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Overview of Documents in GTM One

Learn how Documents stores, organizes, and shares AI-generated content.

Harinath KrishnamoorthyHarinath KrishnamoorthySenior Product Manager

Learn how Documents stores, organizes, and shares AI-generated content.

Overview

Documents is where GTM One keeps the AI-generated content produced in the application, along with the files you upload, the documents you write, and anything a teammate has shared with you. Use it to create a new document from a template, find a document you generated earlier, organize your files into folders, and share documents or whole folders with colleagues or customers.

Documents helps you:

  • Start a new document from an agent-driven template instead of writing a prompt
  • See every document you have access to, across all accounts and contacts, in one place
  • Keep related files together in folders
  • Share documents and folders internally or send a trackable link to prospects and customers

Open Documents

  1. In the left navigation panel, click Documents.

The page opens on the My Drive tab. The New and Analytics buttons are in the top-right corner of the page.

Create a Document from a Template

New documents can start from agent-driven templates. You choose a template, tell it which record the document is about, and GTM One generates the content. The templates available depend on your account (e.g., a meeting prep brief or a company research brief).

  1. In the left navigation panel, click Documents.
  2. Click New in the top-right corner of the page.
  3. Under AI Documents, click the template you want to use. If the New menu has no AI Documents section, your account has no document templates; it may list agent teams such as Meeting prep under Agent teams instead.
  4. In the dialog that opens, search for and select the company or contact the document is about, or select a meeting if the template asks for one.
  5. Optionally, type any angles, priorities, or details to include in the Additional context (optional) box.
  6. Click Create.

GTM One generates the document in a chat, where you can keep refining it.

The New menu also offers New document for a blank document you write yourself, and may list agent teams you can run to produce a document.

How Documents Are Organized

Documents Tied to Records

Documents are tagged to the account, contact, or opportunity they relate to. A tagged document also appears on the documents tab of that record's profile, so you can find it while you work the account.

One View Across All Accounts

The Documents page lists documents across all your accounts and contacts in a single view. Use the tabs below the header to narrow what you see:

  • My Drive: Your own documents, uploads, and folders.
  • Shared with me: Documents and folders a teammate has shared with you.
  • Recent: Documents you have worked with recently.
  • Starred: Documents and folders you have starred.
  • Trash: Items you have deleted.

Beside the tabs, type in the search box to find a document by name, click Filters to narrow the list by details such as document type or created date, and use the view control to switch between Card view and List view. The Filters button is not offered on Trash.

Folders

Folders help you group related documents. To create a folder, open the folder you want it inside, click New, and then click New folder. If you pick New folder from another tab, Documents moves you to My Drive first. A folder name can be up to 50 characters, cannot be empty, and cannot match another folder's name.

When you open a folder, the tabs are replaced by a breadcrumb trail showing Documents, the tab, and each folder you have opened. Click any part of the trail to go back up. When a path is more than four levels deep, the middle folders fold into a Show hidden folders menu.

An empty folder shows "This folder is empty" with the hint to move documents into it. When a search or a filter leaves nothing in a folder, the folder shows "No items in this folder match your filters"; change or clear the filters to see everything again.

File Actions

Point at a file and click the three dots to see its actions, which include Share, Download, Rename, Star, Move to folder, Remove from folder, and Delete. In Trash, the actions are Restore file and Delete forever.

When your account is in demo mode, Download is not offered anywhere on the page.

Upload Files

You can upload files such as PowerPoint presentations, documents, and PDFs, either as a starting point or as context for your work.

  1. In the left navigation panel, click Documents.
  2. Open the folder you want the files in, if any.
  3. Click New in the top-right corner of the page.
  4. Click File upload.
  5. Drag your files onto the Upload files dialog, or click to pick them from your computer.

The dialog closes once the whole batch is uploaded, and your files appear under My Drive. If a file is not accepted, the dialog stays open and explains why.

An uploaded file is not saved as a lasting style or format instruction. To use a file as context, upload it in a chat thread and refer to it within that same thread.

Document Versions

When you refine a document in chat, each iteration creates a new version. All versions are shown, sorted in ascending order, and you can delete the ones you no longer need.

Share a Document or Folder

  1. Point at the document or folder and click the three dots.
  2. Click Share. The dialog is titled Share File or Share Folder.
  3. Click Internal to share with platform users, or click External to share with prospects and customers.

On the Internal tab, add the people you want and set each one to Viewer, or choose Remove access to take access away. On the External tab, generate a link, then copy it or send it by email.

If you send the link by email to someone who already received it, a dialog titled "Email already sent" asks whether to Resend it or Cancel.

To see who has outside access, look at People with access on the External tab. Each person is marked Direct when you shared the item with them, or Via folder when they got access through a shared folder. Click Revoke beside a person to take their access away. Revoking someone who has access through a folder opens "Remove access to the whole folder?", because it removes access to the entire shared folder and not just that file.

To stop sharing a folder, point at it, click the three dots, and click Stop sharing. The folder shows "Sharing stopped".

A document the assistant has just generated takes a few seconds to become shareable. While it finishes, the dialog shows "Setting up sharing for this document...".

If you open a link to a document that has not been shared with you, Documents opens and tells you to request access from the owner.

Where your organization limits sharing, the External tab is greyed out with "External sharing isn't available for this item." A folder that cannot be shared outside your organization shows "External sharing is disabled for this folder."

Document Analytics

Click Analytics in the top-right corner of the page to see how your shared documents are being viewed. To learn more, see How to View Document Analytics in GTM One.

If you see an error

  • "Could not load external recipients." The People with access list did not load. Close the dialog and open it again.
  • "You do not have permission to view external recipients for this item." Only people who can manage sharing for the item see this list. Ask the owner of the document or folder.
  • "Could not revoke access. Please try again." The person still has access. Click Revoke again.
  • "This folder is no longer available." The folder was deleted or moved out of your reach. Go back to Documents and look for it again.
  • "Couldn’t reload folders. Please try again." The folder list did not refresh. Reload the page.
  • "Link created, but the email could not be sent to" a person. The share link exists but the email did not go out. Copy the link and send it yourself.

Resources

Overview of Documents in GTM One.