paste a file or animated GIF from your computer to the editor area.

    • Copy'n'paste an image from anywhere.

    • Insert an image from the web using its URL:

      On the editor toolbar, click insert-image.png then specify its location (URL).

  3. Preview your document as you're working on it. Expand the preview panel or click document-final-layout.png to view it in the popup. You can also highlight the part of the document you're currently working on by clicking document-final-layout.png.

    myDocumentsPreviewOptions.png
    myDocumentsPreviewPanel.png
  4. You work is automatically saved as you type. You can leave the page at anytime and access it later to contunue working on it.

Share and co-edit a document

You can allow other members or teams to view and edit your document located in your private My documents folder. Likewise, you can work on a document that was created by someone else and shared with you.

To give others editing rights for your document:

  1. On the navigation bar, click my-documents.png to open My documents.

  2. Open the document, click ... and choose Share...:

    shareDocument.png
  3. Choose members or teams by entering their names or selecting them from the list.

  4. The members you've selected will be notified in Chats. They can now access your document and start editing it.

Publish your document to Blog

  1. On the navigation bar, click my-documents.png to open My documents.

  2. Open the document you want to publish and switch it to the Edit mode.

  3. If your document was created as a blog post, click the Publish to blog button.

    If your document was created as a text document, click ... and choose Publish to blog... from the menu:

    publishToBlogFromMyDocuments.png
  4. Use the filters to narrow down the target audience, or leave as is to publish for the entire organization:

    filterTargetAudience.png

    Note that all members are allowed to view all articles if they choose to regardles of the targeting.

    These targeting filters can be also set in advance on the left panel.

  5. Click Publish to blog. The article will be moved from My documents to the Blog.

Move your document to a project book

  1. On the navigation bar, click my-documents.png to open My documents.

  2. Open the document you want to move, click ... and choose Move to folder:

    moveDocumentToFolder.png
  3. Click the Target field. All project books to which you have access will be listed here.

  4. Select the book and the folder in which you want your document located.

  5. Click Move.

    You document will be moved from My documents to the selected project book and will be visible to anyone who has viewing rights in that book.

History of changes

The document version history lets you see what changes have been made to a document over its lifetime, who made them and when. You can compare the document's versions and roll it back to any earlier version.

View version history

  1. Open the document.

  2. On the top right corner, click menu-horizontal.png and choose Show version history:

    chooseShowVersionHistory.png
  3. Expand the History panel on the left:

    expandVersionHistory.png
  4. Select a version on the left panel to see its snapshop. Click Highlight diff to compare the selected version with the previuos one and view changes line-by-line:

    ViewDocumentVersions.png

Roll back to an older version

  1. Open the document.

  2. On the top right corner, click menu-horizontal.png and choose Show version history:

    chooseShowVersionHistory.png
  3. Expand the History panel on the left:

    expandVersionHistory.png
  4. On the left panel, select the version you want to roll back to and click Restore this version:

    restoreDocumentVersion.png
Last modified: 25 June 2021