{"id":"small-team-knowledge","schemaVersion":1,"revision":"2026-09-15.1","status":"researching","title":"Where should a small team keep shared knowledge?","area":"Productivity & collaboration · docs and knowledge","summary":"Compare how a team writes together, limits access and keeps its knowledge portable. Editors, shared drives and synchronized note vaults have different boundaries; this investigation has no executed results or overall winner.","constraints":["Use synthetic meeting notes, a decision log, a small structured table, linked pages and two attachments.","Distinguish live editing of the same document from file sync and public link sharing.","Model an owner, an editor, a viewer and an external collaborator; define which content each may access.","Choose plans, client versions and tenant policies before comparing feature availability.","Treat document export separately from complete migration of history, comments, permissions and links."],"collection":{"agent":"Codex","model":"GPT-6","resolvedModelRevision":null,"method":"official-documentation-review","checkedAt":"2026-09-15","review":"unreviewed"},"subjects":[{"id":"notion","name":"Notion","role":"Knowledge workspace","productId":"notion"},{"id":"google-docs","name":"Google Docs","role":"Document editor","productId":"google-docs"},{"id":"google-drive","name":"Google Drive","role":"File sharing","productId":"google-drive"},{"id":"coda","name":"Coda (Superhuman Docs)","role":"Knowledge workspace","productId":"coda"},{"id":"confluence-cloud","name":"Confluence Cloud","role":"Knowledge workspace","productId":"confluence-cloud"},{"id":"microsoft-loop","name":"Microsoft Loop","role":"Knowledge workspace","productId":"microsoft-loop"},{"id":"affine","name":"AFFiNE","role":"Knowledge workspace","productId":"affine"},{"id":"obsidian","name":"Obsidian + Sync","role":"Local notes","productId":"obsidian"},{"id":"anytype","name":"Anytype","role":"Knowledge workspace","productId":"anytype"}],"sources":[{"id":"notion-export","title":"Notion backups and export","url":"https://www.notion.com/help/back-up-your-data","locator":"Export entire workspace; exclusions; reimport limitation","checkedAt":"2026-09-15","version":"Living documentation; client and plan not pinned"},{"id":"google-docs-sharing","title":"Google file sharing","url":"https://support.google.com/drive/answer/2494822?hl=en","locator":"Sharing basics; simultaneous editors; viewer/commenter/editor","checkedAt":"2026-09-15","version":"Living documentation; client and plan not pinned"},{"id":"google-drive-shared","title":"Google shared drives","url":"https://support.google.com/drive/answer/7286514?hl=en","locator":"Shared ownership; files remain after departure; member roles","checkedAt":"2026-09-15","version":"Living documentation; client and plan not pinned"},{"id":"coda-offline","title":"Coda offline documents","url":"https://help.coda.io/hc/en-us/articles/39555809535757-Use-your-docs-while-offline","locator":"Offline limitations; lost changes on close or refresh","checkedAt":"2026-09-15","version":"Living documentation; client and plan not pinned"},{"id":"microsoft-loop-permissions","title":"Microsoft Loop permissions","url":"https://learn.microsoft.com/en-us/microsoft-365/loop/loop-permission?view=o365-worldwide","locator":"Content permissions; guest sharing requirements","checkedAt":"2026-09-15","version":"2026-05-14"},{"id":"microsoft-loop-overview","title":"Microsoft Loop overview","url":"https://support.microsoft.com/en-us/loop/get-started-with-microsoft-loop","locator":"Pages, components, workspaces; known external-sharing limitation","checkedAt":"2026-09-15","version":"Living documentation; client and plan not pinned"},{"id":"obsidian-sync","title":"Obsidian shared vaults","url":"https://obsidian.md/help/sync/collaborate","locator":"Subscriptions; permissions; live editing; version history","checkedAt":"2026-09-15","version":"Living documentation; client and plan not pinned"},{"id":"anytype-collaboration","title":"Anytype collaboration","url":"https://doc.anytype.io/anytype/collaborate/collaboration","locator":"Shared spaces; roles; per-object limitations; offline sync","checkedAt":"2026-09-15","version":"Living documentation; client and plan not pinned"},{"id":"anytype-export","title":"Anytype import and export","url":"https://doc.anytype.io/anytype/data/import-and-export","locator":"Desktop formats; files and linked objects; excluded chats and members","checkedAt":"2026-09-15","version":"Living documentation; client and plan not pinned"}],"claims":[{"id":"notion-collab-export","text":"Exports accessible pages as HTML or Markdown and database data as CSV.","scope":"Exports omit inaccessible content and do not recreate the complete workspace on reimport.","kind":"documented","evidenceIds":["notion-export"]},{"id":"google-docs-collab-roles","text":"Distinguishes viewer, commenter and editor access.","scope":"Organization policy and inherited access apply.","kind":"documented","evidenceIds":["google-docs-sharing"]},{"id":"google-drive-collab-shared","text":"Shared drives retain team files when a contributor leaves.","scope":"Work or school accounts with shared drives enabled.","kind":"documented","evidenceIds":["google-drive-shared"]},{"id":"coda-collab-offline","text":"Continues editing an already loaded document while offline.","scope":"Initial load needs internet; closing or refreshing offline can lose unsynced changes.","kind":"documented","evidenceIds":["coda-offline"]},{"id":"microsoft-loop-collab-guests","text":"The permissions guide allows guest sharing under tenant conditions; the overview still says external sharing is unavailable.","scope":"Unresolved documentation conflict. Confirm tenant, guest identity, sensitivity labels and actual behavior before relying on it.","kind":"documented","evidenceIds":["microsoft-loop-permissions","microsoft-loop-overview"]},{"id":"obsidian-collab-live","text":"Official shared vaults do not support live editing on the same file.","scope":"Changes appear after synchronization; third-party plugins excluded.","kind":"documented","evidenceIds":["obsidian-sync"]},{"id":"anytype-collab-item-permissions","text":"Cannot assign permissions separately for each object.","scope":"All space members can view every object in that space.","kind":"documented","evidenceIds":["anytype-collaboration"]},{"id":"anytype-collab-export","text":"Exports content to local formats but omits chats and discussions.","scope":"Desktop export; member references may not survive migration.","kind":"documented","evidenceIds":["anytype-export"]}],"alternatives":[{"title":"A shared document workspace","tradeoff":"Investigate co-editing, comments and access restrictions together; compare the actual plan and tenant settings."},{"title":"An editor plus a shared file repository","tradeoff":"Evaluate Google Docs and Drive as separate components: editing behavior and file ownership need distinct evidence."},{"title":"Local notes with synchronization","tradeoff":"Prioritize local content and portability, then verify collaboration and permissions. Obsidian Sync explicitly lacks live co-editing; Anytype permissions apply at space level."}],"gaps":["No multi-user editing, access-control, offline-recovery or migration experiment has run.","Loop overview and permissions documentation conflict on guest sharing; the chosen tenant must resolve applicability.","Exact AFFiNE backend edition and license scope require confirmation before a self-hosted deployment.","Costs, data retention and identity policies depend on the selected accounts and plans."],"recipe":{"id":"team-knowledge-trial","title":"Evaluate a small shared knowledge fixture","status":"untested-draft","dependencyClaimIds":["notion-collab-export","google-docs-collab-roles","google-drive-collab-shared","coda-collab-offline","microsoft-loop-collab-guests","obsidian-collab-live","anytype-collab-item-permissions","anytype-collab-export"],"steps":[{"title":"Define the required boundaries","instruction":"Record whether live same-document editing, per-document restrictions, offline work and portable export are mandatory. Choose a plan and client version for each shortlisted target.","expected":"An explicit requirements sheet; Partial, No and Unknown remain separate."},{"title":"Authorize an isolated trial","instruction":"Before execution, agree on test accounts, resource and subscription limits. Create only authorized disposable workspaces with synthetic content. Do not invite real colleagues or upload private files.","expected":"Named accounts and disposable resources with approved access and costs."},{"title":"Exercise writing and review","instruction":"On two authorized accounts, edit distinct and overlapping text, add feedback, reconnect after a brief interruption and record what each client displays. For Drive, evaluate file handling separately from its editor.","expected":"Captured edits and observed conflicts or delays; synchronization is not mislabeled live co-editing."},{"title":"Probe access and departure","instruction":"Use owner, editor, viewer and external test accounts to check direct links, inherited access, search visibility and one restricted page. Remove only a disposable member and check ownership and retained content. Record local copies separately from revoked server access.","expected":"Observed access boundaries and retained knowledge, including any unsupported per-document restriction."},{"title":"Check offline work and recovery","instruction":"Follow each target’s documented preparation, edit a disposable note offline and reconnect. Test close/reopen behavior only with a backed-up synthetic fixture. Make a reversible test edit and restore an earlier version where supported.","expected":"A result for each supported client and plan, including lost edits or unavailable recovery. Preserve raw evidence."},{"title":"Export and inspect independently","instruction":"Export the fixture using the documented formats and open it outside the product. Check text, table values, links, attachments, comments, member references and history separately. Record missing parts; clean up only named trial resources.","expected":"A portability checklist with real artifacts and explicit losses; no universal migration claim."}],"checks":[{"id":"editing","expected":"Two editors retain the intended synthetic changes, or the failure is recorded."},{"id":"access","expected":"Viewer and external accounts cannot alter or view content outside their chosen permissions; unsupported boundaries are recorded."},{"id":"offline","expected":"Prepared offline edits survive reconnect and the explicitly tested close/reopen sequence, or the target fails that requirement."},{"id":"departure","expected":"Team content remains accessible to its intended owner after a disposable collaborator leaves."},{"id":"portability","expected":"Exported text, tables and attachments are independently readable; lost links, comments, history and permissions are listed."},{"id":"evidence","expected":"No documentation claim is relabeled as tested; future execution evidence requires the schema extension."}]},"executions":[]}