Docs will serve as a dedicated workspace that allows you to collaborate on with your customers or internal team members. Docs provide transparency between you and your customer, the ability to create templates for consistency across team members, and the capability to share with customers to create a more collaborative relationship.

You can create Docs manually or automated via a playbook. Below we'll go over how to manually create a Project. If you want to start with a template, read below Docs: How to Create a Template.

You can create a Doc in a number of ways:

Apply branding and greater personalization settings to your content for Docs ! This will make Docs look and feel more like your brands and less like Vitally's, helping to maintain brand consistency in the experiences that you create for your customers.

There are three things you can do for Docs to use the branding feature:

If you're setting up Docs Branding for the first time starting off with your Brand color is your first step. This setting will be used as the default color for calls-to-action in the invitation emails that are sent when a user is shared on a doc, or when they are sent the survey.

Setting the default color for Branding:

After setting up your Brand Color, you can add a Banner Image for your Doc Templates. We'll keep the most recently uploaded images to make them a little easier to reference. You'll see recent images that anyone in your org has uploaded, not just you.

How to set up a banner image in a Doc or Doc Template:

Lastly, after setting up a Banner Image, you'll set your icon in your Doc Templates. You'll be able to select from 3 options in addition to the original emoji capability.

How to set up an icon in a Doc or Doc Template:

Q: Who can set up default branding? A: Only admins in can set up default branding. Anyone who can create a Doc can change the colors, icon, or banner for individual Docs.

Q: Can I change the to / reply to email? A: Not currently. The sender email / reply to email will be support@vitally.io

Q: How can I remove an image from the recent uploads? A: Currently you can not manage recent uploads therefore you can not delete images.

Q: I can't find one of the recent uploads? A: We only display the most recently 9 images, nothing more. It may the 10th image. You'll need to upload the image again.

Q: Can Team Docs be branded? A: Yes, however we do not have the icon setting to use a customer's Logo.

Creating a template first to then apply to a doc will be the best workflow. You can create a doc without a template and if that's all you're trying to do, scroll above to Docs: How to Create.

Now that you've created your template and/or doc, you can start adding all the necessary information to start building out your shareable, informative doc. Above we went over some of the basic functionality but here we'll take a deeper dive into the commands, variables, and notifications.

Commands and Variables provide you the ability to format text and add important data points to share vital information being tracked in Vitally.

A backslash (/) is to add commands like heading, text, bulleted list, etc.

In the tabs below you'll find information on:

Start typing a backslash to be able to format your text. You can add headings, plain text, and, bulleted or numbers lists (don't forget about adding tasks to check off as complete, check out the last tab!).

Start typing a backslash to be able to embed an image, file, online media, or account card. Scroll down to read what each embed experience is like.

When selecting a file, you will see a popup to select from your saved files. You can choose from a variety of file types, such as PDF, JPEG, GIF, CSV, etc. These will show up as attached files in your doc.

When selecting an image, you will see a popup to paste an image link or upload an image. You can choose from a variety of file types, such as JPEG. These images will show up in your doc.

When selecting embed online media, you'll be able to embed any publicly accessible URL, including Looker dashboard links. Please note that videos saved on your computer can not be uploaded; all videos must be hosted somewhere, such as YouTube or Vimeo. You can also simply paste or hyperlink the URL!

When selecting cards, you can embed Vitally cards in your Doc! This will give you an even more integrated experience and help unlock the QBR use case.

You can embed individual Tasks or Projects into an Account (or Org) Doc or Team Doc. Below we dig into embedding each of these objects and some other support functionality like assigning tasks to your customers.

You can embed individual Tasks into an Account (or Org) Doc or Team Doc. This is how you can assign a task to one of your Accounts (or Orgs)!

When working with Tasks in a Doc there are 2 different pop-ups:

Let's dig into these both a bit more below:

You can embed a Project Template to a Doc template or existing projects that are assigned to the same account the Doc is assigned to. You can not create a new Project in a Doc or a Doc template. Projects can also be assigned to an Account (your customer)!

You can add a collapsible section into Docs using the /section command. This will create an indented block with a toggle that can be clicked to expand or collapse the section. Any other element can be put inside a section, except for another section.

The “expanded” state of sections in Docs will be saved per user! So if you expand a section, you can expect to see it expanded when you return. To get out of the section, collapse it and then hit enter as normal to add data outside of the section.

Variables allow you to add important information from your Organization and/or Account level. You can even configure these to be editable by customers making this a collaborative space!

You can add comments or @ mention a team member/customer. This is another way to make this space collaborative and allows you to keep communication centralized. This will trigger a notification to be sent out via email and in-app.

Docs are a great space to see who's working in a Doc, who's shared on the Doc, what information is visible to external users, and collaborate with your customers.

You can invite specific internal team members or customers to a Doc. Inviting users is easier than ever by being able to invite specific individuals or allowing anyone with a link to gain access to the Doc.

If a Doc is added to a Hub, anyone in that Hub will have access to that Doc.

You have two options on inviting users, whether internal team members or external users:

Users who access the Doc via a public link are considered "anonymous", and will not be able to comment or modify any of the data in the Doc.

Below we dig into both of these sharing methods more in depth:

You can view who is working on a Doc! If you and your team are all working in one Doc, you can all see who is in the doc and where they are.

You’ll be able to see the avatars of users looking at the same Doc in the top-right corner of the screen; hover over to get a full list of names. In addition, if any of your teammates are focused on a certain node of the document, you’ll see the same indicator to the left of that node. This only supports Vitally Users for now; not “External” Users (your customers).

We do not support multiple working on the same Doc at the same time. One user may lose any edits. This is helpful information to know so if one person is already working on a Doc, you don't mistakenly make other edits and possibly cause data to be lost.

Following a Doc is only available for internal team members. So what does following a Doc actually mean? Simply put, you'll get notifications of all new comment threads.

If you've created a Doc, you'll automatically follow the Doc. You can unfollow a Doc by selecting the meatball menu on the top left and select "unfollow".

If you want to follow a Doc, select the meatball menu on the top right and select Follow.

Q: Can my customer share that link with their team member?

A: No, those links should only be used by the original invitee.

Q: Does the link sent to my customer expire?

A: Yes! The original invite link expires after 14 days. However, if the user requests a new Doc link, it's only valid for one day.

Q: Do all team members have access to a Doc?

A: Yes, all Team Members will be able to see Docs in Activities and can be @ mentioned, assigned tasks, etc without being invited. Only admins, the creator of the Doc, and invited team members can edit it.

Q: Can Team Members edit a Doc?

A: Yes! Team Members and Observers can edit any Doc they are invited to and share those Docs with other collaborators.

Q: Can I edit a Doc using a Public Link?

A: No, users who access the Doc via a public link are considered "anonymous", and will not be able to comment on the Doc or modify any of the data within it.

Q: How do I allow external users to complete tasks?

A: Click the task within the doc and assign your task to your organization/account.

Q: Can an Observer be @ mentioned?

A: No, observers can not be mentioned.

Q: Can you invite multiple customers from the same Account at once?

A: No, each customer must be invited individually as the invitation email includes a unique URL that serves as a username and password.

Q: What happens if a customer uses a different computer or browser?

A: Simply navigate to the doc URL using the link from the invite email. You’ll then be prompted to put in your email address. If that email address is invited to the Doc, a new invite email will be sent right away!

Q: What happens when a customer shares the Doc with someone who isn't invited/shared?

A: If the document URL is shared with someone that doesn’t have access, they will not be able to see the document.

Q: What is the max file size I can upload in a Doc?

A: 10mb

Q: What is the width and height of the Doc banner?

A: The banner width is 700px and height is 150px.

Q: If I make a Doc public, is this public access read-only, or is there any edit ability?

A: Read-only. That includes comments! Only people who are manually invited can leave comments.

Q: The value of a trait is different in a Doc compared to when I view it in the Account 360?

A: You can check an option if you want the latest value of the trait to show regardless of where the update was made.

Q: What happens when a project template is inserted into a Doc template?

A: Once the Doc is created, we will create the project too.