Docs & Knowledge

Every team produces documents continuously — contracts, meeting notes, intake forms, branded proposals. When those documents scatter across shared drives, email attachments, standalone tools, and chat messages, the real cost shows up as duplicated work, outdated versions, and knowledge that only one person can find. The Docs & Knowledge category in TeamGrid connects storage, creation, structured capture, and professional output around the same records your team already works with.

Files is the central document store with a dual-scope architecture: workspace-wide files for team collaboration and a personal area for private drafts and notes. The virtual folder system is what makes it structurally different from a conventional cloud drive — files are automatically tagged with the CRM contact, project, and task they are uploaded in context of, so no manual folder maintenance is required. Opening a project surfaces exactly its files. Opening a client record surfaces every document linked to that account. A macOS Finder-style grid with adjustable zoom levels (0.5x to 2.0x), rich in-browser previews for images, PDFs, videos, and audio, and native desktop upload for large files round out a storage layer that is organized by default.

Notes is the knowledge layer. A Notion-style block editor supports freely movable content blocks — to-do lists, code blocks, embedded images, Markdown shortcuts — with automatic saving on every keystroke. The key differentiator is CRM integration: every note can be linked directly to a client profile or project, so when a team member opens that project, the meeting minutes and technical specs are already waiting. The AI Assistant searches all linked notes semantically, which turns your knowledge base into a queryable resource rather than a passive archive.

Forms handles structured data capture without external tools. 36 field types across eight categories cover every intake scenario — from basic text and email fields to NPS scores, file uploads, signature capture, and CRM-connected pickers for users, contacts, companies, and projects. Multi-page layouts, six design templates, and conditional logic with 12 operators let you build sophisticated intake flows without code. AI generates a complete form from a plain text description or an uploaded PDF. Submissions are versioned and managed inside TeamGrid, ready to trigger PDF generation automatically.

PDF Designer closes the document lifecycle on the output side. A WYSIWYG drag-and-drop canvas with millimeter accuracy, a dual rendering engine (React-PDF for flowing multi-page content, pdf-lib for exact coordinate control), and over 50 dynamic variables that pull live data from invoices, forms, and CRM records produce pixel-perfect branded documents. AI generation can reconstruct a layout from a text description or from an uploaded image, analyzed for structure, typography, and spacing. Full version control creates automatic snapshots on major changes. A global branding system — primary color, secondary color, logo, and font family from Inter, Helvetica, Times, or Roboto — applies across all templates at once.

Used together, these four apps cover the full document lifecycle inside one workspace: organized storage that never needs manual sorting, connected knowledge that grows with every project, structured intake that feeds real data, and professional output that carries your brand.