📍Docs How-to Guide

Intro

Motion Docs give you a flexible space to capture notes, draft ideas, and turn them into action. Whether you’re preparing for a meeting, writing a project brief, or documenting team knowledge, Docs stay connected to the rest of Motion so your work never gets lost. With AI built in, you can draft faster, organize smarter, and link everything back to tasks and projects.

At a Glance

• Navigate with ease → Browse docs in your workspace, search from the sidebar, or pin favorites.

• Add and edit content → Write, format, and collaborate in real time.

• Turn notes into work → Create tasks and projects inline or from meeting notes.

• Collaborate and scale → Work together, track changes, and keep version history.

• Connect it all → Link tasks, projects, and other Motion work to keep context in sync.

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Navigating docs

How to Navigate Docs

1. Browse from your workspace

   1. Open the Workspaces panel in the sidebar.

   2. Click into a folder or project to see all docs stored there.

   3. Expand nested folders if you’ve organized docs hierarchically.

2. Search across everything

   1. Use the Search bar in the top-left corner.

   2. Type a keyword, doc title, or even project/task name.

   3. The All results tab in your Motion search show matches across docs, projects, and tasks, so you can jump straight in or search within the Docs tab purely for Docs to remove unwanted Motion items.

3. Use Favorites for quick access

   1. Hover over any doc in the sidebar → click the 3 dots then the star icon to favorite it.

   2. Your favorites appear in the Favorites section of the sidebar for one-click access.

4. Jump with @ references

   1. In any doc, type @ followed by a title or keyword to instantly reference another doc.

   2. This not only links docs together but also creates shortcuts for navigation.

5. Keep your sidebar tidy

   1. Collapse folders you’re not using to reduce clutter.

   2. Organize folders into a different workspace by clicking on the 3 dots (folder in the workspace) > edit > select a location.

💡Pro tip: Combine Favorites for your daily go-tos and Search for quick discovery. This keeps you from digging through long workspace trees.

Add and edit content

How to add and edit content in Motion Docs

1. Open or create a doc

   1. From any workspace or folder, click New doc (left sidebar + menu or / new doc inside another doc).

   2. Click the title at the top to rename it.

2. (Optional) Let AI draft for you

   1. In the gray prompt at the top, describe what you want (e.g., “Draft a kickoff agenda. Use @Marketing Campaign.”).

   2. Press Esc or click outside of the prompt box anytime to switch to manual writing.

3. Insert anything with the slash menu

   1. Press / to open the command palette, then choose what to insert:

      1. Headings: Heading 1 / 2 / 3

      2. Lists: Bulleted list, Numbered list, Check list

      3. Table, Blockquote, Divider

      4. Code block, Emoji, **Upload attachment`

      5. Work items: New task, New project, New doc

      6. Create content to pull in an AI-generated section

4. Turn notes into work (inline)

   1. Type / new task to create a task right where your cursor is.

   2. Use / new project to spin up a project from a section of the doc.

   3. Use @ to reference existing docs, projects, or tasks so readers can jump there.

5. Edit and format text quickly

   1. Select text to bold / italicize / underline, add links, or convert to a heading or list.

   2. Use keyboard: Cmd/Ctrl+B/I/U for formatting; Tab/Shift+Tab to indent/outdent list items.

6. Reorder content

   1. Hover a block to grab the drag handle on its left, then drag to move it.

   2. Multi-select blocks (hold Shift and click) to move sections together.

7. Comment and collaborate

   1. Highlight text → Comment to leave feedback or @mention a teammate.

   2. Resolve comments as you address them; everything stays tracked on the doc.

8. Use references to keep context tight

   1. Type @ and search to link relevant docs/projects/tasks.

   2. These links act as live references your AI and teammates can follow.

9. Review history & protect work

   1. Open Version history (clock with arrow icon) to see prior versions or restore one.

   2. Use Share to control who can view or edit; use Move to file the doc in the right workspace/folder.

10. Pro keyboard cheatsheet

    1. / open insert menu • @ link items • Cmd/Ctrl+K add link

    2. - then space for bullets • [] then space for a checklist

    3. ``` then Enter for a code block

💡Pro tip: Keep sections tight with headings + checklists, then convert decisions into / new task items as you go. Your doc becomes a living plan, not just notes.

Turn notes into work

How to Turn Notes into Work

1. Open your doc

   1. Navigate to the doc where you’ve written your notes.

   2. Place your cursor next to the line of text you want to turn into a task or project.

2. Use the / command

   1. Type / to open the quick actions menu.

   2. Select New task or New project.

3. Fill in the details

   1. Give your task or project a name.

   2. Add extras like due dates, assignees, or priority as needed.

4. Keep context connected

   1. The task/project stays linked back to the doc where it was created.

   2. This way, anyone reviewing the doc later can trace the context behind the work item.

5. Edit inline anytime

   1. Hover over the created task/project inside the doc.

   2. Update details (status, assignee, deadlines) without leaving the doc.

💡Pro tip: Capture decisions and next steps during meetings directly as tasks/projects inline — no need to rewrite notes later.

Collaborate and scale

How to Collaborate and Scale with Docs

1. Invite teammates

   1. Open your doc → click Share in the top-right.

   2. Choose who can view or edit.

   3. Share with individuals or your entire workspace.

2. Edit together in real time

   1. Multiple teammates can type, edit, and format simultaneously.

   2. Changes appear live, so everyone stays in sync.

3. Comment and @mention

   1. Highlight text → click Comment.

   2. Use @ to tag a teammate, assign follow-up, or request feedback.

4. Track version history

   1. Click the Version history (clock with arrow icon).

   2. Review past edits and restore a previous version if needed.

5. Organize and move docs

   1. Use the Move button to file docs into the right folder, project, or workspace.

   2. This keeps scaling teams from losing track as the number of docs grows.

6. Standardize with templates

   1. Reuse well-structured docs as starting points for agendas, briefs, or knowledge bases.

   2. This saves time and ensures consistency across your team.

7. Grow with your team

   1. Add more editors and contributors as projects expand.

   2. Docs naturally evolve from simple notes into long-term knowledge spaces.

💡Pro Tip: Keep high-value docs (like onboarding guides or project playbooks) in Favorites so new teammates can find them instantly.

Connect it all

How to Connect Docs with Tasks, Projects, and Other Motion Work

1. Reference work items with @

   1. In your doc, type @ and start typing the name of a task, project, or doc.

   2. Select it from the dropdown to create a live link.

   3. This keeps related work one click away.

2. Create tasks and projects inline

   1. Type /Task to capture an action item directly in your doc.

   2. Use /Project when a bigger deliverable comes up in your notes.

   3. These items automatically sync to your workspace with full context.

3. Turn meeting notes into work

   1. While writing recaps, use /Task or /Project on decisions or next steps.

   2. Tasks stay linked back to the meeting doc for reference later.

4. Embed docs inside projects

   1. Open a project → attach or create a doc inside it.

   2. Use this for project briefs, kickoff agendas, or documentation tied to that project.

5. Move docs into the right place

   1. Click Move in the top-right corner of your doc.

   2. File it under the correct workspace, folder, or project so context is always clear.

6. Use docs as AI context

   1. When chatting with Motion AI, reference a doc with @ so the AI can pull in its contents.

   2. Great for drafting updates, generating summaries, or building new tasks.

💡Pro Tip: Treat your doc as a hub — decisions live in the doc, actions live in tasks, and projects stay connected so nothing falls through the cracks.

Conclusion

Docs in Motion are more than just a place to write — they’re the bridge between ideas and action. You can capture notes, draft briefs, or document knowledge, then turn them directly into tasks and projects without losing context. With real-time collaboration, version history, and seamless connections to the rest of Motion, Docs scale with your team as your work grows.

✨ Key takeaway: Treat Docs as your single source of truth — where conversations, decisions, and next steps all stay connected in one place.