Articles in the knowledge base are created and edited by managers and above (roles "Manager", "Head", "Administrator") and by employees assigned as editors. Changes are visible to everyone immediately, with no approval step. Other employees can only read.
How to create a section or an article
- Open Sidebar → Library → Knowledge base.
- Section: click New section, enter the Title, optionally choose a Type, and click Create.
- Sub-article: open the article, click Sub-article, enter the title and click Create.
- The editor of the new article opens.
How to edit an article
Open the article and click Edit. The form contains:
- Title and Type (Reference, Instruction, Rule or No type);
- Status — Published or Draft. A draft and everything inside it is visible to editors only;
- Short description — shown on the section card and in search results;
- Parent — where the article sits in the tree (see below);
- Text — a rich editor: headings, lists, tables, links, images. Level 2 and 3 headings are collected automatically into the article's Contents.
Click Save — the changes go into the article.
To keep an article hidden while you are still writing it, choose the Draft status, and switch to Published when you are done.
Moving and ordering
- Moving: in the edit form, choose another Parent or Top level (section). An article cannot be moved into itself or into one of its own sub-articles.
- Order: the Up and Down arrows next to a section title on the home page and in the Sub-articles list change the order. Only editors see them.
Version history
Every change of text, title or type is saved as a version (the last 50 per article). Click History in the article:
- The table shows the Date, Changed by, title and Size of each version.
- Open shows the old version with a note that it is not the current text. The article itself does not change.
- Restore this version brings the old text back. The current version is not lost: it goes into the history itself, so the rollback can be undone.
Changing only the status (Published ↔ Draft) does not create a new version.
Linking documents
In the Linked documents block at the bottom of the article, start typing a document title (two characters are enough, Cyrillic or Latin), pick it from the list and click Link. The cross on the right unlinks the document.
You can also link from the document card: in the Links block choose the type Knowledge base article and the article. In the document card the article appears as a link, so you can jump from a contract or template to the rule.
Only editors can link and unlink. Readers see the list of linked documents if the document is available to them.
Deleting
The Delete button in the article. If the article has sub-articles, move or delete them first. The article's links to documents are removed together with it (the documents themselves stay).
A deleted article cannot be restored.
Editors
Managers and above can always edit. To let other employees edit, open the knowledge base home page (a manager or above can do this), tick employees in the Knowledge base editors block and click Save.
