| search_documents | Searches for documents using keywords or phrases across your knowledge
base.
IMPORTANT: The search performs full-text search across all document
content and titles. Results are ranked by relevance, with exact
matches
and title matches typically ranked higher. The search will return
snippets of content (context) where the search terms appear in the
document. You can limit the search to a specific collection by
providing
the collection_id.
Use this tool when you need to:
- Find documents containing specific terms or topics
- Locate information across multiple documents
- Search within a specific collection using collection_id
- Discover content based on keywords
Args:
query: Search terms (e.g., "vacation policy" or "project plan")
collection_id: Optional collection to limit the search to
Returns:
Formatted string containing search results with document titles
and
contexts
|
| list_collections | Retrieves and displays all available collections in the workspace.
Use this tool when you need to:
- See what collections exist in the workspace
- Get collection IDs for other operations
- Explore the organization of the knowledge base
- Find a specific collection by name
Returns:
Formatted string containing collection names, IDs, and descriptions
|
| get_collection_structure | Retrieves the hierarchical document structure of a collection.
Use this tool when you need to:
- Understand how documents are organized in a collection
- Find document IDs within a specific collection
- See the parent-child relationships between documents
- Get an overview of a collection's content structure
Args:
collection_id: The collection ID to examine
Returns:
Formatted string showing the hierarchical structure of documents
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| get_document_id_from_title | Locates a document ID by searching for its title.
IMPORTANT: This tool first checks for exact title matches
(case-insensitive). If none are found, it returns the best partial
match instead. This is useful when you're not sure of the exact title
but need
to reference a document in other operations. Results are more accurate
when you provide more of the actual title in your query.
Use this tool when you need to:
- Find a document's ID when you only know its title
- Get the document ID for use in other operations
- Verify if a document with a specific title exists
- Find the best matching document if exact title is unknown
Args:
query: Title to search for (can be exact or partial)
collection_id: Optional collection to limit the search to
Returns:
Document ID if found, or best match information
|
| read_document | Retrieves and displays the full content of a document.
Use this tool when you need to:
- Access the complete content of a specific document
- Review document information in detail
- Quote or reference document content
- Analyze document contents
Args:
document_id: The document ID to retrieve
Returns:
Formatted string containing the document title and content
|
| export_document | Exports a document as plain markdown text.
Use this tool when you need to:
- Get clean markdown content without formatting
- Extract document content for external use
- Process document content in another application
- Share document content outside Outline
Args:
document_id: The document ID to export
Returns:
Document content in markdown format without additional formatting
|
| create_document | Creates a new document in a specified collection.
Use this tool when you need to:
- Add new content to a knowledge base
- Create documentation, guides, or notes
- Add a child document to an existing parent
- Start a new document thread or topic
Args:
title: The document title
collection_id: The collection ID to create the document in
text: Optional markdown content for the document
parent_document_id: Optional parent document ID for nesting
publish: Whether to publish the document immediately (True) or
save as draft (False)
Returns:
Result message with the new document ID
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| update_document | Modifies an existing document's title or content.
IMPORTANT: This tool replaces the document content rather than just
adding to it.
To update a document with changed data, you need to first read the
document,
add your changes to the content, and then send the complete document
with your changes. Use this tool when you need to:
- Edit or update document content
- Change a document's title
- Append new content to an existing document
- Fix errors or add information to documents
Args:
document_id: The document ID to update
title: New title (if None, keeps existing title)
text: New content (if None, keeps existing content)
append: If True, adds text to the end of document instead of
replacing
Returns:
Result message confirming update
|
| add_comment | Adds a comment to a document or replies to an existing comment.
Use this tool when you need to:
- Provide feedback on document content
- Ask questions about specific information
- Reply to another user's comment
- Collaborate with others on document development
Args:
document_id: The document to comment on
text: The comment text (supports markdown)
parent_comment_id: Optional ID of a parent comment (for replies)
Returns:
Result message with the new comment ID
|
| move_document | Relocates a document to a different collection or parent document.
IMPORTANT: When moving a document that has child documents (nested
documents), all child documents will move along with it, maintaining
their hierarchical structure. You must specify either collection_id or
parent_document_id (or both).
Use this tool when you need to:
- Reorganize your document hierarchy
- Move a document to a more relevant collection
- Change a document's parent document
- Restructure content organization
Args:
document_id: The document ID to move
collection_id: Target collection ID (if moving between collections)
parent_document_id: Optional parent document ID (for nesting)
Returns:
Result message confirming the move operation
|
| archive_document | Archives a document to remove it from active use while preserving it.
IMPORTANT: Archived documents are removed from collections but remain
searchable in the system. They won't appear in normal collection views
but can still be found through search or the archive list.
Use this tool when you need to:
- Remove outdated or inactive documents from view
- Clean up collections while preserving document history
- Preserve documents that are no longer relevant
- Temporarily hide documents without deleting them
Args:
document_id: The document ID to archive
Returns:
Result message confirming archival
|
| unarchive_document | Restores a previously archived document to active status.
Use this tool when you need to:
- Restore archived documents to active use
- Access or reference previously archived content
- Make archived content visible in collections again
- Update and reuse archived documents
Args:
document_id: The document ID to unarchive
Returns:
Result message confirming restoration
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| delete_document | Moves a document to trash or permanently deletes it.
IMPORTANT: When permanent=False (the default), documents are moved to
trash and retained for 30 days before being permanently deleted.
During
this period, they can be restored using the restore_document tool.
Setting permanent=True bypasses the trash and immediately deletes the
document without any recovery option.
Use this tool when you need to:
- Remove unwanted or unnecessary documents
- Delete obsolete content
- Clean up workspace by removing documents
- Permanently remove sensitive information (with permanent=True)
Args:
document_id: The document ID to delete
permanent: If True, permanently deletes the document without
recovery option
Returns:
Result message confirming deletion
|
| restore_document | Recovers a document from the trash back to active status.
Use this tool when you need to:
- Retrieve accidentally deleted documents
- Restore documents from trash to active use
- Recover documents deleted within the last 30 days
- Access content that was previously trashed
Args:
document_id: The document ID to restore
Returns:
Result message confirming restoration
|
| list_archived_documents | Displays all documents that have been archived.
Use this tool when you need to:
- Find specific archived documents
- Review what documents have been archived
- Identify documents for possible unarchiving
- Check archive status of workspace content
Returns:
Formatted string containing list of archived documents
|
| list_trash | Displays all documents currently in the trash.
Use this tool when you need to:
- Find deleted documents that can be restored
- Review what documents are pending permanent deletion
- Identify documents to restore from trash
- Verify if specific documents were deleted
Returns:
Formatted string containing list of documents in trash
|
| list_document_comments | Retrieves comments on a specific document with pagination support.
IMPORTANT: By default, this returns up to 25 comments at a time. If
there are more than 25 comments on the document, you'll need to make
multiple calls with different offset values to get all comments. The
response will indicate if there
are more comments available.
Use this tool when you need to:
- Review feedback and discussions on a document
- See all comments from different users
- Find specific comments or questions
- Track collaboration and input on documents
Args:
document_id: The document ID to get comments from
include_anchor_text: Whether to include the document text that
comments refer to
limit: Maximum number of comments to return (default: 25)
offset: Number of comments to skip for pagination (default: 0)
Returns:
Formatted string containing comments with author, date, and
optional anchor text
|
| get_comment | Retrieves a specific comment by its ID.
Use this tool when you need to:
- View details of a specific comment
- Reference or quote a particular comment
- Check comment content and metadata
- Find a comment mentioned elsewhere
Args:
comment_id: The comment ID to retrieve
include_anchor_text: Whether to include the document text that
the comment refers to
Returns:
Formatted string with the comment content and metadata
|
| get_document_backlinks | Finds all documents that link to a specific document.
Use this tool when you need to:
- Discover references to a document across the workspace
- Identify dependencies between documents
- Find documents related to a specific document
- Understand document relationships and connections
Args:
document_id: The document ID to find backlinks for
Returns:
Formatted string listing all documents that link to the specified
document |
| create_collection | Creates a new collection for organizing documents.
Use this tool when you need to:
- Create a new section or category for documents
- Set up a workspace for a new project or team
- Organize content by department or topic
- Establish a separate space for related documents
Args:
name: Name for the collection
description: Optional description of the collection's purpose
color: Optional hex color code for visual identification
(e.g. #FF0000)
Returns:
Result message with the new collection ID
|
| update_collection | Modifies an existing collection's properties.
Use this tool when you need to:
- Rename a collection
- Update a collection's description
- Change a collection's color coding
- Refresh collection metadata
Args:
collection_id: The collection ID to update
name: Optional new name for the collection
description: Optional new description
color: Optional new hex color code (e.g. #FF0000)
Returns:
Result message confirming update
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| delete_collection | Permanently removes a collection and all its documents.
Use this tool when you need to:
- Remove an entire section of content
- Delete obsolete project collections
- Remove collections that are no longer needed
- Clean up workspace organization
WARNING: This action cannot be undone and will delete all documents
within the collection. Args:
collection_id: The collection ID to delete
Returns:
Result message confirming deletion
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| export_collection | Exports all documents in a collection to a downloadable file.
IMPORTANT: This tool starts an asynchronous export operation which may
take time to complete. The function returns information about the
operation, including its status. When the operation is complete, the
file can be downloaded or accessed via Outline's UI. The export
preserves the document hierarchy and includes all document content and
structure in the
specified format.
Use this tool when you need to:
- Create a backup of collection content
- Share collection content outside of Outline
- Convert collection content to other formats
- Archive collection content for offline use
Args:
collection_id: The collection ID to export
format: Export format ("outline-markdown", "json", or "html")
Returns:
Information about the export operation and how to access the file
|
| export_all_collections | Exports the entire workspace content to a downloadable file.
IMPORTANT: This tool starts an asynchronous export operation which may
take time to complete, especially for large workspaces. The function
returns information about the operation, including its status. When
the operation is complete, the file can be downloaded or accessed via
Outline's UI. The export includes all collections, documents, and
their
hierarchies in the specified format.
Use this tool when you need to:
- Create a complete backup of all workspace content
- Migrate content to another system
- Archive all workspace documents
- Get a comprehensive export of knowledge base
Args:
format: Export format ("outline-markdown", "json", or "html")
Returns:
Information about the export operation and how to access the file
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| ask_ai_about_documents | Queries document content using natural language questions.
Use this tool when you need to:
- Find specific information across multiple documents
- Get direct answers to questions about document content
- Extract insights from your knowledge base
- Answer questions like "What is our vacation policy?" or "How do we
onboard new clients?" Args:
question: The natural language question to ask
collection_id: Optional collection to limit the search to
document_id: Optional document to limit the search to
Returns:
AI-generated answer based on document content with sources
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