How do I set up a collaborative word processor for project specs with version control and commenting?

A good way to set this up is to combine:

1. A collaborative editor for real-time writing and comments
2. Version control for history, review, and rollback
3. A simple workflow so specs don’t become chaos

Recommended setup options

Option A: Google Docs + GitHub/GitLab for source of truth

Best if your team wants the easiest collaboration.

• Google Docs for drafting, comments, suggestions, and live editing
• GitHub/GitLab repo for:
  • finalized spec exports in Markdown/PDF
  • versioned changelog
  • approvals via pull requests/issues

Pros: very easy, strong commenting, low friction
Cons: version control is weaker than true text-based workflows

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Option B: Notion / Confluence + GitHub for code-linked specs

Good for product/engineering teams that want a wiki-like system.

• Notion or Confluence for collaborative editing and comments
• GitHub for:
  • canonical spec files
  • implementation notes
  • changelog and design decisions

Pros: organized knowledge base, good discoverability
Cons: version history exists, but not as strong as Git-based review

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Option C: Markdown docs in Git with a web editor

Best if you want real version control and traceability.

Use:

• GitHub/GitLab/Bitbucket repo
• docs stored as Markdown
• pull requests for review
• comments in PRs
• optional web editor like:
  • ProseMirror-based editors
  • HackMD
  • Outline
  • CodiMD
  • Etherpad for lightweight collaboration

Pros: excellent history, diff, review, branching
Cons: less friendly for non-technical users unless you add a nicer editor

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Best-practice architecture

If you want both collaboration and version control, the most practical setup is:

• Collaborative editing layer: Google Docs, Notion, or HackMD
• Version-controlled canonical copy: Markdown in GitHub/GitLab
• Review process: pull requests + comments
• Publishing: export or sync spec to docs site/wiki

This gives you:

• live coauthoring
• threaded comments
• tracked changes
• immutable history
• auditability

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Suggested workflow for project specs

1. Create a template

Use a standard spec structure, for example:

• Overview
• Problem statement
• Goals / non-goals
• Requirements
• UX / UI notes
• Technical constraints
• Open questions
• Milestones
• Decision log

2. Draft collaboratively

Let the team write in the collaborative editor.

Use:

• comments for questions
• suggestions for edits
• @mentions for owners

3. Review and approve

Move the doc into Git as Markdown when it stabilizes.

• open a PR
• request reviews
• resolve comments
• merge when approved

4. Track changes

Maintain:

• a CHANGELOG.md
• a DECISIONS.md or ADRs
• spec version tags/releases if needed

5. Lock down final versions

Once a spec is approved:

• mark it as “Final” or “Approved”
• preserve historical versions
• link implementation tickets back to the spec

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Tools by need

If you want easiest collaboration:

• Google Docs
• Notion
• Confluence

If you want strongest version control:

• Markdown + GitHub/GitLab
• Pull requests
• Review comments

If you want a middle ground:

• HackMD
• CodiMD
• Outline
• BookStack

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Minimal recommended stack

For most teams, I’d recommend:

• Google Docs for drafting and comments
• GitHub repo for final spec versions in Markdown
• PR reviews for approval
• Slack/Teams for notifications

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Example process

1. Product manager creates spec in Google Docs
2. Team comments and edits collaboratively
3. Once stable, export to Markdown and commit to GitHub
4. Create PR for review by engineering/design
5. Merge approved version
6. Store final spec under /specs/feature-name.md

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If you want, I can also give you:

• a recommended tool stack based on your team size
• a ready-to-use spec template
• or a step-by-step setup for Google Docs + GitHub