Aha! Knowledge | Documents

Most of the activity in your Aha! Knowledge account takes place in documents: notes and whiteboards. Start from scratch or access our built-in library of guided document templates to inspire creativity, drive consistency across teams, and establish a standard approach for documentation.

an Aha! Knowledge workspace with documents

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Documents overview

There are two types of documents in Aha! Knowledge. Choose the type that enables you to capture information in the way that makes the most sense.



Notes are text documents. Draft articles in notes before sharing or publishing them. You can add images and media or even embed whiteboards in your notes.

Whiteboards are visual documents. Create diagrams and visuals with whiteboards. They make great collaborative spaces as well.

Whichever type of document you create, the location where you store it determines who can see it:

  • Workspace documents are located in a workspace. Anyone with permission to view that workspace can see them. But workspace user permissions and document sharing permissions determine who can edit them.

  • Personal documents are located in the My documents section of your My work page. Only you can see your personal documents — but you can choose to share a personal note or whiteboard on a per-document basis.

Workspace documents include tabs for additional details that you will not find on personal documents. Scroll to the bottom of a workspace note or whiteboard to find tabs for Comments, To-dos, Related documents, and document History.

All documents are assigned an internal record indicator (the workspace's prefix followed by a number). This enables you to identify the specific document in your account when linking related documents to one another or using # mentions.

Organize workspace and personal documents using folders and parent/child hierarchies. Add tags to make your documents easy to find. You can also add internal or external links to a documents list.


Create new documents

Create a new note or whiteboard from scratch — or start from a template. Navigate to a workspace to create a document within that workspace. Or navigate to your My work page to create a personal document. Then, click Add and choose Note, Whiteboard, or Meeting. To start from a template, choose Template.

The new document will open. Its location will default to the folder or place in your document hierarchy that you accessed most recently. Drag and drop it into any folder. When you drag a document to a new location, blue bars will show you where it will land. A thin blue bar means your note will exist above or below another document in the order. A thick blue bar means that your note will be nested under another document in the order.

New documents will be named Untitled, but you can edit the document's title, title icon, and date at any time.


Add title icons

Every note or whiteboard you create has a title icon. By default, this is a page icon for standalone documents and a folder icon for parent documents. You can change these title icons to emojis to help your documents and document collections stand out.

To do this, open a document and click its title icon. Click or search for any replacement emoji you prefer, and the title icon will update.


View recently accessed documents

Navigate to My work Recents to find the documents you have accessed most recently. From here, you will see thumbnails of all workspace and personal documents you have accessed recently.


View documents that were shared with you

Quickly find documents that others have shared with you. Navigate to My work Shared with me to view all documents you have accepted the invitation for.


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