Introduction to the Knowledge Base

The Knowledge Base holds the documents your team works from: how you do a job, the wording you reuse, and the facts people look up. You organize them in folders, and each document stays a draft until someone publishes it.

Organize documents in folders

Folders are how you group documents. A folder can hold other folders, so you can nest them, for example a Winter folder inside Safety.

• Select New folder above the folder list to add one. With a folder selected, the new folder goes inside it.
• Select a folder, then Rename folder to change its name. Its documents stay where they are.
• Select All documents to see every document, whatever its folder.
• A document can also sit outside any folder.

Create a document

New documents start as drafts that only people who can edit the Knowledge Base can read.

1. Open Knowledge Base.
2. Select New document. A blank draft opens at the top level, outside any folder.
3. The draft starts with a placeholder title that is already selected, so type the title over it.
4. To file the document, choose a Folder under Document Details.

Until you publish, the draft shows as Draft in the library.

Write and edit

Anyone who can edit the Knowledge Base opens a document straight into the editor. There is no separate edit mode. Your changes save to the draft as you type, and Saved appears when they are in. Readers keep seeing the last published version until you publish again.

1. Open the document.
2. Write the text, and set the Folder and Summary under Document Details.

Publish a document

Publishing makes the draft the version your team reads and the version the assistant can find. Publish is available whenever the document is a draft or has changes that are not published yet, and it is unavailable when the published version already matches the draft.

1. Open the document.
2. Select Publish.

The badge changes to Published. Each publish adds a version to Version history.

Draft and published

A document has a working draft and, once published, a published version.

• Draft: the working copy. People who can edit the Knowledge Base read and change it. A document never published shows nothing to anyone else.
• Published: the version everyone with access reads. It stays the same while someone edits the draft, until the next publish.

How the AI assistant uses it

The AI assistant answers questions about how your company does things from your Knowledge Base, and links the document it used.

• It searches and reads published versions only. A draft, or an edit nobody published yet, stays out of its answers.
• It can create a new draft for you, in the folder you name. Undo removes the draft while nobody has changed it.
• It can propose changes to a document's draft. Nothing changes until you confirm, and the published version stays as it is.
• It never publishes. Publishing is always a person's choice.

Who can use the Knowledge Base

The Knowledge Base is part of the Growth plan. Within it, each person's role sets what they can do. See Roles and permissions.

• View access: read and search published documents.
• Edit access: create documents, edit drafts, publish, and add or rename folders.
• Full access: everything edit access allows, plus Delete document and Delete folder.