JetBrains Space Help

My Documents

Your my-documents.png 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.

In addition to text documents, you can create checklists and upload files.

To open your Documents page, on your personal navigation sidebar, choose Documents:

chooseMyDocuments.png

From here you can:

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

  • Create a checklist. Checklist is also considered a document — it can be stored, shared, and moved to a project, but it cannot be published to Blog.

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

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

  • Publish your document to the Blog as a blog post. Note that checklists and uploaded files can't be published to Blog.

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

  • Upload external files, including archives and images. Uploaded files can be stored and moved the same as documents, but can't be published to Blog.

  • Organize your documents in folders: thematically, by document type, or any way you want.

Browse, find, and manage documents

Use the tabs on top of the page to explore and manage documents:

  • All — view documents that you've ever viewed or edited, no matter who created a document or what its current location is. It can be your own private documents, other people's documents shared with you, or documents located in projects that you can access.

    In this view, you can browse through all the documents that are relevant to you, and search by various criteria.

  • Folders — view your private Documents folder. It contains only documents created by you which haven't been published or moved out.

  • Archive — view documents which you created and later archived (removed from the directory). You can restore an archived document or create a copy of it.

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

myDocumentsFolders.png

Documents created and stored inside your 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 the Documents folder, but you can still easily find it in the All view.

allDocuments.png

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 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 colleague 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 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 your Documents.

    • You can copy or move your document to any project in which you have membership. 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 your personal Documents.

Create a folder

You can store all your documents in the root Documents folder or organize them in subfolders you can create.

  1. On the personal navigation sidebar, click Documents.

  2. Choose the Folders tab and navigate to the place where you want your new folder located: the root Documents folder or a folder inside it, if any.

  3. Click New and choose Folder:

    myDocumentsNewFolder.png
  4. Give your new folder a name and click Create.

Create a text document

To create a document in your Documents folder

  1. On the personal navigation sidebar, click Documents.

  2. Choose the Folders tab and navigate to the place where you want your new document located: the root Documents folder or a folder inside it.

  3. Click New and choose the type of document:

    • Choose Blog post draft 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. Your document is created!

    myDocumentsTitle.png

    Now you can add some content to it using the built-in editors: Rich Text or Markdown.

  5. Your document 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.

Edit your text document

  1. Switch your document to the editing mode by clicking edit-blue.png.

    Choose the editing mode type:

    • 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 continue working on it.

Create a checklist

  1. On the personal navigation sidebar, click Documents.

  2. Choose the Folders tab and navigate to the place where you want your new document located: the root Documents folder or a folder inside it.

  3. Click New and choose Checklist:

    myDocumentsCreateChecklist.png
  4. Give your checklist a title and description (optional).

    A new blank checklist is created.

  5. Click Add new item and type it in. It can be a name and description of a planned feature, step, or goal.

    Press Enter to add it to the list.

    To insert an item between existing items, select an item under which you want to place the new one before clicking Add new item.

    In addition to creating your own items, you can add issues from some project. Go to the project, copy the issue link and paste it to your checklist. The link will be rendered to show the issue title and status.

  6. Repeat the above step for consecutive list items.

    myDocumentsChecklistItems.png
    • A checklist can have a nested structure. You can expand and collapse it by clicking the respective buttons.

      To make a nested list, highlight the item that should be indented and press Tab, or use the horizontal arrows on the toolbar.

    • To move an item up or down the list, highlight the item and use the vertical arrows on the toolbar.

    myDocumentsChecklistMoveItems.png

    You can use the keyboard shortcuts to move items around. Click question-shortcuts.png to view the shortcut cheat-sheet.

  7. To edit an item, double-click it.

  8. The list is auto-saved as you create it.

Share and co-edit a document

You can allow other members or teams to view and edit your document located in your private 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 personal navigation sidebar, click Documents.

  2. Open the document you want to share, 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 personal navigation sidebar, click Documents and open the document you want to publish.

  2. 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
  3. Click Edit settings and use the filters to narrow down the target audience, or leave as is to publish for the entire organization:

    publishShowSettings.png
    filterTargetAudience.png

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

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

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

Move or copy your document to a project

You can move or copy your document from your personal folder to a project, so other members can view and access it.

To move a document:

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

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

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

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

  5. Click Move.

    You document will be moved from your personal Documents to the selected project folder and will be visible to anyone who has viewing rights for that folder.

To copy a document:

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

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

    copyDocumentToFolder.png
  3. Edit the title of the copy.

  4. Click the Target field. All projects and folders to which you have access will be listed here:

    copyDocumentToFolderTarget.png
  5. Select the project and the folder in which you want the copy of your document located.

  6. Click Create.

    A copy of your document will be created in the selected project folder and will be visible to anyone who has viewing rights for that folder.

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:

    myDocumentsShowVertionHistory.png
  3. Select a version on the left panel to see its snapshot:

    myDocumentsViewVersions.png
  4. Version snapshots are displayed as source, either rich text or Markdown. You can preview a version by hovering over it and clicking the preview icon:

    myDocumentsVersionPreview.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:

    myDocumentsShowVertionHistory.png
  3. On the left panel, select the version you want to roll back to and click the preview icon:

    myDocumentsVersionPreview.png
  4. Click Restore:

    myDocumentsVersionPreviewRestore.png

Upload a file to your Documents folder

  1. On the personal navigation sidebar, click Documents.

  2. Choose the Folders tab and navigate to the place where you want your file stored: the root Documents folder or a folder inside it.

  3. Click New and choose File:

    myDocumentsFile.png
  4. From your file directory, select the file you want to upload.

  5. Once the file is uploaded, you can change its name (title) and update it (upload a new version) at any time:

    myDocumentsFileUpdateRename.png
Last modified: 23 September 2022