Vaiz Documents: Keep Knowledge Close to Work
What Vaiz Documents Are For
Documents hold project notes, specs, decisions, and reference material in the same workspace as the tasks they generate. They are not a separate wiki tool — they are part of the project.
Vaiz docs answer the question of where decisions live. Instead of a project tool plus Notion or Confluence, the spec, the meeting notes, and the rollout plan sit one click away from the board that executes them. Followers get notified when the doc changes; comments thread under the relevant section.
Project notes and specs
Kept beside the work that depends on them. Docs sit beside tasks in the same workspace, so a spec page and the issues that implement it share one navigation surface.
Decisions beside execution
Reduce the cost of finding "why we did it that way". Verify the current capability against vaiz.com before relying on it for a critical workflow.
Knowledge base use cases
Onboarding docs, playbooks, retro notes. Verify the current capability against vaiz.com before relying on it for a critical workflow.
- Followers and mentions — push notifications when the doc updates.
Treat docs as part of the project, not as a separate library to maintain.
Docs in Vaiz are project artefacts, not a separate knowledge silo.
Creating and Organizing Documents
Documents are created inside a project or space. Naming and ownership rules matter more than folder structure — keep titles searchable and owners explicit.
Most teams start with one document per project and add as the need arises. Folder depth is a footgun: three levels in, nobody finds anything. Prefer descriptive titles and consistent prefixes (Spec, Notes, RFC, Postmortem) over deeply nested folders.
Document creation workflow
Start blank or duplicate an existing template. Start with one painful chore and watch the rule for a week before adding another; rule sprawl is the silent killer.
Folder or project context to verify
Keep docs attached to the project they describe. Verify the current capability against vaiz.com before relying on it for a critical workflow.
Naming and ownership rules
Date stamps and prefixes (Spec, Notes, RFC) make search reliable. Start with one painful chore and watch the rule for a week before adding another; rule sprawl is the silent killer.
- Ownership — assign an owner; orphan docs go stale fastest.
Document hygiene is a habit, not a feature.
Title and owner do more for findability than any folder tree.
Collaboration in Documents
Comments, mentions, and the followers list turn a doc into a working artefact. Mentions push notifications to the right people; followers get update notifications when the doc changes.
Vaiz docs collaborate the same way tasks do. Add a comment, mention a teammate, and they get the notification. Following a doc adds it to the activity feed so updates do not get missed. The pattern matches what teams already do in Google Docs or Notion.
Comments and shared context
Section-level threads keep discussions discoverable. Verify the current capability against vaiz.com before relying on it for a critical workflow.
Following docs for updates
Opt-in notifications when the doc changes. Docs sit beside tasks in the same workspace, so a spec page and the issues that implement it share one navigation surface.
Linking teammates to next steps
Turn a comment into a task with one click. Set roles at invite time and review access quarterly; loose permissions are the most expensive thing to retrofit.
- Realtime collaboration — multiple editors can work concurrently.
For teams already used to Notion-style commenting, the model translates with no friction.
Treat docs like task threads: comments and mentions are how decisions actually get made.
Linking Tasks and Docs
Docs reference tasks; tasks reference docs. The link is bi-directional and surfaces in both directions, so a spec page shows the tasks it covers and each task shows the spec it implements.
The doc-task link is the feature that makes Vaiz feel different from a project tool plus Notion. A spec page shows the open tasks it covers; each task shows the spec page it implements. That removes the "which doc is this for again?" question from every standup.
Turning docs into execution
Generate tasks from action items in the doc. Docs sit beside tasks in the same workspace, so a spec page and the issues that implement it share one navigation surface.
Referencing tasks in specs
Embed task references in the doc body. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.
Avoiding scattered project context
One source of truth per project. Verify the current capability against vaiz.com before relying on it for a critical workflow.
- Audit trail — both task changes and doc edits feed the Events log.
Adopt the linking habit early; backfilling it later is the expensive path.
Bi-directional links turn docs and tasks into a single project memory.
Embeds and External Context
Documents embed Figma, Miro, Excalidraw, Mermaid, Swagger, GraphQL Editor, CodeSandbox, YouTube, Vimeo, and arbitrary iFrames. Use embeds to keep context in the doc instead of forcing tab switches.
The supported embed list reflects what modern teams actually use: design files, diagrams, code sandboxes, API schemas, and recorded video. Embedded content updates live — a Figma frame changes when the design changes — so the doc stays current.
Figma and Miro embeds
Design context inside spec docs. Docs sit beside tasks in the same workspace, so a spec page and the issues that implement it share one navigation surface.
Mermaid, Swagger, and media previews
Diagrams and API references inline. The AI assistant ships on Premium; MCP support extends workspace data to Claude Desktop and Cursor under existing permissions.
When embeds reduce tab switching
Keep all linked context one scroll away. Docs sit beside tasks in the same workspace, so a spec page and the issues that implement it share one navigation surface.
- CodeSandbox and Excalidraw — runnable code and quick sketches.
Mobile rendering for some embeds (Figma, Miro) is limited; verify before relying on phone access.
Embeds keep context in the doc; tab-switching costs more than people realise.
AI Writing Help
The Premium AI assistant rewrites paragraphs, simplifies dense text, and summarises long docs into action items. Use it as a first draft, not a final answer.
AI help on Vaiz docs reads as a writing aid rather than a generator. Highlight a paragraph and ask for a rewrite or a simpler version; ask for a summary at the top of a meeting note; extract actions from a long retro. Always review before publishing.
Rewrite and simplify
Speeds up editing dense content. Verify the current capability against vaiz.com before relying on it for a critical workflow.
Summarize to actions
Useful at the end of long meeting notes. Verify the current capability against vaiz.com before relying on it for a critical workflow.
Consistency across project docs
Apply the same voice to recurring formats. Docs sit beside tasks in the same workspace, so a spec page and the issues that implement it share one navigation surface.
- Plan gating — Premium only; Pro and Free do not include the assistant.
The AI is not a substitute for an editorial decision; it\'s a smart copy-editor that drafts the first pass.
Use AI to draft and tighten; keep a human on the editorial decisions.
Frequently asked questions
Are Vaiz documents like Notion pages?
They are similar block-based editors, but the integration with tasks and projects is tighter in Vaiz. The flexibility of Notion databases is greater; the project tie-in is stronger in Vaiz.
Can I embed Figma and Miro inside a Vaiz document?
Yes. Both Figma and Miro are listed as native embeds, alongside Excalidraw, Mermaid, Swagger, GraphQL Editor, CodeSandbox, YouTube, Vimeo, and arbitrary iFrames.
Does Vaiz include AI writing help?
On the Premium plan. The AI assistant can rewrite, simplify, and summarise document content. Pro and Free do not include it.
Can multiple people edit the same Vaiz document?
Yes. Documents support realtime collaboration, comments, and mentions, similar to Google Docs and Notion.
Where do Vaiz documents live in the hierarchy?
Inside spaces and projects. Each document is attached to a project, so it shares the same access controls and audit log as the tasks beside it.