AI Document Collaboration Tool: Share and Publish Docs With Your Team
Zyvia documents are rich, collaborative pages that live inside your workspace. Whether you're writing product specs, meeting notes, internal guides, or public-facing content, documents give you a flexible editor, granular sharing, and one-click publishing to the web. Everything stays in one place, but you control exactly who sees what and when.
What Makes Zyvia Documents Different
Most tools force you to choose: private docs locked inside an app, or a separate CMS for public content. Zyvia documents bridge that gap. You write once, then decide how to share. Invite specific people or teams, copy a workspace link for internal use, or publish to the web so anyone with the link can view. No duplication, no export-import dance, no juggling multiple tools.
Documents sit alongside your tasks, teams, and integrations. @mention tasks to link work items to specs. @mention people to pull them into context. When someone opens a document, they see the full picture without switching apps.
The Document Editor
Every document starts as a blank page and grows with your needs. The editor supports headings, lists, bold and italic text, code blocks, and inline formatting. Add a cover image for visual impact, pick an icon and color to make documents easy to spot in the list, and use rich formatting so your content is readable and scannable.
@mentions are built in. Type @ and search for tasks or people in your workspace. Mention a task and the document links directly to it; mention a person and their name appears as a reference. This keeps documents connected to the work and the people doing it.
You can adjust the layout too: full-width mode for long reads, serif or mono font for different vibes, and a compact text option when you want to fit more on the screen. Documents adapt to how you work.
Sharing With Your Team
Sharing in Zyvia is granular. You don't just "share a doc"—you choose who gets access and at what level.
View lets people read the document without editing or commenting. Good for stakeholders who need visibility but shouldn't change anything.
Comment allows feedback in the form of comments without editing the body. Perfect for reviews, feedback rounds, and async discussions.
Edit lets people change the content. Use this for co-authors and collaborators who need to update specs or notes.
Full access includes the ability to manage sharing. People with full access can invite others, change access levels, and unpublish if the doc is public. Reserve this for owners and leads.
You can share with individual users or entire teams. When you share with a team, every member of that team gets the access level you set. Add people or teams from the Share popover: search by name or email, pick an access level, and hit Invite. Recipients get a notification and can open the document from their documents list. A "Shared with you" badge makes it easy to see which documents were shared with you versus ones you created.
You can change access or remove someone at any time. Each person or team in the share list has a dropdown to adjust their access, and a remove button to revoke access entirely. The document owner and workspace admins always retain full control.
Publish to the Web
Sometimes you want a document to be public. A product changelog, a public roadmap, a guide for customers, or a spec you want to share with an external contractor. That's where Publish to the web comes in.
Click Publish in the Share popover and your document gets a unique, shareable URL. The format is simple: yoursite.com/p/abc123. Anyone with that link can view the document. No sign-up, no login, no friction. Send it in an email, post it on social media, add it to your docs site, or embed it in a tooltip. It just works.
The published page looks clean and professional. Cover images, icons, headings, and formatting are preserved. The content is read-only for viewers—they can't edit or comment unless they're in your workspace. For public content, that's exactly what you want.
Search engine indexing is your choice. When you publish, you can opt in or out of search engine indexing. Want your changelog to show up in Google? Turn it on. Prefer a link that only works when shared directly? Leave it off. You get canonical URLs, Open Graph tags, and Twitter card metadata either way, so when someone shares the link, the preview looks great. The indexing toggle just controls whether search engines are allowed to crawl the page.
Unpublish anytime. Click Unpublish in the Share popover and the link stops working. The document stays in your workspace, but it's no longer publicly accessible. No complicated rollback, no support ticket. You're always in control.
Use Cases
Product specs and PRDs. Write the spec in a document, @mention the relevant tasks, share with the engineering team with Edit access, and publish a stripped-down version for stakeholders who only need to read.
Meeting notes and retrospectives. Capture notes during the meeting, share with attendees with Comment access for follow-up, and optionally publish a summary for the rest of the org.
Internal guides and runbooks. Create how-to docs for your team, share with the right teams, and keep them updated in one place. No more scattered Notion pages or stale wikis.
Changelogs and release notes. Write your changelog in a document, publish it, and share the link on Twitter, in your app, or in your newsletter. Toggle indexing so it appears in search. Unpublish when you're ready to archive.
Public roadmaps and FAQs. Publish roadmap or FAQ documents and link them from your marketing site. When you update the doc, the public page updates automatically. No need to copy-paste into a separate CMS.
Contractor and vendor handoffs. Share a spec or brief with view or comment access. They get the link, read the doc, and you keep everything in Zyvia instead of emailing PDFs back and forth.
Best Practices
Start with the right access level. Default to the minimum permission someone needs. You can always upgrade; downgrading feels worse.
Use teams for broad sharing. When everyone on a team needs access, share with the team instead of adding people one by one. When someone joins the team, they get access automatically.
Publish only when ready. Unpublished docs stay private. Hit Publish when you're happy with the content and ready for the link to be live.
Turn on indexing selectively. Enable search engine indexing for content you want discoverable (changelogs, public guides). Leave it off for sensitive or time-bound docs.
@mention liberally. Link tasks and people so documents stay connected to your work. Future you will appreciate the context.
Get Started
Documents in Zyvia are designed to stay where your work lives. Create, share, and publish without leaving your workspace. Get started with Zyvia →