Knowledge base and department spaces

The Knowledge tab is the company's knowledge base: articles with policies, processes, how-tos and answers to common questions. The Departments tab shows a space for each access profile (HR, Sales, Finance…).

Who reads what

Each article is for the whole company or for one department (an access profile). A department article is read only by the people in that profile and by the team (owner, admins and moderators). Drafts are seen only by whoever can edit them.

The help assistant (the Help button) also answers questions using these articles — always only what the person asking may read.

Write an article

1. Open Knowledge → New article.
2. Write the title and the text. Use the buttons for subtitles, lists, bold and links, and Preview to see the result.
3. Choose Who can read it (whole company or a department) and, if you want, a category.
4. Choose Review every 1, 3, 6 or 12 months if the content gets outdated (prices, deadlines, policies).
5. Tap Publish — or Save as draft to finish later.

Every save keeps a version. In Versions you see who changed what and when, and you can restore an older version (the current one stays in the history).

Who writes

The owner, admins and moderators write in any part of the knowledge base. To let a department write its own articles, open Settings → Invite only → Access profiles, open the profile and turn on People in this profile can write in the department's knowledge base. They then create and edit only that department's articles.

Categories, search and review

• Categories (for example Policies, Processes, Onboarding) are managed at the bottom of the Knowledge page by the team.
• The search looks in titles and texts and highlights the words found.
• Articles past their review date show to review. Open the article and tap Reviewed, still right (or edit it) to schedule the next review.

Department spaces

In Departments, each profile has a page with:

• the department's knowledge base articles;
• the notices from the notice board sent to that department;
• everything that was opened to the profile: topics, chat rooms, events, folders, videos and courses.

People see only the departments they are part of; the team sees all of them.