Let the docs tree inherit project access and share with a password

When spec, meeting notes, and acceptance criteria bind to the same work, the “which doc is current” argument ends. The tree looks like folders, but access flows from the project. A Notion island, a Drive copy, and an email attachment produce three “currents.” In Ontra the source is the tree. An external PDF copy is allowed; the source still lives on the record. Page history writes into task activity. “Who changed the spec?” is answered by the record, not by chat.

When tag or assignee changes, document access follows. You do not mint a separate share link “so the intern can see the PDF”; the record already belongs to the project. `docs.read` / `docs.create` / `docs.update` / `docs.delete` is the role layer. The resource layer says which project opens. A viewer sees the draft, does not download, does not export. Do not let the label contradict the grant.

Do not open the whole workspace to a client. A passworded share link can expire and be revoked. If the link dies, the source record still lives in the workspace. A pitch document is shown without a client account. When it expires the door closes; winning work later opens as a project. A lost pitch stays in archive and does not leak to another brand. In an agency studio this door is the default, not an exception.

Do not mix the outer door with internal access. Inside there is a project grant. Outside there is a timer and a password. Combining both into one “anyone with the link” is a Drive habit and the classic leak path. Ontra splits these two doors. The brief stays on the task; sharing does not tear the spec out of its home.

The lure of a wiki is search. The price of that lure is a homeless decision. If a page is not bound to a task, three months later nobody can say “why this was written.” Ontra does not remove search; it requires a home. A new page sits on a piece of work or a project. An unbound page is a warning in the tree, like an empty feature. Do not import the whole archive in week one. This month’s specs are enough. The rest arrives as it is bound.

Who changed the spec, when, which task closed — that is the activity report’s job. You do not need a separate “doc analytics” product. If the due date is slipping, the spec may still sit in “draft.” When doc and task share a record, that drift is visible. Otherwise the board is green, the wiki is grey, and the client is red.

The inner door is the project grant. Spec, meeting notes, and acceptance bind to the same work. Access flows from the project; you do not mint a separate intern link. A viewer sees the draft and does not download. Page history writes to activity. “Who changed the spec?” is answered by the record. A wiki island kills this home: an unbound page is a homeless decision three months later.

The outer door is password, timer, revoke. A workspace invite is not required for every draft. A pitch is shown without opening a client account. On a win, project and grant are written. On a loss the door closes; the archive does not leak to another brand. Drive “anyone with the link” merges the two doors and is the classic leak path. Ontra splits the doors. If the link dies the source record stays.

Do not import the whole archive in week one. This month’s specs are enough. An unbound page is a warning in the tree, like an empty feature. Docs AI drafts; the home is still the task. A generated paragraph is not a spec. A spec is the sentence the team accepted. An external PDF is allowed; the source still lives in the tree. The trio of green board, grey wiki, red client dies on one record.

The inner door is the project grant. Spec, notes, acceptance bind to the same work. No separate intern link. A viewer does not download. History writes to activity. A wiki island leaves an unbound page homeless in three months. The outer door is password, timer, revoke. A pitch is shown without an account. On a win the project is written. A loss does not leak to another brand. Drive anyone-with-the-link merges the two doors. If the link dies the source stays.

Do not import the archive in week one. This month’s specs are enough. An unbound page is a warning. AI drafts; home is the task. A generated paragraph is not a spec. A spec is the accepted sentence. An external PDF is allowed. The green-board grey-wiki red-client trio dies on one record.

Who changed the spec is the activity report. You do not need separate doc analytics. If delivery is slipping the spec may still be draft. When doc and task share a record the drift is visible. Otherwise three truths live.

Scan the outer door each quarter. A forgotten link is the most common leak. Write down that the door closes when time is up. A workspace invite is not required for every draft. The brief stays on the task; sharing does not tear the spec from its home.

Page history writes into task activity. “Who changed the spec?” is answered by the record, not by chat. An external PDF copy is allowed; the source still lives in the tree.