Data Management

Pages

A page is a document you write and edit in Data Management: text, headings, lists, tables, panels, action items, images and more. Everyone who can open the project can read and edit its pages. Pages are edited here, not in Chat & Research.

Reading a page

Click a page in the folder panel. It opens on a white page with its title, who wrote it, how long it takes to read and its version.

• Edit opens the editor (or press E).
• ☆ stars it for you.
• Share emails a link to people in the project, with an optional message.
• The link button copies the page's link. Anyone in the project can open it.
• ⋯ has Watch (or Stop watching), Version history, Comments, Page info, Ask about this in Chat & Research, Make a copy, Move, Export (PDF, Word, Markdown or a web page) and Archive and delete.

The two buttons at the bottom right open Comments and Page info. A panel opens beside the page and never covers it. Page info shows the owner, the dates, the version, the word count and where the page is, and has the Available to the AI switch.

Listening to a page

Press Listen, beside how long the page takes to read, to hear the page read aloud: its title, then its text. Pause, Resume and Stop take its place while it plays; a long page is read in parts, and the byline shows which part you are hearing (Part 2 of 5). Pictures are not described.

• The voice is the one last chosen in Video Studio in this project, or anywhere in the account if this project has no video; otherwise the standard voice.
• Anyone who can open the page can listen to it.
• Listening stops when you press Edit or open something else. If the page is updated while you are listening, it stops and says so; press Listen again to hear the new version.
• Reading a page aloud costs a small amount per character, shown in your usage as Listening to pages, under Data Management. Listening to the same version again, in the same voice, within a day costs nothing, whoever listens. If the account is out of credit, the page says so and nothing is charged.

Writing and editing

1. Press Edit. The toolbar appears above the page.
2. Type. Press / on any line for the block menu: headings, lists, Action items, Table, Info, Note, Success, Warning and Error panels, Decision, Code block, Quote, Divider, Date, Status, Expand, two or three columns, Table of contents, Mention, Emoji, Image or file, Link and Ask Odin. Type @ to mention someone in the project and : for an emoji.
3. Press Update to publish your changes as a new version. Everyone in the project sees them.

When the window is narrow, the toolbar buttons that do not fit move into ⋯ at its end. Select text to format it; click a date or a status to change it. In a table, a bar above it adds and removes rows and columns, turns the header row on or off, and merges cells.

Images and files

A page can hold pictures and any other file: a PDF, a Word document, a spreadsheet, a slide deck. A picture (PNG, JPEG, GIF or WebP) appears in the page itself. Any other file appears as a file card showing its type, name and size. When reading the page, click a card to open the file in Data Management, or press Download on it.

Press Image or file in the toolbar (or / → Image or file) and choose where it comes from:

• From this project: the project's images and files, listed by folder. Type in the search box to find one by name or folder, choose it, then press Insert.
• Upload: a picture or file from your computer. Pictures can be up to 25 MB and other files up to 2 GB. Choose the folder to save it in under Save it in (the page's own folder unless you pick another), then press Upload and insert. The file is added to that folder in Data Management, where everyone in the project can see it, and inserted in the page. If it cannot be uploaded (it is empty, it is too big, or the account's storage is full), the dialog says why and nothing is added.
• Link: a picture's https:// address. Images from other sites may stop showing later; uploading is safer.

For a picture, add Alt text (what the image shows) and, if you like, a caption.

You can also paste a picture or file into the page (a screenshot, or a file you copied on your computer), or drag files from your computer onto the page while editing. Each one shows Uploading… where it will go, is saved into the page's own folder in Data Management, and then takes that place in the page. If one cannot be uploaded, a message names it and says why, and nothing is added for it. Pasting text, including text copied from Word or Excel, pastes the text.

If you press Update (or Publish) while a file is still uploading, the Hub asks first: Wait, then update sends the update once the file is in the page, Update without it publishes now (the file is still saved in Data Management, but not added to the page), and Keep editing does neither. Closing the editor or saving a draft while a file is uploading asks the same way. Files can only be dropped into a page while you are editing it: drop one on a page you are reading and the Hub tells you to choose Edit first, instead of the browser opening the file.

Pictures and file cards can only come from the same project; a page that holds one from another project cannot be published, updated or scheduled until it is removed. Paste or drop several in a row and they go in in that order, with the cursor after the last one. When a page is exported (PDF, Word, Markdown or Web page), each file card is written as the file's name, type and size; the file itself stays in Data Management. On a page published to your public profile, a card links to its file only if that file is published too; otherwise visitors see just its name.

Find and replace

While editing, press Ctrl+F (⌘F on a Mac), or choose Find and replace from the toolbar's More formatting menu or the page's ⋯. Type what to find: every match is highlighted and the bar says, for example, 3 of 12. Enter and the arrows move to the next or previous match; Match case finds only text with the same capitals. Type the new text in Replace with, then press Replace for the highlighted match or Replace all for every one. A single Undo brings back everything Replace all changed. Matches are found within one paragraph, heading or cell at a time, never across a mention, date or status. Replacing never moves or rebuilds a paragraph, so comments stay where they are; a comment on the exact words you replace is treated as if you had retyped them. Esc closes the bar.

Update ▾ also has Update and notify (choose who gets an email with your summary; people who already edited or commented on the page are chosen for you), Schedule…, Save as draft, and Discard changes.

Drafts

While you edit, your changes are saved as a draft every few seconds; the top of the page says Draft saved and the time. Only you can see your draft. If you leave and come back, the page offers Continue editing or Discard. A page that shows Edited in the folder panel has a draft of yours; a new page that has never been published shows Draft.

Leaving with changes

If you go somewhere else while you have unpublished changes — another folder (from the folders or the page's breadcrumb), another app, Chat & Research, Close or the ☰ menu — the page asks first: Keep editing, Discard changes, Leave, keep draft, or Update and leave.

Watching a page

Watch a page to get an email when someone else updates it. Open the page and choose ⋯ → Watch; ⋯ → Stop watching ends it.

• The email says who updated the page and when (in your profile's timezone), with the summary of each change and a link to the page.
• You never get an email about your own updates.
• You get at most one email per page every 10 minutes. Updates made in between are listed together in the next email.
• You watch a page you create from the start, however you create it: a new page you publish (New → Page or Page from a template), a copy you make with Make a copy, and a new page you save from Chat & Research (including one started with New → Write in Chat & Research). Choose ⋯ → Stop watching if you'd rather not.
• Only people in the project can watch its pages. Someone who leaves the project stops getting the emails.

Scheduling an update

You can have your changes published at a set time instead of now.

1. Edit the page, then choose Update ▾ → Schedule….
2. Pick a date and a time. Times are in the timezone set in your profile.
3. Press Schedule. The editor closes, and the page shows Scheduled for and the time, with Cancel schedule.

Until then, your changes are a draft that only you can see. At that time they are published as your update: a new version, in Version history, and people who watch the page get their email as for any other update.

• If someone else updates the page first, your changes are not published over theirs. The schedule is skipped, you get an email saying who changed the page, and your changes stay as your draft so you can look at theirs and update when you are ready.
• Editing a scheduled draft asks first whether to Keep the schedule (what you change now is published at that time too) or Cancel the schedule (your changes stay a draft until you press Update).
• Pressing Update yourself publishes now and cancels the schedule. Discarding the draft cancels it too.
• Scheduling is for pages that are already published. A new page is published with Publish.
• A page made before the editor that would change when converted has to be updated once by hand before an update can be scheduled.

New pages and templates

Press New → Page, or + on a folder in the panel. A new page offers Start with a template: Meeting notes, Decision or Research brief, or start blank. New → Page from a template goes straight to one. Nothing is saved until you type; press Publish to make the page readable by everyone in the project.

Publish here means publishing to the project. Putting a page on your public profile is separate, and is done from My Public Profile.

Version history

⋯ → Version history lists every version with who made it, when and how many words changed. Use the arrows to step through versions. Each version shows what changed from the one before it: additions in green, removals struck through. Turn off Highlight changes, under the list, to read a version clean. Turn on Compare versions to compare any two versions, Inline or Split. Back to the page, the list's × or Esc returns to the page.

Each version's ⋯ has Restore this version, Compare with current, Compare with previous, Add a label, and Copy link to this version. Restoring makes a new version; every other version stays.

Comments

Hover a paragraph, heading, list or table: a comment icon appears at its right edge (on a phone, tap it). Select words first to comment on just those. Comments are highlighted on the page and listed under Comments, with Open and Resolved tabs. Reply, Resolve, reopen, copy a link to a comment, or delete a thread you started. Mention someone with @ and they get an email. When the page is changed somewhere else, for example saved again from Chat & Research, a comment stays with the words it is on, even if they moved. A comment on text that has since been removed, or replaced by different text, stays in the list, under On text that was removed.

When someone else changed the page

If someone updated the page while you were editing it, Update tells you who and when, and offers Compare, Keep mine (publish yours on top; theirs stays in the history), Take theirs (your text is kept first, as a separate draft in the same folder called page name (your changes), which only you can see; if it can't be saved at that moment, their version isn't loaded and your text stays in the editor) and Save mine as a copy. Nothing is merged or lost without you choosing.

You can keep typing while an update is being sent. Anything you typed after pressing Update isn't part of that version: it stays in the editor, kept as your draft, and goes out with your next update.

Pages made before the editor

A page saved before the editor existed opens and reads as usual. The first time you edit it, a note may say that some of it will change when you update it — for example a table inside a table becoming plain text — and Update asks you to confirm. The page as it was stays in Version history, and restoring it brings it back exactly.

If something goes wrong

AI can also write and change pages for you. Writing pages with Odin

Signed in to VeraGen? Press Guide me on any screen for a walkthrough, or ask Odin.