How to manage documents

How to create, edit, and organize documents in your Base.

By the end of this guide, you will know how to create, edit, and organize documents in your Base.

Accessing documents

Click Knowledge in the left sidebar. You will see three tabs:

Tab	What it contains
Documents	Your files and folders
Canvas	Collaborative visual editor
Insights	AI-generated analyses

Creating documents

From the Documents panel

1. Go to Knowledge > Documents
2. Click Create document
3. Give the document a name
4. Start writing in the editor

From Chat

Ask the assistant to create a document:

“Create a specification for the advanced search feature”

The assistant will generate the content and ask for your approval before saving it to the Base.

Via upload

1. In Knowledge > Documents, click Upload
2. Select the file from your computer
3. The document will be added to the Base

Editing documents

Freshbase uses a Markdown editor. You can:

• Write formatted text (headings, lists, bold, italic)
• Navigate the file tree in the sidebar to switch between documents
• Save changes automatically

Editing with AI assistance (Canvas)

Canvas offers assisted editing:

1. Go to Knowledge > Canvas
2. Select a document or create a new one
3. Ask the assistant for help editing specific sections
4. The assistant suggests changes that you can approve or adjust

Organizing documents

Documents live in a folder structure within the Base:

• Create folders to group documents by topic (e.g., “specs/”, “decisions/”, “meetings/”)
• Navigate the file tree in the sidebar
• Move documents between folders as needed

Suggested structure

Your Base/
├── specs/          ← Specifications and requirements
├── decisions/      ← Decision records (ADRs)
├── meetings/       ← Meeting summaries
└── contexts/       ← Context documents

Document format

All documents in Freshbase are in Markdown (formatted plain text). Advantages:

• Portable — can be opened in any text editor
• Versioned — all changes are tracked
• Readable — clean and organized format
• AI-friendly — the assistant can easily read and edit them

Frontmatter

Documents generated by Freshbase include a special header (freshbase:) with lineage information — where the document came from, when it was created, from which conversation or meeting. This is automatic and ensures traceability.

Using Insights

The Insights tab shows AI-generated analyses of your Base content:

• Patterns identified in documents
• Connections between topics
• Points of attention

Insights are generated automatically as you add content to the Base.

Common issues

I can't find a document

Use the file tree in the sidebar to navigate. If the document was created by Chat or the Inbox, it may be in a specific folder like specs/ or meetings/.

I want to revert an edit

Freshbase automatically versions your documents. All changes are tracked and can be reverted.

Next step

How to invite team members