> For the complete documentation index, see [llms.txt](https://docs.diaflow.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.diaflow.io/pages/working-with-pages.md).

# Working with Pages

In-depth technical guide to document authoring, rich content blocks, table of contents, inline comments, folder hierarchy, and the archive lifecycle.

## Document Architecture & Creation <a href="#user-content-document-architecture--creation" id="user-content-document-architecture--creation"></a>

Diaflow Pages utilizes a structured, block-based editor (powered by Tiptap) that ensures consistent formatting whether viewed on the web, mobile, or exported to PDF and DOCX.

### Creating & Managing Documents <a href="#user-content-creating--managing-documents" id="user-content-creating--managing-documents"></a>

* **New Documents**: Click **+ New Document** in your workspace navigation or within any folder. Newly created documents initialize with the placeholder title `"New document"` until you explicitly rename them.
* **Duplicating Pages**: Cloning an existing page creates an exact copy of its content, styling, icon, and cover in the same folder.
  * *Comment Stripping*: To keep cloned documents clean for new iterations, inline comment threads are automatically stripped from duplicated copies.
* **Save Conflict Protection**: Optional version-based conflict checking prevents silent overwrites when multiple team members edit simultaneously.

***

## Content Blocks & Rich Formatting <a href="#user-content-content-blocks--rich-formatting" id="user-content-content-blocks--rich-formatting"></a>

Type `/` anywhere on an empty line to open the block inserter, or select any text passage to reveal the contextual formatting bar.

<figure><img src="https://3864624312-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRdo1pkMnofwxf3lpWftw%2Fuploads%2Fp7z9sNaGjx7WrTGt14ou%2Frounded-image%20(35).png?alt=media&amp;token=6b4938f8-c879-400c-8025-f9bd0dc75205" alt=""><figcaption></figcaption></figure>

#### Core Content Blocks <a href="#user-content-core-content-blocks" id="user-content-core-content-blocks"></a>

* **Headings (H1, H2, H3)**: Structure long-form content with clean hierarchical levels.
* **Lists & Checklists**: Bulleted lists, numbered lists, and interactive task checklists for tracking action items.
* **Tables**: Insert multi-column tables with customizable header rows, resizable column widths, and cell background colors.
* **Collapsible Toggle Blocks**: Hide detailed reference information, FAQs, or appendix notes inside expandable containers.
* **Syntax-Highlighted Code Blocks**: Display code with syntax highlighting across 20+ programming languages (JavaScript, Python, JSON, SQL, etc.).
* **Math Expressions (LaTeX)**: Render scientific equations and mathematical notations inline or as dedicated display blocks.
* **Callouts & Blockquotes**: Emphasize critical notes, warnings, or tips using distinct visual accents.
* **Media & File Embeds**: Insert images and reference files directly into the body (up to 30 MB per file).

### Auto-Generated Table of Contents (TOC) <a href="#user-content-auto-generated-table-of-contents-toc" id="user-content-auto-generated-table-of-contents-toc"></a>

For long technical briefs, handbooks, and SOPs:

* Insert a **Table of Contents** block at the top of your document.
* Diaflow Pages automatically extracts all H1, H2, and H3 headings into a live, interactive clickable outline.
* As headings are added, renamed, or moved, the Table of Contents synchronizes in real time.

<figure><img src="https://3864624312-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRdo1pkMnofwxf3lpWftw%2Fuploads%2FNC4FEX9SamkwltDW8NPf%2Frounded-image%20(36).png?alt=media&amp;token=9e64b17d-316f-44cd-8e2c-468131322218" alt=""><figcaption></figcaption></figure>

***

## Team Collaboration & Comments <a href="#user-content-team-collaboration--comments" id="user-content-team-collaboration--comments"></a>

Reviewing documents and gathering feedback happens directly inside the editor without external messaging overhead:

<figure><img src="https://3864624312-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRdo1pkMnofwxf3lpWftw%2Fuploads%2F3fS7hOPLJfdN9Nb7OVTe%2Frounded-image%20(37).png?alt=media&amp;token=22cee523-663a-445b-b3c9-ce5a62014dcc" alt=""><figcaption></figcaption></figure>

### Inline Text-Anchored Comments <a href="#user-content-inline-text-anchored-comments" id="user-content-inline-text-anchored-comments"></a>

* Highlight any word, sentence, or block to reveal the action bubble and select **Comment**.
* Comments remain visibly anchored to that exact passage.
* Teammates can reply to create discussion threads, tag other members using `@mentions`, and upload reference attachments (up to **25 MB** per attachment).

### Resolving & Reopening Threads <a href="#user-content-resolving--reopening-threads" id="user-content-resolving--reopening-threads"></a>

* Any workspace member with edit access can mark a discussion thread as **Resolved** once feedback has been incorporated.
* Resolved threads are safely stored in the document's comment drawer and can be inspected or **Reopened** if questions re-emerge.
* **Smart Auto-Resolution**: If the text passage that an inline comment is anchored to is deleted by an author, Diaflow automatically resolves the associated thread to prevent orphan discussions.

### Strict Comment Authorship Protection <a href="#user-content-strict-comment-authorship-protection" id="user-content-strict-comment-authorship-protection"></a>

{% hint style="warning" %} <mark style="color:$warning;">**Audit Integrity & Comment Ownership**</mark>\
To protect authentic editorial records and avoid unauthorized tampering: **Only the original author of a comment or thread can edit or delete it**.\
Even workspace owners and administrators cannot edit or remove a comment authored by another teammate.
{% endhint %}

***

## Workspace Organization & Custom Covers <a href="#user-content-workspace-organization--custom-covers" id="user-content-workspace-organization--custom-covers"></a>

A well-organized wiki is essential for growing teams. Diaflow Pages offers multifaceted organizational tools:

<figure><img src="https://3864624312-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRdo1pkMnofwxf3lpWftw%2Fuploads%2FO5peV2TnCANkXJ3HvdKd%2Frounded-image%20(38).png?alt=media&amp;token=e1151d53-cddf-42c7-a031-d880d639d116" alt=""><figcaption></figcaption></figure>

### Folder Hierarchy <a href="#user-content-folder-hierarchy" id="user-content-folder-hierarchy"></a>

* **Create & Reorder**: Group related documents by team, project, or department. Folders can be renamed, reordered, or deleted.
* **Default Folder**: Every workspace includes an immutable **Default Folder** to catch unassigned or imported documents.
* **Safe Folder Deletion**: Deleting a folder **does not delete or destroy its documents**. Instead, all contained pages are safely moved to **Archive**, and the folder container is soft-deleted.

### Visual Customization: Icons & Covers <a href="#user-content-visual-customization-icons--covers" id="user-content-visual-customization-icons--covers"></a>

* **Page Icon**: Add an emoji or icon to make documents recognizable in the sidebar and search results.
* **Cover Images**: Upload a custom header image or pick from the **Admin Cover Gallery**—a curated workspace collection of high-resolution banners and theme colors configured by team administrators (up to 10 MB).
* **Cover Position**: Adjust the vertical positioning of your cover image to highlight the focal point.
* **Explicit Clearing**: Page icons, covers, descriptions, and tags can be explicitly cleared at any time without affecting body text.

***

## Personal Sidebar Management <a href="#user-content-personal-sidebar-management" id="user-content-personal-sidebar-management"></a>

Collaboration doesn't mean sacrificing individual productivity:

* Every workspace member maintains an independent **Personal Sidebar Order**.
* You can drag and drop pages in your navigation drawer to prioritize your active sprint documents and daily references.
* Reordering pages in your personal sidebar has zero impact on how other team members view their workspace.

***

## Archive & Trash Lifecycle <a href="#user-content-archive--trash-lifecycle" id="user-content-archive--trash-lifecycle"></a>

Diaflow Pages enforces a resilient archive lifecycle that safeguards against accidental deletions:

1. **Archive State (Soft Deletion)**: When a page is deleted, it is moved to **Archive** rather than being permanently destroyed immediately.
2. **Read-Only Lock**: Archived pages are strictly locked. Users cannot edit text, run AI tools, generate images, duplicate, or move archived pages between folders. Only **Restore** or **Permanently Delete** actions are permitted.
3. **Restoration**: Restoring an archived page immediately unlocks it and reinserts it into its original folder and position.

<figure><img src="https://3864624312-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FRdo1pkMnofwxf3lpWftw%2Fuploads%2FcdlzyLTgs6lYQZgQv15a%2Frounded-image%20(39).png?alt=media&amp;token=af5ae073-2724-4fc1-9f38-2056c45f5887" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %} <mark style="color:$warning;">**30-Day Automated Purge**</mark>\
Archived pages are automatically and permanently purged from the system after **30 days**. This automated safety window cannot be extended or overridden. If a document must be retained, restore it before the 30-day window closes.
{% endhint %}

### Permissions & Bulk Actions <a href="#user-content-permissions--bulk-actions" id="user-content-permissions--bulk-actions"></a>

* **Workspace Owners**: Can archive, restore, or permanently delete all pages across the workspace in bulk.
* **Standard Members**: Can archive any page they have edit access to, but bulk permanent deletion is restricted to pages they personally authored.

***

## Search & System Limitations <a href="#user-content-search--system-limitations" id="user-content-search--system-limitations"></a>

Finding information across hundreds of workspace documents is instantaneous in Diaflow:

* **Full-Text Search**: Queries both document titles and deep body content with relevance ranking.
* **Field-Based Filters**: Filter pages by title prefixes/suffixes, or categorized **Tags** (e.g., `#engineering`, `#sop`, `#marketing`).

### System Specifications <a href="#user-content-system-specifications" id="user-content-system-specifications"></a>

| Feature / Resource           | Limit / Specification                                                   |
| ---------------------------- | ----------------------------------------------------------------------- |
| **Sub-Pages / Nested Pages** | **Not supported**. Pages exist as first-level documents within Folders. |
| **Max Page File Upload**     | **30 MB** per uploaded attachment/asset inside a page                   |
| **Comment Attachment Size**  | Up to **25 MB** per comment attachment                                  |
| **Cover Gallery Image Size** | Up to **10 MB** for custom admin cover images                           |
| **Trash Retention Period**   | **30 days** until permanent automated deletion                          |
| **Workspace Quota**          | All pages count toward your workspace's plan document limit             |