Everything in Docutrain belongs to an owner organization: your documents, your collections, your members, your plan, and the defaults every new document inherits. One installation hosts many of them, and readers of one never see another's material.
This post is about making yours look like yours.
Knowing which one you are in
The dashboard works on a single organization at a time, and a sticky Workspace strip under the top bar names which. Home, Documents, Collections, Forms, Intelligence and Owner Settings all follow it.
If you belong to one organization it is just a chip with your logo. Belong to several and it becomes a picker with a search box, and your choice is remembered. Super admins always see the picker, plus an All workspaces option that reports across everything at once.
Small thing, and it prevents the classic mistake of publishing a document into the wrong client's workspace because two browser tabs looked identical.
The button that deserves a warning label
Owner Settings is split into tabs with a single Apply at the bottom that saves all of them, so you can move between tabs mid-edit without losing anything.
Your branding lives on two of them. The Branding tab, which needs Business or above, holds:
- Group logo, used in dashboard and chat headers, on your landing page, in the document selector and on collection pages. It saves immediately rather than waiting for Apply.
- Default cover image, a 16:9 picture shown on any document without one of its own. Upload it or generate it from a description.
- Home screen icon, a square PNG for when someone adds a document or landing page to their phone's home screen. Without one you get the default Docutrain icon, never a squashed version of your wide logo.
- Accent color, applied to buttons and highlights across your landing page, gallery, chat and embeds.
- Auto-generate cover from keywords, on by default, which builds a cover for each new document from its top keywords. It never replaces an existing cover and never delays processing.
Now the warning. Once a default cover is saved, an Apply to all documents button appears next to it, and it overwrites every cover, including documents that already have carefully chosen ones of their own. It does what it says. It is just easy to read it as "apply to documents that need one".
The landing page
Your organization gets a public homepage, and it is more of a product than you might expect.
Layout offers two shapes. Standard is a branded two-column page: logo, assistant character card, your introduction, a "How to Use" panel and featured collections down the left, with a document list on the right. Gallery, the default, is a full-width knowledge center with a sticky header carrying live document and collection counts, an About section, search on Ctrl+K, a sort menu, category tabs, and a Collections tab once you have shared collections.
You can force either layout for a single share link with a URL parameter, which is handy when the gallery is right for your website but a specific client should land on something simpler.
In both layouts, visitors see only what their access allows. Passcode and token documents appear as locked cards rather than vanishing, so people know something exists and can ask you for the key.
Visibility governs the homepage itself and nothing else. Public, any signed-in Docutrain user, or your team only. Your documents keep their own access levels regardless, so a private homepage does not lock a public document, and a public homepage does not expose a private one.
Three content sections feed the page: a company introduction, a "how to use" panel, and contact information for the footer. Each has its own visibility checkbox, so you can hide a section without deleting what you wrote in it. Turn off Show logo and your organization's name appears as text instead, which some brands prefer.
Defaults your documents inherit
The Content tab holds two organization-wide settings that quietly affect every document.
Show medication warning in chat responses is on by default and intended for medical organizations, adding a caution to any response containing medication recommendations. Individual documents can override it in either direction.
Default intro message is the introduction shown on every document that has not been given one of its own. Write a decent one here and every future document starts with something better than an empty panel.
Giving your AI a name
Chat Assistant attributes responses to a character with a name and an avatar, uploaded or generated from a short description. It fronts your gallery embeds too.
The embed builder that used to live on this tab has been retired. Galleries and floating chat bubbles are now saved embeds in the Embeds tab, where changing one updates every page it appears on. The name, avatar and intro you set here still feed all of them. See embedding on your website.
Configuration
Discoverable is one switch covering all three places your organization can be found by name: the company search on the signup form, the request-access search in a user's profile, and the directory on Docutrain's start page. There is deliberately no way to appear in one but not the others, which spares everyone a matrix of half-visible states. Turning it on needs Business or higher. Turning it off is always allowed.
It governs whether your group is findable, not your documents. Those are separate settings.
Being discoverable does not hand anyone access either. People can request to join, and nobody gets in until an admin approves. See users, roles and invitations.
Chat attachments lets readers attach a PDF, Word or image file as temporary context for their own conversation. Attached files are never stored, which is the detail that makes it safe to leave on.
Custom domain serves your documents and landing page from your own address, with a TXT record for verification and a CNAME for routing, and a Copy instructions button that packages both for whoever runs your DNS. A custom favicon control appears once it is active. The full walkthrough is in Slack, Telegram and custom domains.
Where to start
Setting up a new organization, the logo and the default cover change the most screens for the least effort. Do those two first.
The landing page can wait until you have documents worth putting on it. An empty knowledge center is worse than no knowledge center.