# Introduction to the Knowledge Base

> Keep your company's procedures, policies, and price sheets in folders, and publish them when they are ready for the team.

Source: https://jobwisepro.com/help/knowledge-base/introduction-to-the-knowledge-base
Category: Knowledge Base
Updated: 2026-10-30

The [**Knowledge Base**](/go/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**](/go/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](/help/ai-assistant/use-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](/help/team/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**.