Summary
"Document" is a Page type in upgraded Planhat. It's used for writing documents, with a wide variety of formatting options available, including the ability to embed images, videos, tables and more
Documents can be shared within your team (e.g. process instructions), with customers (e.g. product information in Portals), or be private to you (e.g. a personal to-do list)
It's a great advantage having all your documentation within Planhat, right next to your data, instead of separated off in another tool, where it can get lost
Who is this article for?
All Planhat users
Article contents
Introduction
Managing customers, prospects or projects, you'll have lots of documents within your organization - for example:
Process instructions, e.g. explaining how you carry out Customer Success
Training material, with information and resources about your products
Team planning documents, such as campaign launch timelines
To-do lists for your team or personal to you
... and many, many more!
Without upgraded Planhat, you probably have these documents spread all over the place - maybe some scribbled sticky notes on your desk, or spread across various pieces of software. Then when you need to refer to a specific document, you can't find it! Or maybe there are documents that you or your colleagues aren't even aware of, so processes aren't followed correctly, or resources aren't utilised. Or perhaps you are using a basic tool for documentation, with only limited text options, and no way to easily work together with teammates.
Fortunately, in upgraded Planhat, Document Pages solve all these problems:
Document Pages enable you to have your documents within Planhat, where you work with your customer data, rather than separated off in another tool. It's much easier, more convenient and more logical to house your documentation in your Planhat tenant. You can also share Document Pages with customers via Portals
Document Pages are not just plain text documents - a wide variety of formatting is possible, and you can include images, tables, videos, checkboxes, and much more. You can even add comments and @mention colleagues to work collaboratively
Like other Page types, Document Pages can be:
Private (just for you) - e.g. a personal task list, including anything you like, such as "prep for my annual assessment" or "take cat to the vet"
Shared with colleagues - e.g. an instructional Document Page describing how your team should carry out Onboarding
Shared with customers - e.g. a Document Page in a Portal listing helpful resources and their key contacts within your organization
What are Document Pages?
Document Pages enable to have your documentation within Planhat, right next to all your customer data.
As well as selecting from a wide variety of text formatting options, you can also embed tables, images, videos and attachments, and you can even @mention colleagues to tag them into a discussion.
Here is an example of a Document Page, showing just some of the functionality available:
You can identify Document Pages within Views/Sections by their "sheet of paper" icon.
Why use Document Pages?
Document use cases
You'll no doubt use various documents within your company - here are some typical examples. These are all use cases of Document Pages! Remember that Document Pages can be shared team documents, private documents just for you, or documents you share with customers (in Portals).
Training/enablement - e.g. information on how to use your product. This can include links and embedded images/videos etc.
Strategy - e.g. explaining how your organization thinks about churn and deals with customers at risk of churn
Process instructions - e.g. describing how you carry out a type of meeting, or how you use Planhat!
Planning/brainstorming - e.g. working with teammates to plan a product launch (Marketing campaigns etc.)
To-do lists - e.g. notes to yourself to prepare for your upcoming appraisal, or book in your dentist appointment. Although your task list in "Calendar" (within "Home") is a form of to-do list, with a Document Page you can list tasks that are not related to any specific Company
Housing your documentation within Planhat
Why create Document Pages in Planhat rather than creating documents elsewhere?
You may have documents in various other tools, but then it can get messy and confusing - they are spread all over the place and difficult to find. Having them as Document Pages in Planhat instead centralizes them right where they need to be - so you'll be working in Planhat to acquire, manage and grow your customers, and all the relevant documentation is in the same place. Your documents are right next to what it is you are documenting. This makes it a lot easier for you and your team - you don't have to keep swapping between tools, searching for things in different places.
It's useful to have Document Pages in Views/Sections alongside other Pages types. This way, strategy/instructions for a process/project/team can be positioned next to the relevant Data Tables and Dashboards etc. - where the work is being done and reviewed. For example:
Click the image to view it enlarged
You can alternatively group Document Pages together - e.g. your product enablement content, or all your organization's internal policies, or a complete guide to how you do Customer Success within your organization. This could be in a Wiki/Library, for example.
If you want to write something together with your colleagues (e.g. notes on a team project), then a shared Document Page in Planhat would be the perfect approach. You can even leave comments on specific text within a Document, and @mention people if desired, which are great ways to collaborate with your teammates.
Like other Page types, you can also create private Document Pages, which are useful for your own notes. Positioning your to-do list in a private Section gives you ultimate convenience - your reminders are there where you work, rather than lost in another tool or in a pile of paper notes on your desk!
Technical details
Creating a Document Page is super easy - simply select this Page type from the list. You don't need to choose a data model.
This will open up a blank Document Page for you to populate.
There's a lot of functionality available, but it's really straightforward to use:
You'll notice that it works via blocks of content, which you may be familiar with from another tool
You can drag and drop blocks, and convert them between block types
Type a forward slash to see a wide variety of options to choose from:
Basic blocks
Text
Heading 1
Heading 2
Heading 3
Bullet list
Numbered list
To-do list - which has checkboxes you can check/tick off
Toggle list - sections you can expand and collapse/hide
Quote
Code
Divider
Structure blocks
2 columns
3 columns
4 columns
5 columns
Advanced blocks
Image
Table
Embed video/link
Attachment
Inline
Mention a user
Emoji
You can click on the "+" symbol to add a new block (and you'll see the same options)
You can also highlight text to see formatting options (shown below):
Comment - this is great for leaving notes for yourself or for tagging in colleagues for collaboration (see screenshots below)
Convert between block types
Make text italics, underlined, strikethrough, or inline code
Insert a link
Change color
Remove formatting
