> ## Documentation Index
> Fetch the complete documentation index at: https://docs.apollospace.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents

> Apollo Space's rich-text editor — markdown + WYSIWYG, mentions, embeds, collaboration.

The last time someone asked "where's the current pricing one-pager?", the answer was
three Slack threads, a stale Google Doc, and a PDF buried in an inbox. In Apollo, the
answer is one document — and it's the same one Athena reads before she drafts the
proposal, and the same one Marcus reads to match your voice when he writes outbound.

That's the point: your company's knowledge lives in one place, and people and agents
work from the same source of truth. No more reconciling two answers.

## What they're for

**Documents** are rich-text pages where operational knowledge lives — the kind that
doesn't fit in a board card or a CRM lead:

* Client briefings
* Standard operating procedures (SOPs)
* Decisions and meeting notes
* Draft proposals
* Voice + communication tone
* Market research, analyses
* Templates to clone

Unlike a file in Notion or Google Docs, these documents live **inside the org's
context** — agents can query them, leads can be mentioned, integrations can inject
content. The [Brain](/en/features/brain) uses documents as one of its primary
knowledge sources.

## Hybrid mode — markdown + WYSIWYG

The editor is **hybrid**:

* You type in **markdown** when you know it (shortcut)
* Text renders as **WYSIWYG** automatically
* Formatting buttons in the top bar work for those who prefer to click

Result: nobody needs to memorize markdown, but those who know it can type faster.
**#** becomes H1, **##** H2, **-** becomes a bullet, **\`** becomes inline code, etc.

## What you can put in a doc

<CardGroup cols={2}>
  <Card title="Rich text" icon="text-height">
    Headers, bullets, numbered lists, blockquotes, code blocks with syntax
    highlighting (Python / JS / SQL / etc.), inline code.
  </Card>

  <Card title="Tables" icon="table">
    Add column, add row, drag to reorder. No merged cells (keeps things simple).
  </Card>

  <Card title="Images" icon="image">
    Direct upload (drag-drop) or paste from clipboard. Inline or block (width is
    your choice).
  </Card>

  <Card title="Embeds" icon="link">
    External links become rich previews (with title + description + favicon).
    YouTube / Loom embed the player inline. PDFs become a viewer.
  </Card>

  <Card title="Mentions" icon="at">
    `@user` notifies the person. `@agent` brings an agent into the doc
    (e.g., `@scout` review this briefing). `#lead-uuid` links to a specific CRM lead.
  </Card>

  <Card title="Checklist" icon="list-check">
    Same syntax as markdown (`- [ ]`). Checking/unchecking persists to the whole
    doc — great for meeting notes with action items.
  </Card>
</CardGroup>

## Collaboration

<AccordionGroup>
  <Accordion title="Simultaneous editing" icon="users">
    Multiple people editing at the same time. Each person's cursor appears with a
    color + name. Conflicts are resolved via CRDT — you don't lose text even with
    poor latency.
  </Accordion>

  <Accordion title="Inline comments" icon="comment">
    Select a passage → the comment icon appears. Thread in the sidebar. Mention
    `@user` to notify. Comments can be resolved (they disappear) or left open for
    revisiting.
  </Accordion>

  <Accordion title="Version history" icon="clock-rotate-left">
    Each save generates a version. Open "History" to see a timeline + restore an
    older version. Versions are append-only — nothing is deleted.
  </Accordion>

  <Accordion title="Sharing" icon="share-nodes">
    Default: visible to all org members with access to the folder. Override: you
    can hide a specific doc, generate a public link with expiration (no login
    required), or require a password to open.
  </Accordion>
</AccordionGroup>

## Agents and documents

Because documents live inside the Brain, **agents consult them automatically**
during operations:

* Marcus loads the org's **voice doc** when composing outbound messages
* Scout cross-references public research with internal docs (ICP, persona)
* Athena reads a client briefing before proposing next steps

You can also **invoke an agent directly in the doc** via mention `@scout` or
`@athena` — they respond inline with a comment or append at the end.

## Templates

Templates are special documents that serve as blueprints:

| Template                | Purpose                                                |
| ----------------------- | ------------------------------------------------------ |
| **Meeting notes**       | Name / date / attendees / decisions / action items     |
| **Client briefing**     | Company / pain / goal / context / next steps           |
| **Commercial proposal** | Header / problem / solution / price / next steps       |
| **SOP (procedure)**     | When to apply / who executes / steps / expected output |
| **Retro**               | What went well / what can improve / actions            |

You create your own templates under **Settings → Templates → New**.
The whole org can use them (or just you, if marked as personal).

## Export

Each document can be exported:

* **Markdown** (.md) — the original source, ideal for porting to another system
* **PDF** — to send to a client or archive
* **HTML** — to publish (embed in email / website)

Export preserves embeds, images (inline base64 in PDF/HTML), mentions (resolved
to names).

## Search

Documents are **indexed** for global search (`⌘K`):

* Search by title + body
* Results ranked by semantic relevance
* Highlights of the matched passage

Brain uses the **same index** + adds semantic search via embeddings. See
[Brain](/en/features/brain).

## Limits

| Limit               | Value                              |
| ------------------- | ---------------------------------- |
| **Document size**   | \~100k characters (\~50 A4 pages)  |
| **Images per doc**  | Unlimited (org storage aggregates) |
| **Mentions**        | Unlimited                          |
| **Version history** | Retained as long as the org exists |

For very long docs (book-style), consider splitting into multiple docs with
cross-links. Monolithic text becomes difficult to navigate.

## Audit

| Event                        | What it records                                      |
| ---------------------------- | ---------------------------------------------------- |
| `doc_created`                | Who created + where (folder)                         |
| `doc_edited`                 | Who edited + diff (not raw content, just statistics) |
| `comment_added` / `resolved` | Who + when + passage                                 |
| `version_restored`           | Who reverted + from which to which version           |
| `doc_shared_externally`      | Public link generated + expiration                   |

Owner + Admin can inspect under **Doc → ... → Audit history**.

## Next steps

<CardGroup cols={2}>
  <Card title="Brain" icon="brain" href="/en/features/brain">
    How agents use docs to fuel their responses.
  </Card>

  <Card title="Folders" icon="folder" href="/en/features/pastas">
    Where docs are organized.
  </Card>

  <Card title="Boards" icon="square-kanban" href="/en/features/boards">
    For delivery workflows (instead of static docs).
  </Card>
</CardGroup>