Anchored to the structure node
A wiki page sits on the project, an attachment on the work package, a report on the phase. Open a task and the specification is one click away.
Project documentation for service firms, right on the project.
Wiki pages, files, minutes and reports sit on the project, the phase or the work package. Every version is kept, in activated GoBD mode for ten years. With no switch to Confluence, SharePoint or a folder drive. Part of the teamspace cloud software.
Feature set
Documentation that stays on the project.
Versioned and restorable
Every save is kept, with editor and timestamp. You bring earlier states back at any time.
Files and Office in one system
Edit Word, Excel and PowerPoint right on the project. Contracts, concepts and minutes sit alongside, not in a second tool.
The core
Scattered knowledge gets lost.
A project documentation gathers a project's knowledge in one place: requirements, minutes, decisions, concepts and sign-offs. In consulting, IT and architecture projects this knowledge builds up continuously, and a good part of it gets lost once it sits scattered across mailboxes and folder drives.
Tools like Confluence, SharePoint or Notion are a separate silo in many firms. The knowledge lives there, the hours in the time tool, the tasks in the ticket. Three consequences are familiar to anyone who works this way:
- Double upkeep: whoever documents a decision links it to tasks and hours by hand.
- Orphaned content: after a project ends, wikis sit there that nobody maintains.
- Search at tool borders: the question "What did we decide back then?" breaks across three systems.
In teamspace the documentation is part of the project. A wiki page sits on the project, an attachment on the work package, a decision on the phase.
The principle
Everything hangs on the structure node.
Project, phase and work package are where documentation is created. Wiki page, files, minutes, report, forum and open points sit on the same node, instead of living in six separate tools.
Traceable
Every version is kept and restorable.
Each save of a wiki page creates a new version. Who saved when stays visible, and you bring an earlier state back with one click.
- Editor and timestamp per version
- Earlier versions restorable
- Attachments carry their own version history
- In activated GoBD mode the states are held in an audit-proof way
If a dispute about the delivery or sign-off state comes up later, the historical state can be reconstructed.
“Our staff appreciate how simple the system is.”
Across the project
From kickoff to close.
Documentation does not appear in one go at the end but in every phase. Five steps, most of them alongside the work.
- 1
Kickoff minutes
After the kickoff, the minutes become a wiki page on the project, with participants, decisions and next steps.
- 2
Phase wikis
One page per phase with specification, approach and open points. Documented while working, not two weeks later.
- 3
Capture decisions
Each architecture or process decision as its own page, with date, participants and rationale. Found at once when questions come up later.
- 4
Version files
Concepts as PDF, tables as Excel, diagrams as images, all on the work package. Every revision with editor and timestamp.
- 5
Closing documentation
At the project end the documentation freezes and becomes the template for the next project with a similar profile.
Files
Word, Excel and PowerPoint, edited online.
Whoever writes a specification as a Word document or keeps a calculation as an Excel sheet files it directly against the project structure. You open and edit Office files online, with no download and no sending back and forth.
- Edit Word, Excel and PowerPoint in the browser
- Contracts, concepts and minutes on the work package
- Every file with its own version history
- One synchronised directory per project
- External sources such as SharePoint or Confluence as a web link on the project
The work breakdown structure is also the filing: where the work package sits, the file sits too.
Reports
Reports from templates, the log writes itself.
Status reports and work orders come from their own layouts. One click, and the new document looks like all the others, without anyone rebuilding the formatting.
teamspace keeps the project log itself: when a status changes or the schedule shifts, the system records it with a timestamp.
- Project reports and work orders from templates
- A consistent layout across all projects
- Status and schedule changes logged automatically
- A gap-free project history, without anyone taking notes
In figures
Four cornerstones of project filing.
What makes the difference between scattered filing and a documentation that comes together on the project.
- 10 years
Retention
in activated GoBD mode, audit-proof
- Every version
restorable
with editor and timestamp
- 1 system
instead of many tools
wiki, files and tasks on the same project
- EU
Hosting in Frankfurt
ISO 27001 certified data centre
Retention
Kept for ten years, in activated GoBD mode.
Project documents are often tax-relevant receipts and fall under a ten-year retention duty. teamspace keeps them in an audit-proof way in activated GoBD mode; 5 POINT switches this mode on when you ask.
- Wiki versions in every save generation
- Attachments with version history
- Editor and timestamp per version
- The state at the cutoff date for a tax audit
The historical state of a document can be evidenced at any time.
Access
Clients see exactly the approved document.
With fine-grained permissions, external staff and clients get access to individual documents, not to the whole project. Permissions follow the need-to-know principle.
- A specification review with the client, with no view into the internal calculation
- A sign-off record as a jointly used page
- Public pages and file links with an expiry date
- External freelancers only on their own projects
Whatever is not approved stays internal.
Intro call
Let's look at your filing.
In 20 minutes we walk through where your project knowledge sits today and which tools can be brought together. After that you see clearly whether your documentation landscape can be consolidated onto one system.
In detail
Features around project documentation.
Content
- Wiki pages on the project, the phase, the work package
- Headings, lists, tables, images
- File embedding and internal linking
- Attachments: PDF, Word, Excel, PowerPoint, images
- Topic-specific wikis per area
Versioning
- Editor and timestamp per version
- Earlier versions restorable
- Attachments with their own version history
- GoBD mode activatable, audit-proof over ten years
Linking and access
- Linking to tasks and other project elements
- Assignment to the work breakdown structure
- Web links to external sources such as SharePoint or Confluence
- Search with a context preview
- Watch function on changes
- Fine-grained permissions, including for external people
More from project management
Use cases that border on documentation.
Documentation is one of several views of the same project. These areas go deeper into specific questions.
Work breakdown structure software
Phases and work packages that the documentation hangs on.
Learn moreTask management tool
Open points and tasks, linked to the wiki pages.
Learn moreKanban board
Tasks as cards, on the same project as the documentation.
Learn moreProject controlling
Plan vs actual and margin from the project's logged hours.
Learn moreMulti-project management
Many projects in parallel, each with its own filing.
Learn moreEarned value analysis
Earned value and forecast from plan and actual cost.
Learn more
At a glance
Documentation is one view of project management.
The documentation holds the knowledge on the project. How teamspace plans, steers and bills projects, from structure through plan vs actual to the invoice from the project, is shown in the project management overview.
To project managementBackground
Knowledge that stays in the team.
The value of a documentation rarely shows on the day it is created. It shows when a new team member joins, when a client asks a question after two years, or when a similar project starts again.
Keep decisions traceable. An architecture or process decision lives as its own page, with context, the options considered and a rationale. Whoever later asks why it was solved this way reads it back instead of reconstructing it. A template from an existing page gives the decision page a fixed frame.
Shorten onboarding. Whoever joins a project finds specification, minutes and status in one place, instead of asking through three mailboxes. That is the quiet gain of a documentation that sits on the project.
Learn from projects. At the close, a report records what was planned and what was achieved. This documentation becomes the basis for the next quote with a similar profile, rather than starting from scratch with each project.
Related modules
Three modules dock onto the documentation.
Whoever documents a project almost always deals with the hour, the invoice and the client. Here are the shortest routes there.
Time tracking
Staff log hours on the work package that the documentation also hangs on.
- Log on project, phase or ticket
- Billable or internal kept apart
- Approvals stay traceable
Invoicing software
The documented order becomes the invoice, with rates, flat rates and billing rules.
- Partial, progress and final invoices
- ZUGFeRD and XRechnung
- Hand-off to DATEV
CRM software
Contracts and correspondence with the client sit in the customer file, linked to the project.
- Contacts and activities on the client
- Customer file on the live project
- Shared data, no double upkeep
Intro call
Bring your project filing into order.
You show us where your project knowledge sits today, we show you how it comes together on the project. After that you decide whether that is the right route for your projects.
Frequently asked questions about project documentation
What is project documentation?
A project documentation pulls together a project's knowledge: requirements, concepts, minutes, decisions and sign-offs. Under DIN 69901 it is the collection of the key data on the configuration, organisation, run and goals of a project. In teamspace it is created directly on the project, the phase and the work package.
Do we still need a separate tool like Confluence or Notion?
Usually not. teamspace covers project documentation for consulting, IT and architecture projects. If you already run hours, tasks and billing in teamspace, the integrated documentation is the natural place. Confluence or Notion stay specialist tools for pure software-engineering teams.
How does versioning work?
Each save creates a new version. Editor and timestamp stay visible, and earlier versions can be restored. In activated GoBD mode the states are held in an audit-proof way.
Can we file documents directly on the project?
Yes. PDFs, Word, Excel and PowerPoint files and any other format sit directly on the project, the phase or the work package. You edit Office files online, and every file carries its own version history.
Are the documents retained in an audit-proof way?
In activated GoBD mode teamspace retains documents and their versions for ten years in an audit-proof way, with editor and timestamp per version. 5 POINT switches GoBD mode on when you ask.
How do we link documentation with tasks and tickets?
Wiki pages and files can be linked to tasks from task management and to other elements on the project. Whoever opens a task sees the assigned specification without switching tool.
Can external staff or clients access the documentation?
Yes, with fine-grained permissions. External freelancers see only the projects they are assigned to. Clients can be granted access to individual documents on request, for instance for a specification review or a sign-off record, through public pages and file links with an expiry date.
Can the content of attachments be searched?
The search in teamspace offers a context preview over the documentation content. For scanned documents, text recognition can be enabled on request through the Google Vision API; this needs a written approval as a sub-processor.
Where is the documentation data stored?
All data is processed in an ISO 27001 certified data centre in Frankfurt am Main, exclusively within the EU. teamspace is made in Germany and GDPR-compliant. The contracting party is 5 POINT AG, a German public company based in Darmstadt.