Keep diagrams in sync across multiple records

You diagram a new workflow on a whiteboard and add it to a planning doc. Later, you add the same diagram to a feature spec. A couple weeks go by, feedback rolls in, and the process changes — meaning you have to track down every instance and update it manually. (Cue the frantic search.) It is easy for visuals to get out of sync. But now, they do not have to.

Embed the same whiteboard in multiple documents and records in Aha! software — updates will apply automatically across all locations.

Whiteboards help product teams express product concepts, whether they need to sketch out strategy, map workflows, or wireframe a feature. And it is sometimes helpful to include the same visual in multiple locations so teammates can access it in the context of their work. So we made it possible to embed an existing whiteboard in multiple places.

This is super useful if, for example, you want to brainstorm a new user experience on a meeting agenda and then include it in a feature to guide the work. Or if you create a process flow diagram and want to add it to an internal knowledge base and a public support article. When you update the original, all embedded instances reflect the latest version automatically. No more duplicate diagrams or outdated visuals scattered across different documents.

Below is an analytics dashboard wireframe we created for a fictitious app called Fredwin Cycling. We initially shared it with stakeholders in a scoping document to gather their input. Now, we add it to a feature description so the development team understands the intended design. As the feedback comes in and the wireframe evolves, all updates sync instantly — so everyone can reference the latest version.

Embedded whiteboards retain their original permissions wherever they appear. If you need to update access settings or remove a whiteboard, you can do so from the original (all embedded instances will reflect those changes). A handy link in the header makes it easy to jump back to the source whiteboard when needed.

Make collaboration smoother. No matter where your colleagues view or edit a whiteboard, they will have the most up-to-date information.

A single visual can shape critical decisions across multiple teams. When your thinking evolves, your whiteboard visuals do too. No extra effort — just clarity, alignment, and faster progress.

Start a free trial of Aha! Whiteboards

Aha! Whiteboards is the visual space for product innovation. Define user flows, create mockups, and collaborate on plans. Sign up for a free 30-day trial of Aha! Roadmaps if you are interested in bringing together whiteboarding and detailed planning. Or join a live demo to see why more than 1 million product builders trust our software to build lovable products and be happy doing it.