Prepare the next version. Keep the published one clear.
Write and discuss working drafts while your team refers to published content. Choose who can read, comment, edit and publish, keep a version history, and bring documents into work with Butter and your workflows.
What can my team do with documents in HumanIn.Ai?
Create policies, instructions and reference material with a working draft and a published view. Collaborate through edits and comments, set access separately for each view, and publish when the content is ready. Version history, Butter and configured workflow steps help you maintain and use the information over time.
Prepare the next version. Keep the current one available.
Use this separation for policies, operating instructions, team guidance and reference material that people need while an update is being prepared.
| What changes | Working draft | Published view |
|---|---|---|
| Content | The working copy saves as you type. | Publishing copies the draft here and keeps a revision. |
| Readers | Contributors need access to the draft. | Readers, Butter's document tools and workflows read this content by default. |
| After an edit | Unpublished changes shows that the draft has moved on. | Published-only readers continue using the released content without seeing the draft's status. |
| Before first publication | The draft contains the working content. | A document that has never been published has an empty published view. |
Keep a policy usable through its next update
For example, a finance team can share a published expenses policy with employees and give a smaller contributor group access to the draft. Contributors discuss a proposed receipt requirement in comments, update the wording and publish when it is ready. Employees continue using the published policy throughout the work.
Explore internal policy management for the complete example.
Make collaboration and release decisions clear
Separate the permissions to contribute, discuss a passage and release a new version.
Choose access for each view
Share with people, teams or your organisation. Give draft readers, commenters and editors the access they need, and decide separately who can read, comment on or publish the released version.
Discuss the passage that needs attention
Highlight text to start a comment thread, reply to feedback and resolve or reopen the discussion. Draft and published views keep separate comments. Read-only users do not see those threads.
Return to earlier content
Every publication is kept as a revision. Restore one with publishing rights, recording the restoration as a new revision. Draft-edit access also lets you restore an earlier working state.
Give the information a structure people can use
The web document editor presents your content as pages, with a heading outline for moving between sections. Use headings, emphasis, links, lists, checklists, quotations and tables to make a policy, instruction or reference document easier to follow. Undo and redo help while you work.
For technical material, code blocks provide language selection, syntax colouring, line numbers and a copy action. The Format action can tidy supported languages, including JSON, Markdown and common programming languages, so examples remain useful to the people who need them.
Keep documents with the work they support
Find the document, organise its reference material and keep workflow instructions with their workflow.
- Find the right documentThe documents list shows the documents you can access, with names, locations, update times and metadata. Search by name, check a document's publication status where you have draft access, and open its folder from the list.
- Organise reference materialUse Drive folders and shortcuts to organise reference material. Folder permissions also apply to documents inside them, so check the folder's access before using it for a restricted draft. A document can be shared more widely than its folder, but not less.
- Keep instructions with the workflowEach workflow has its own associated document, kept with it in a workflow package. That gives people a place for the workflow's overview and instructions. Package documents stay with their workflow and cannot be moved or deleted individually.
Use your documents in conversations and workflows
Ask Butter to read a document, prepare new content or make a targeted edit where you have the necessary access. Butter's document-writing tools work on the draft, leaving publication to someone with publishing rights in the document editor.
In a workflow, configured Read Doc, Write Doc and Publish Doc steps can read content, append to or replace a draft, create a document or publish content. Add a human review step where the process needs a person's decision before a later write or publication.
An AI step can also receive a scoped document tool for working with selected documents. You choose its available tools and scope, and document owners can restrict AI access. Fixed document steps use the access of the person who started the run, which is separate from the document's AI-access setting.
Published documents can also supply the instructions or knowledge for a public agent. Only link material intended for that agent's audience, because people chatting with it can learn what its linked documents say.
Bring text in and take a copy out
- Import a Markdown or plain-text file into a document draft, up to 500 KB.
- Import replaces the draft after confirmation, leaving the published version, document name and comments unchanged.
- The editor's undo action can reverse an imported replacement.
- People with draft-edit access can download a PDF or Markdown copy while the document remains available in HumanIn.Ai.
Questions about documents
Can I let someone comment without letting them edit?
Who can change sharing and document details?
Do the title and metadata wait for publication?
Can I abandon a draft update?
Can I share a document outside my organisation?
Does restricting AI access stop every workflow from using a document?
Which document actions count towards usage?
Where do I edit documents?
Does the editor have a suggestion mode?
Give your team a document they can keep using.
Start with a policy, instruction or reference page. Decide who can contribute and publish, then prepare its next version with the current one still available.
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