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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.
PAGINATION: By default, returns up to 25 results at a time. If more
results exist, use the 'offset' parameter to fetch additional pages.
For example, use offset=25 to get results 26-50, offset=50 for
51-75, etc.
STATUS FILTER: By default, searches published documents only. Pass
status_filter to include other document states. Allowed values are
"draft", "archived", and "published".
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
- Browse through large result sets using limit and offset
Args:
query: Search terms (e.g., "vacation policy" or "project plan")
collection_id: Optional collection to limit the search to
limit: Maximum results to return (default: 25, max: 100)
offset: Number of results to skip for pagination (default: 0)
status_filter: Optional list of statuses to search. Allowed values
are "draft", "archived", and "published". Defaults to
["published"] when omitted.
Returns:
Formatted string containing search results with document titles,
contexts, and pagination information
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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
Args:
limit: Maximum number of results to return
offset: Number of results to skip (pagination)
Returns:
Formatted string containing collection names, IDs, and descriptions
If the response contains as many collections as the
limit, execute the tool again with an increased offset
to check for more results.
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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
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list_recently_updated_documents |
Lists documents ordered by most recent change (newest first).
Answers questions like "what changed this week" without needing
search keywords. Backed by Outline's search endpoint with an empty
query, sorted by last-modified time.
IMPORTANT: date_filter is a coarse server-side window on each
document's last-modified time. It accepts only "day", "week",
"month", or "year" (no arbitrary timestamps) and defaults to
"week". Results are ordered newest-changed first.
STATUS FILTER: By default this lists published documents only.
Pass status_filter to include other states. Allowed values are
"draft", "archived", and "published". Drafts only ever include
those you are allowed to see.
PAGINATION: Returns up to limit documents (default 25). Use offset
to page through older changes.
Use this tool when you need to:
- Answer "what documents changed recently / this week"
- Review recent activity, optionally within one collection
- Catch up on edits since you last looked
Args:
date_filter: Time window on last-modified time. One of "day",
"week", "month", "year". Defaults to "week".
collection_id: Optional collection to limit results to
status_filter: Optional list of statuses to include. Allowed
values are "draft", "archived", and "published". Defaults
to published only.
limit: Maximum number of documents to return (default: 25)
offset: Number of documents to skip for pagination (default: 0)
Returns:
Formatted string listing documents with their IDs and
last-updated timestamps, newest first
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read_document |
Retrieves and displays document content, optionally
paginated by line range.
Use this tool when you need to:
- Access the complete content of a specific document
- Read a specific range of lines from a large
document
- Review document information in detail
- Quote or reference document content
When offset or limit are set, output includes line
numbers and a metadata header showing the range.
When both are 0 (default), the full document is
returned in the original format for backward
compatibility.
Args:
document_id: The document ID to retrieve
offset: 0-based line number to start from;
must be non-negative (default: 0)
limit: Number of lines to return; 0 means all
lines; must be non-negative (default: 0)
Returns:
Formatted string containing the document title
and content
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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
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get_document_toc |
Returns the heading structure of a document as a
table of contents with line numbers.
Use this tool when you need to:
- Understand the structure of a large document
- Find specific sections before reading them
- Navigate a document by its headings
Line numbers in the output can be used with
read_document(offset=...) or
read_document_section(heading=...) to read specific
parts.
Args:
document_id: The document ID
Returns:
Formatted table of contents with line numbers
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read_document_section |
Reads a specific section of a document identified by
heading match.
Uses case-insensitive substring matching against
headings. Returns the section content from the matched
heading up to the next heading of the same or higher
level, including all nested subsections.
Use this tool when you need to:
- Read a specific part of a large document
- Focus on one section without loading everything
- Navigate by heading name instead of line numbers
Args:
document_id: The document ID
heading: Case-insensitive substring to match
against headings (e.g. "arch" matches
"## Architecture")
Returns:
Section content with line numbers
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search_document_content |
Searches within a document for lines containing a
text snippet (grep-style), returning matches with
line numbers and surrounding context.
Use this tool when you need to:
- Locate specific text in a large document without
reading it in full
- Find the exact text and line number to build
edit_document old_string values or
read_document offsets
Matching is case-insensitive per line. Line numbers
are 0-based and valid as read_document offsets.
Args:
document_id: The document ID to search
query: Text snippet to find (case-insensitive)
context_lines: Lines of context around each
match (default: 2, must be non-negative)
Returns:
Matching lines with line numbers and context
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get_attachment_url |
Resolve an attachment ID to a downloadable URL.
Calls attachments.redirect and returns the final URL after the
redirect. Allows clients/agents to fetch the file themselves.
Use this tool when you need to:
- Get a direct URL to download an attachment
- Share or reference an attachment URL
- Let another system fetch the file
Args:
attachment_id: The attachment UUID
Returns:
The redirect URL (signed download URL)
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fetch_attachment |
Fetch attachment content and return it as base64.
Calls attachments.redirect, follows the redirect, and returns the
raw file content encoded as base64. Useful for images and files
that agents can process.
Use this tool when you need to:
- Read PDF content from Outline documents
- Process embedded images
- Analyze files referenced in documents
- Enable AI tools to work with all document content
Args:
attachment_id: The attachment UUID
Returns:
Multi-line string in this format (blank line after Content-Length
/ before Content-Base64):
Content-Type: <mime-type>
Content-Length: <bytes>
Content-Base64: <base64-encoded-data>
Note: For large files (e.g. multi-MB PDFs), the base64 output
may hit token limits. Prefer get_attachment_url to obtain a
download URL for large attachments, then fetch externally.
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list_document_attachments |
List attachment IDs referenced in a document.
Parses document content for attachment references (e.g.
/api/attachments.redirect?id=<uuid>) and returns a list of
attachment IDs with context snippets.
Use this tool when you need to:
- Discover attachments within a document
- Find attachment IDs for use with get_attachment_url or
fetch_attachment
- Audit what files a document references
Args:
document_id: The document ID to scan
Returns:
Formatted list of attachment IDs and context
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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
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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
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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
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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
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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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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
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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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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
- Create a reusable template document
Note: For Mermaid diagrams, use ```mermaidjs
(not ```mermaid) as the code fence language
identifier for proper rendering.
Args:
title: The document title
collection_id: The collection ID to create in
text: Optional markdown content for the document
parent_document_id: Optional parent document ID
for nesting
publish: Whether to publish immediately (True)
or save as draft (False)
template: If True, creates the document as a
template
icon: Optional emoji character to use as the
document icon (e.g. "📋", "🚀"). If None,
no icon is set.
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. For partial edits
(changing specific text), prefer the edit_document
tool instead.
Use this tool when you need to:
- Replace the entire document content
- Change a document's title
- Append new content to an existing document
- Convert a document to or from a template
Note: For Mermaid diagrams, use ```mermaidjs
(not ```mermaid) as the code fence language
identifier for proper rendering.
Args:
document_id: The document ID to update
title: New title (if None, keeps existing title)
text: New content (if None, keeps existing)
append: If True, adds text to end of document
instead of replacing
template: If True, converts to a template.
If False, converts a template back to a
regular document.
icon: Optional emoji character to use as the
document icon (e.g. "📋", "🚀"). If None,
keeps existing icon. Pass an empty string
to remove the icon.
Returns:
Result message confirming update
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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 parent comment ID
(for replies)
Returns:
Result message with the new comment ID
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edit_document |
Edits a document using string-match replacement.
Each edit finds a unique old_string in the document
and replaces it with new_string. Edits are applied
server-side — you never need to hold the full
document in context.
IMPORTANT: Batch all edits for a document into a
single call when possible to minimize API calls.
Each old_string must uniquely match one location in
the document. Include surrounding context if needed
to disambiguate.
Edits are applied sequentially, so later edits can
target text created by earlier edits in the same
batch. If any edit fails, no changes are applied
(all-or-nothing).
By default (save=True), changes are pushed to
Outline immediately. Set save=False to stage changes
locally for large rewrites spanning multiple calls,
then pass save=True on the final call to push all
accumulated changes.
Args:
document_id: The document ID to edit
edits: List of edits to apply
save: If True (default), push changes to Outline
immediately. If False, stage locally.
Returns:
Summary of edits applied and save status
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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
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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
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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
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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
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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
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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
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batch_archive_documents |
Archives multiple documents in a single batch operation.
This tool processes each document sequentially, continuing even if
individual operations fail. Rate limiting is handled automatically
by the Outline client.
IMPORTANT: Archived documents are removed from collections but remain
searchable. 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:
- Archive multiple outdated documents at once
- Clean up collections in bulk
- Batch hide documents without deleting them
Recommended batch size: 10-50 documents per operation
Args:
document_ids: List of document IDs to archive
Returns:
Summary of batch operation with success/failure details
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batch_move_documents |
Moves multiple documents to a different collection or parent.
This tool processes each document sequentially, continuing even if
individual operations fail. Rate limiting is handled automatically.
IMPORTANT: When moving documents that have child documents, all
children will move along with them, maintaining hierarchical
structure. You must specify either collection_id or
parent_document_id (or both).
Use this tool when you need to:
- Reorganize multiple documents at once
- Move documents between collections in bulk
- Restructure document hierarchies efficiently
Recommended batch size: 10-50 documents per operation
Args:
document_ids: List of document IDs to move
collection_id: Target collection ID (optional)
parent_document_id: Target parent document ID (optional)
Returns:
Summary of batch operation with success/failure details
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batch_delete_documents |
Deletes multiple documents, moving them to trash or permanently.
This tool processes each document sequentially, continuing even if
individual operations fail. Rate limiting is handled automatically.
IMPORTANT: When permanent=False (the default), documents are moved
to trash and retained for 30 days. Setting permanent=True bypasses
trash and immediately deletes documents without recovery option.
Use this tool when you need to:
- Remove multiple unwanted documents at once
- Clean up workspace in bulk
- Permanently delete sensitive information (with permanent=True)
Recommended batch size: 10-50 documents per operation
Args:
document_ids: List of document IDs to delete
permanent: If True, permanently deletes without recovery option
Returns:
Summary of batch operation with success/failure details
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batch_update_documents |
Updates multiple documents with different changes.
This tool processes each update sequentially,
continuing even if individual operations fail.
Rate limiting is handled automatically.
Use this tool when you need to:
- Update multiple documents with different changes
- Batch edit document titles or content
- Append content to multiple documents
Note: For Mermaid diagrams, use ```mermaidjs
(not ```mermaid) as the code fence language
identifier for proper rendering.
Recommended batch size: 10-50 documents per
operation
Args:
updates: List of update specifications
Returns:
Summary of batch operation with
success/failure details
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batch_create_documents |
Creates multiple documents in a single batch
operation.
This tool processes each creation sequentially,
continuing even if individual operations fail.
Rate limiting is handled automatically.
Use this tool when you need to:
- Create multiple documents at once
- Bulk import content into collections
- Set up document structures efficiently
Note: For Mermaid diagrams, use ```mermaidjs
(not ```mermaid) as the code fence language
identifier for proper rendering.
Recommended batch size: 10-50 documents per
operation
Args:
documents: List of document specifications
Returns:
Summary of batch operation with created
document IDs and success/failure details
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