Overview
Docs is Ekso’s built-in knowledge base. It provides a central place to create, organize, and share documents across your organization — from engineering runbooks and HR policies to sales playbooks and legal guidelines.
Documents live inside folders, each folder representing a department or topic. You control who can see each folder and document using user group visibility, and you can optionally make document content available to the AI assistant for context-aware answers.
Folders
Folders are the top-level organizer for documents. Each folder has a name, a color indicator, and optional visibility restrictions.
| Field | Description |
|---|
| Name | The folder name, shown in the left sidebar |
| Color | A color badge displayed next to the folder name |
| Restricted To | Which user groups can see the folder and its documents |
| Archived | Hides the folder from default views and prevents changes |
Use folder colors to visually distinguish departments at a glance. Each folder’s color badge appears in the sidebar alongside the folder name.
Documents
A document is a single piece of content within a folder. Each document has metadata that controls its identity, visibility, and behavior.
| Field | Description |
|---|
| Name | The document title |
| Author | The person who created the document |
| Restricted To | Which user group can see this document |
| Board | Optionally associate the document with a board |
| Container | Optionally associate the document with a container |
| AI Context | When enabled, the document content is available to the AI assistant |
| Archived | Prevents changes to the document while keeping it visible |
| Deleted | Soft-deletes the document |
Data context
Documents can be linked to containers, boards, or items through data context associations. This connects knowledge to the work it relates to — for example, linking an “API v2 Migration Guide” to the “Next-gen App” container.
A single document can have multiple context links, making it discoverable from different parts of the application.
Visibility
The Restricted To field controls which user group can see a document. When set, only members of the specified group can view the document in lists and open its content.
Visibility works at two levels:
- Folder level — restricts who can see the folder and browse its document list
- Document level — restricts who can see an individual document, even within an accessible folder
Document-level visibility is independent of folder-level visibility. A document restricted to “Developers” inside a folder visible to “Everyone” will only appear for developers.
Rich text editor
The document editor supports rich text formatting for creating structured, readable content. The toolbar provides:
| Control | Description |
|---|
| Headings | Six heading levels (H1 through H6) for content hierarchy |
| Text formatting | Bold, italic, underline, strikethrough |
| Superscript / subscript | For technical notation |
| Alignment | Left, center, right, and justified text |
| Lists | Ordered and unordered lists |
| Code | Inline code and code blocks |
| Links | Hyperlinks to external resources |
AI context
When the AI Context toggle is enabled on a document, its content becomes available to the AI assistant for retrieval-augmented generation. The AI can then reference the document when answering questions or performing searches.
Use AI context for documents that contain organizational knowledge the AI should draw from — process documentation, coding standards, architecture decisions, onboarding guides, and similar reference material.
The toggle appears in the document settings panel and is also indicated by an orange badge on the document preview: “Content will be used by AI for context.”
Enable AI context selectively for documents that contain stable, authoritative knowledge. Avoid enabling it on drafts or frequently changing documents where outdated content could lead to inaccurate AI responses.
Access control
Docs uses a three-level permission model assigned to user groups through the tenant’s access control configuration. For application-level permission areas, see Access control.
| Role | Permission |
|---|
| View | Browse folders and read documents |
| Add | Create and edit documents and their content |
| Manage | Full control — create and manage folders, configure all settings |
Deleting a folder or document is a soft delete — the record is marked as deleted but remains in the system. Only users with the appropriate role can perform deletions.
Document settings
Click the Settings button (gear icon) on a document to open the settings panel. From here you can configure:
- Name — the document title displayed in lists and previews
- Restricted To — which user group can see the document
- Board — optionally link the document to a board
- Container — optionally link the document to a container
- AI Context — toggle whether the AI assistant can use the document content
- Archived — mark as archived to hide from views and prevent changes
- Deleted — remove the document from the system
