Wiki

Getting started with Knowledge

How spaces, pages, drafts and publishing work in Knowledge, and what each role can do.

Getting started with Knowledge

Knowledge is your team's knowledgebase — procedures, policies, how-tos and reference material, organised into spaces and kept up to date with a lightweight review process.

Start with Home, Search & ask or All knowledge. Your folders in the left sidebar opens a directory of published pages. The arrow at the top collapses the sidebar into an icon rail; on a phone, use the menu button. Your workspace groups My work, Ideas & plans and, when you have edit access, Add knowledge. Administrators also see Learning, Needs attention and Settings. Back to admin and Calendar sit at the bottom.

Find something useful

Home starts with search and Explore your folders. Open a page directly from a folder preview, or use Explore folder to see its published pages. Arrows beside a page expand its subpages. Browse by topic when you know the kind of guidance you need, such as recipes or procedures. Saved for later and Pick up where you left off help you return to pages.

My work holds your tasks, learning and suggested next actions, including drafts to finish and questions to answer. Use Later to snooze or dismiss a suggestion on this device.

Needs attention separates items needing guidance from documents needing maintenance. Needs assessment means nobody has decided whether instructions are needed; it does not mean instructions are missing. Check the location and item code when names match. Assess the need, link an existing guide, or create instructions. Select several items to prepare separate AI proposals, or choose Create one shared guide when the same method genuinely applies. A saved batch can be resumed after a reload; clear its selection to begin a different batch.

Create guidance in three steps

1. Choose your task. Name the guidance and choose the products, recipes or processes it supports. Linked items are retained when you start from an item.
2. Build the guidance. Add known facts and answer the section questions, or ask AI to prepare a proposal. Writing hints stay outside the document. Unknown facts remain questions for a person to resolve.
3. Check & create. Confirm the folder audience, applicable locations, owner and review interval. Creating a draft does not publish it or assign learning.

The editor’s Finish this guide checklist takes you to unfinished content or the relevant settings. Save actual guidance, remove old prompts, answer open questions and confirm scope before publishing operating instructions. If an outline section does not apply, record a reason in Settings & item links. These checks help with completeness; a responsible person still needs to review accuracy. Older published documents may show unfinished checks until their owner reviews them.

Instructions for this item puts published guidance on that item’s information panel. Source used to write this records supporting information without assigning instructions. The settings preview shows where your guide will appear before you save.

Maintaining existing content

Administrators can open Needs attention → Documents needing attention to find unclassified documents, missing owners, unpublished content and review gaps. Search or filter first, then select up to 25 documents on the current page. Choose a type, owner or business status and select Preview changes before saving. The result lists each document separately; Select failed documents to retry keeps successful changes out of the retry.

Each successful change creates an unpublished draft. Review and publish those drafts normally. A document that changed since selection, is being edited, or has a pending review is skipped with an explanation. The results show which documents succeeded and which need attention. Bodies, existing links, location scope and published guidance stay intact.

In Details & links, search for a published document, recipe, stock item or product by name. Use More results to browse further matches. Existing links remain listed even when the original record is temporarily unavailable.

Spaces and pages

A space is a collection of related pages — for example "Kitchen procedures", "HR policies" or "Front of house". Pages inside a space can be nested under one another, so you can build up a tree of topics the way you would in a folder structure.

Each space has its own settings: who can see it, who can edit it, and how strict the review process is (see below).

Drafts vs published pages

Every page keeps its published, live version separate from any work in progress:

• Working draft — changes you're still writing. Only people with edit access see drafts; everyone else keeps seeing the current published version.
• Published — the version everyone with access to the space can read. Publishing a page creates a new, permanent version in its history, so you can always look back at what a page said on a given date and restore an earlier version if needed.

This means editing a page is always safe — nobody sees a half-finished draft until it's reviewed and published.

The review flow

How a draft becomes published depends on the space's approval setting:

• Auto-publish — an editor can choose Publish without a separate approval. Autosave only saves the working draft.
• Requires review — an editor submits the draft for review; a reviewer reads it and either approves (publishing it) or sends it back with notes.

People without edit access can still contribute: they can suggest an edit on any page they can view. Their suggestion is queued for a reviewer to accept, adjust, or dismiss — it never touches the live page directly.

Roles

Every space has its own membership, with four roles:

Company owners and admins can always manage every space, even ones they haven't been explicitly added to.

Finding things

Use Search to find pages by keyword across every space you have access to. Tags help group related pages together (for example, everything about a specific supplier or piece of equipment) — open the Tags page to browse by topic.

What's next

• Reading knowledge pages — the contents list, page status, and printing a page.
• Editing and formatting pages — the toolbar, slash menu and keyboard shortcuts.
• Templates and duplicating pages — start new pages from a ready-made structure.
• Finding things — favorites, recents and the command palette.
• Asking the Copilot — get grounded answers and make edits by chatting with Knowledge's AI assistant.
• Importing documents — turn existing PDFs and files into knowledge pages in minutes.
• Quizzes and onboarding — turn pages into knowledge checks and build onboarding paths for new staff.
• Working together — presence, editing locks, mentions and notifications.
• Ideas and voting — suggest and vote on changes to a page.
• Activity and insights (for admins) — company-wide usage and content health.

Your Knowledge workspace

Home starts with search, visible folder previews and topic shortcuts. Saved for later and Pick up where you left off help you return to useful pages. All knowledge opens the Library with type and location filters; expand Saved filters to keep a personal shortcut. Ideas & plans offers Capture an idea, Plan an event and Record a decision.

My work shows your tasks, document reviews, suggested next steps and assigned learning. Team activity shows changes you can access. Administrators use Needs attention for content gaps and maintenance, Learning for training setup, and Settings to organise the workspace. How Knowledge works explains each job with Pete's Prep examples.

Published documents open in reading mode for managers as well as staff. Choose Edit or Open unpublished draft to change one. Details & links holds the accountable owner, summary, type, applicable locations, effective dates, related records and acknowledgment requirement. These properties are part of the revision and become live when it is published.

Recipes, product instructions and event plans

Choose Add knowledge and follow the three steps: Choose your task, Build the guidance, and Check & create. Starting from a product or recipe carries its name and link into setup. Choose the subjects, check suggested reusable guidance, add known facts or request an AI proposal, then confirm the folder audience, locations, owner and review interval. The preview explains where the guidance will appear. People with view-only access can share an improvement idea instead.

Create linked draft opens the editor. Prepare with AI saves a preparation you can return to from My work. Answer missing-fact questions, review the proposal and choose Use this proposal as an editable draft. You can retry interrupted work or continue manually. Previous proposals remain available. AI questions remain in the draft until you resolve them.

The editor's checklist explains what remains. Link to items controls where guidance is discoverable, Set an owner names who maintains it, and Assign learning is a separate step after publication. Details & links lets you change these settings and the review interval. After reviewing changed source material, use Save settings and confirm current sources, then publish normally. Planning progress & target date describes the plan; it does not publish it. Complete template prompts with your own approved information.

See what needs documenting

Administrators open Needs attention, choose products, recipes, stock items or processes, and filter by location or state. Needs assessment means the team has not decided whether instructions are required. Missing means a confirmed requirement has no applicable guide or draft. Draft in progress is unfinished work; Ready has applicable published instructions; Needs review has guidance needing a freshness check. Not required records an explicit business decision.

Use Assess whether needed to explain the requirement, choose an owner or snooze suggestions. Add general processes such as opening the kitchen. Use Link existing to reuse a guide: review its preview, stage the item link, then publish the updated draft. One guide can support multiple items.

Select up to ten items to assess together, preview an AI preparation batch or create one shared guide. Batch results show each saved preparation and any failures separately; retrying does not duplicate successful requests. No proposal becomes published instructions automatically.

A Stock recipe can link to its preparation instructions. Ingredients, quantities, yields and costs stay in Stock; Knowledge holds the method, equipment, quality checks, photos and training. Product instructions can link to a product or stock item. Opening a related record always checks access again.

Use event plans for the brief, preparation, responsibilities, risks and debrief. Link the originating idea and subsequent decisions, and use tasks for assigned actions.

Company standards and local variations

A document can apply company-wide or to selected locations. Location applicability does not grant permission to read a restricted space. An approved local variation points to one company standard and one location. If its standard changes, a warning asks the owner to review the variation again. An AI answer that depends on location should ask for the location before choosing instructions.

Required reading and questionnaires

Required reading records your acknowledgment of the exact published revision. A new published revision with acknowledgment enabled appears as unread again. An acknowledgment is separate from a quiz pass and does not establish practical competence.

A questionnaire is linked to the published revision it teaches. When the document changes, a manager must review and relink the questionnaire before new attempts. Previous learning records are retained. Use onboarding paths for a sequence of lessons and checks.