How to find a document and link it to your work

A document nobody can find is a document nobody reads. This page covers getting back to one at Work › Documents and, more usefully, linking it to the work it belongs to. Start at What are documents? for what documents are.

How is the Documents list laid out?

Work › Documents shows your folders first, as cards in name order, each with the number of documents inside. Below them it lists the documents that sit in no folder, most recently edited first, with who last edited each one and when.

A filed document appears inside its folder, so click the folder card to find it. Inside a folder the documents are also listed newest edited first. When every document is filed, the main list reads "No documents outside a folder."

The newest-first order is the useful default, because the thing you want is usually the thing somebody was writing this week. Everyone sees the same list and the same folders. Folders are covered in How to file documents in folders.

How else can you find a document?

Ask the Agent. It can search documents by their title and read one for you, so "find the returns policy and tell me the window for golf shoes" works. See How to ask the Agent about your tasks, chat and documents.

Or type @ in a chat message or a comment and start typing the title. The Documents group in the menu finds it, and the chip it leaves opens the document.

How do you link a document to a task or a record?

Open the document and scroll to Related, below the writing. Press Link something, search for what it belongs to and pick it. Linking needs the Edit documents row on Settings › Permissions, which members have by default.

Add a note in Why? (optional) if the reason will not be obvious to the next person.

The search covers documents, tasks, records of your own Objects, and Shopify products and collections once you start typing. The link shows on both sides: the document lists the task, and the task's Related section lists the document.

You can link from the other side too. Related with Link something also sits on tasks, records of your own Objects, wholesale accounts, wholesale orders and outreach items, and its search includes your documents. See How to link a record to work, and see what points at it.

Can you link from inside a document?

Yes. Type @ in the body and tag a task, another document, a planned item or a channel. Saving the document links it to whatever you tagged, and each side shows the link:

• A task lists the document in its Related section, marked "mentions this".
• Another document lists it in its Related section, marked "links here".
• A planned item lists it under Linked documents in its dialog.
• A channel lists it under Linked documents. Click the Channel details button (the i in the channel header) to see it.

Tagging a product, a customer or a record puts a chip in the writing that opens it. To show a record or product in the document's Related section as well, link it with Link something.

A @ in a chat message or a comment leaves a chip that opens the document, without adding to anyone's Related section. When the link should last, use Link something too.

How do you remove a link?

Hover the row in Related and press the X beside it. That needs the Edit documents row on Settings › Permissions, which members have by default.

A row that came from an @ tag shows an @ symbol instead, with the hint "This link comes from a mention. Remove the mention to unlink." Delete the tag from the document's writing and the link goes with it.

How does a document get created alongside work?

A planned item on a project creates one automatically when it becomes a task, named after the task and already linked to it. The switch for this, Create a document when promoted to a task, is on for every new planned item.

For a content calendar this is the whole trick: every post arrives with its brief attached. See How to plan what goes out and when.

Why can I not open a document somebody sent me?

There are two likely reasons, and they look the same from the link.

The Documents module may be switched off for your workspace, which closes every document, including one linked from a message. An admin turns it back on in How to switch parts of Tideswell on and off.

Or the document was deleted. Deleting takes it out of the list for everybody, so a link to it stops opening it. Ask whoever wrote it whether a newer document replaced it.

Where do you read and write documents?

In Tideswell on the web, at Work › Documents. Writing is covered in How to create and format a document.