# Activities Source: https://docs.knowlix.ai/essentials/activities Activities in Knowlix are action items linked to specific records throughout your system. They help teams coordinate follow-up tasks, track pending work, and ensure nothing falls through the cracks. Think of activities as smart reminders attached to your business records. Whether it's a phone call to schedule with a lead, an email to send to a customer, or a document to review, activities keep your work organized and visible. Each activity type is represented by a distinct visual indicator: * **Clock icon:** Standard activity or task * **Phone icon:** Scheduled call * **Envelope icon:** Planned email * **Checkmark icon:** To-do item * **People icon:** Meeting or appointment * **Upload icon:** Document upload request * **Signature icon:** Signature collection task **💡 Pro Tip:** Ask Your Knowlix to schedule activities for you. Try: *"Schedule a follow-up call with John tomorrow at 2pm"* and Knowlix Teammates will create the activity automatically. *** ## Creating Activities You can create activities from multiple locations throughout Knowlix, giving you flexibility to add tasks wherever you're working. ### From the Activity Feed The activity feed (located in the right panel of most records) provides a central place to manage all communications and tasks related to a specific item. **To create an activity from the feed:** 1. Open any record (lead, ticket, project, etc.) 2. Click the **Schedule Activity** button at the top of the activity feed 3. Complete the activity form that appears 4. Click **Schedule** to save \[Screenshot: Activity feed with Schedule Activity button] **💡 Using Your Knowlix:** While viewing a record, ask: *"Schedule a meeting about this next week"* ### From Board View When working in board view (your visual pipeline), you can quickly add activities directly to cards. **To create an activity:** 1. Locate the card you want to add an activity to 2. Click the activity icon at the bottom of the card 3. Select **+ Schedule An Activity** 4. Fill out the activity form > **Note:** If a card already has activities, the icon changes to reflect the next upcoming activity type. Click it to schedule additional activities. \[Screenshot: Board view card with activity icon] ### From List View List view provides a spreadsheet-like interface for managing multiple records simultaneously. You can add activities directly from this view. **To create an activity in list view:** 1. If the Activities column is hidden, reveal it by clicking the column selector (gear icon in the header) 2. Click the activity icon for the relevant record 3. Select **+ Schedule an activity** 4. Complete the form > **Note:** Records with existing activities show the next scheduled activity's icon instead of a generic icon. \[Screenshot: List view with Activities column visible] ### From Activity View Activity view provides a comprehensive overview of all scheduled activities across your records. This view is perfect for managing workload and identifying bottlenecks. **Accessing activity view:** Look for the activity view icon in the top-right corner of your module (among other view options). Click it to switch to activity view. **Layout explanation:** * **Columns:** Represent different activity types (Email, Call, Meeting, etc.) * **Rows:** Represent individual records (leads, tickets, projects, etc.) * **Colors:** Indicate urgency * Green: Future due date * Orange: Due today * Red: Overdue Each column header shows color-coded bars indicating how many activities of that type are scheduled. Numbers in cells show the total count of activities scheduled for that record. **To schedule an activity from this view:** 1. Hover over the cell where you want to add an activity 2. Click the **+** icon that appears 3. Fill out the activity form \[Screenshot: Activity view with color-coded activities] > **Note:** Activity colors and their relationship to due dates remain consistent throughout Knowlix, regardless of where you view them. **💡 Your Knowlix Tip:** Ask: *"Show me all overdue activities"* or *"What activities are due today?"* for quick reports. *** ## Activity Form Details The activity form is where you specify what needs to be done, when, and by whom. This form appears whenever you create or edit an activity. ### Required and Optional Fields **Activity Type** (required) Select the nature of the activity. Default options include: * Email * Call * Meeting * To-do Additional activity types may appear depending on which Knowlix modules you have installed and configured. **Summary** (optional but recommended) A brief title for the activity. Examples: * "Discuss contract terms" * "Send quote" * "Review implementation plan" **Due Date** (required) Select when this activity should be completed. Use the calendar picker to choose a date. **Assigned to** (defaults to current user) Choose who should complete this activity. By default, the person creating the activity is assigned, but you can select any user from the dropdown. **Notes** (optional) Add context, instructions, or relevant information. This field supports longer text for detailed guidance. \[Screenshot: Activity form with all fields visible] ### Action Buttons After filling out the form, choose how to proceed: **Schedule** Creates the activity and adds it to the record. The activity appears in the activity feed under "Planned Activities." **Schedule & Mark as Done** Logs the activity details in the feed but marks it as completed immediately. Useful for documenting actions you've already taken. **Done & Schedule Next** Marks the current activity as complete and immediately opens a new activity form. Perfect for chaining related tasks. **Open Calendar** (appears for Calls and Meetings only) Opens your Knowlix calendar to schedule the activity at a specific time slot. Click a date and time, and a calendar event form appears. The activity summary pre-fills the event title. **Cancel** Closes the form without saving. Any information you entered is discarded. **💡 Agent Alternative:** Instead of clicking through forms, try natural language: *"Mark this call as done and schedule a follow-up email for next Monday"* *** ## Viewing All Activities Knowlix provides a centralized activity dashboard accessible from anywhere in the system. **Accessing the dashboard:** Click the **activity icon** in the main header (top-right corner of your screen). A dropdown menu appears showing all your scheduled activities, organized by module. If you have activities waiting, a red notification badge displays the count on the activity icon. **Dashboard organization:** Activities are grouped by module (CRM, Helpdesk, Projects, etc.), then further divided by where within that module the activity lives. Each section shows activity counts in three categories: * **Late:** Overdue activities requiring immediate attention * **Today:** Activities due today * **Future:** Upcoming activities **Example scenario:** In the Time Management module, you might see: * "Time Off Requests" section with 1 activity * "Leave Allocations" section with 6 activities These appear as separate expandable lists in the dropdown, making it easy to focus on specific areas. \[Screenshot: Activity dropdown menu with grouped activities] **💡 Your Knowlix:** Ask: *"What do I need to do today?"* or *"Show my team's activities this week"* *** ## Managing Activity Types Activity types define the categories of work your team tracks. Knowlix comes with default types, but you can customize them to match your workflow. ### Viewing Activity Types To access the activity types configuration: 1. Navigate to **System Settings** 2. Scroll to the **Communication** section 3. Click **Activity Types** This opens a list of all configured activity types available system-wide. > **Note:** Some modules have their own activity type configurations. For example, to customize CRM-specific activities, go to **CRM → Configuration → Activity Types**. \[Screenshot: Activity Types configuration page] ### Editing Activity Types To modify an existing activity type: 1. Click on the activity type from the list 2. Make your desired changes on the form 3. Changes save automatically (or click the save icon to force a save) ### Creating New Activity Types To create a custom activity type: 1. Click **New** from the Activity Types page 2. Enter a **Name** for the activity type 3. Configure the settings described below 4. Save your changes \[Screenshot: New activity type form] **💡 Using Your Knowlix:** Try: *"Create a new activity type called 'Quality Review'"* *** ## Activity Type Configuration ### Basic Settings **Action** Select what happens when this activity type is used. Options include: * **Upload Document:** Automatically adds a document upload link to the activity in the feed * **Call or Meeting:** Enables the "Open Calendar" button for time-specific scheduling * **Request Signature:** Adds a signature request link to the activity (requires signature collection module) The available actions depend on which modules are installed in your Knowlix system. **Folder** (appears when Upload Document is selected) Specify where uploaded documents should be stored in your document management system. **Default User** Automatically assign this activity type to a specific user whenever it's created. Leave blank to assign to whoever creates the activity. **Default Summary** Pre-fill the summary field with standard text. Users can edit this before saving the activity. > **Note:** Default User and Default Summary are starting points. They can be changed before the activity is finalized. **Keep Done** When enabled, completed activities of this type remain visible in activity view instead of disappearing. Useful for tracking completion patterns. **Default Note** Pre-populate the notes field with instructions, templates, or context relevant to this activity type. \[Screenshot: Activity type configuration form showing settings] ### Activity Chaining Chaining allows activities to trigger or suggest follow-up activities automatically. This creates workflows where completing one task prompts the next logical step. **Chaining Type** Choose how the next activity is handled: * **Suggest Next Activity:** When the current activity is completed, Knowlix recommends a follow-up activity * **Trigger Next Activity:** Automatically creates the follow-up activity when the current one is completed > **Note:** Chaining is not available for Upload Document activities. **Suggest/Trigger** (field name changes based on chaining type) Select which activity type should be suggested or triggered as the follow-up. **Schedule** Define when the follow-up activity is due: 1. Enter a number (e.g., 2, 5, 10) 2. Select the time unit: Days, Weeks, or Months 3. Choose the reference point: * After previous activity deadline * After completion date **Example:** To automatically create a follow-up call 3 days after a proposal email is sent, you would: * Set Chaining Type to "Trigger Next Activity" * Select "Call" as the triggered activity * Set Schedule to "3 Days after completion date" \[Screenshot: Activity chaining configuration] **💡 Workflow Tip:** Use chaining to build standard processes. For example: Initial Call → Send Proposal (3 days later) → Follow-up Meeting (5 days after proposal) *** ## Best Practices ### Assign Activities to the Right Person Always assign activities to whoever is best positioned to complete them. Don't leave everything assigned to managers or team leads. ### Use Descriptive Summaries Instead of "Follow up," write "Follow up on pricing questions from discovery call." Specific summaries help everyone understand context at a glance. ### Set Realistic Due Dates Due dates should reflect actual workload and priorities. Constantly overdue activities create noise and reduce the system's usefulness. ### Leverage Activity Chaining Build common workflows using activity chaining. This reduces manual work and ensures consistent follow-through on standard processes. ### Review Activities Regularly Make it a habit to review your activity list daily. Address overdue items, reschedule when necessary, and mark completed tasks as done. ### Use Activity Types Meaningfully Don't create too many activity types. Each type should represent a genuinely different kind of work. Too many types create confusion rather than clarity. *** ## Related Documentation * [Workflow Stages](Workflow_Stages.md) - Learn how activities interact with stage-based workflows * [Calendar Integration](../09_Productivity_Tools/Calendar.md) - Sync activities with your calendar * [Email Templates](../09_Productivity_Tools/Email_Templates.md) - Automate email activities with templates * [Team Collaboration](../09_Productivity_Tools/Team_Collaboration.md) - Coordinate activities across teams *** ## Need Help? **Ask Your Knowlix:** * "Schedule a call with Sarah tomorrow at 10am" * "What activities are overdue?" * "Show me all activities assigned to the sales team" * "Create a meeting activity for Friday afternoon" * "Mark this activity as done and schedule a follow-up email" **Contact Support:** If you need assistance configuring activity types, setting up workflows, or troubleshooting activity-related issues, contact Knowlix support through the Help menu. # Contacts Source: https://docs.knowlix.ai/essentials/contacts The Contacts module in Knowlix serves as your central repository for managing all relationships with customers, vendors, partners, and other business contacts. It stores essential information that powers communication, transactions, and reporting across your entire system. Every contact record can include addresses, communication preferences, financial details, and custom properties tailored to your business needs. **💡 Pro Tip:** Ask Your Knowlix to create or update contacts: *"Create a new contact for ABC Corporation with email [info@abccorp.com](mailto:info@abccorp.com)"* or *"Update Sarah's phone number to 555-1234"* *** ## Creating Contacts ### Starting a New Contact **To create a contact:** 1. Navigate to the **Contacts** module 2. Click **Create** (or **New**) 3. Complete the contact form 4. Click **Save** \[Screenshot: New contact form] ### Contact Types Knowlix supports two primary contact types: **Individual:** A person. Use this for specific employees, decision-makers, or individual customers. **Company:** An organization. Use this for businesses, vendors, or institutions. > **Note:** Individual contacts can be linked to Company contacts. For example, "John Smith" (Individual) can be associated with "ABC Corporation" (Company). **💡 Structuring Tip:** Create Company contacts for organizations, then add Individual contacts for each person you work with at that company. *** ## Contact Form Fields ### Basic Information **Name** (required) The contact's full name or company name. This is how they appear throughout Knowlix. **Company Name** (Individual contacts only) Link an individual to their parent company. Start typing the company name and select from the dropdown, or create a new company contact. **Address** The primary address for this contact. For individuals, you can specify the address type (Contact, Invoice, Delivery, Follow-up, or Other). \[Screenshot: Address field with type selector] ### Additional Fields **Job Position** (Individuals only) The person's role or title within their organization. **Tax ID / Citizen ID** Official identification number used for tax purposes. Field label varies by country based on fiscal localization. **Website** The contact's website URL. Include the full address starting with `http://` or `https://`. **Language** The contact's preferred language for communications. Knowlix automatically translates emails and documents sent to this contact into the selected language. **Tags** Categorize contacts with custom tags for easy filtering and grouping. Type a tag name and select from existing options, or create new tags on the fly. **Partner Level** (if enabled) Designate relationship tiers (Gold, Silver, Bronze, etc.) for partners or customers. \[Screenshot: Contact form with all basic fields] *** ## Contacts & Addresses Tab Manage multiple addresses and sub-contacts associated with a company. ### Adding Additional Addresses **Use cases:** * Invoice and delivery addresses differ * Company has multiple office locations * Need separate addresses for follow-up communications **To add an address:** 1. Open the **Contacts & Addresses** tab 2. Click **Add** 3. Select the address type: * **Contact:** Another person at this company * **Invoice Address:** Billing address * **Delivery Address:** Shipping address * **Follow-up Address:** For overdue payment reminders * **Other Address:** Subsidiary, regional office, etc. 4. Enter the relevant details 5. Click **Save & Close** (or **Save & New** for multiple entries) \[Screenshot: Contacts & Addresses tab with multiple entries] ### Sub-Contact Information When adding a contact-type address, you can specify: * Contact name * Job position * Email * Phone and mobile numbers * Notes This creates a linked individual contact associated with the parent company. **💡 Organization Tip:** Keep all people from the same company linked to the main company contact. This makes it easy to see all your relationships with that organization. *** ## Sales & Purchase Tab The Sales & Purchase tab appears when you have the Sales, Purchase, or Point of Sale modules installed. It contains business relationship details. ### Sales Section **Salesperson:** Assign a salesperson responsible for this contact. This affects commission tracking, pipeline ownership, and reporting. **Payment Terms:** Set default payment terms (e.g., Net 30, Due on Receipt). These pre-fill on invoices and sales orders for this contact. **Pricelist:** Apply a specific pricing structure to this contact. Useful for tiered pricing, wholesale vs. retail, or regional pricing strategies. **Payment Method:** Preferred payment method for this contact (Credit Card, Bank Transfer, etc.). **Delivery Method:** Default shipping method for orders to this contact. \[Screenshot: Sales section of form] ### Point of Sale Section **Barcode:** Enter a barcode identifier to quickly look up this contact at point-of-sale terminals. ### Purchase Section **Payment Terms:** Default payment terms when purchasing from this vendor. **1099 Box** (US localization): Tax classification for vendor payment reporting. **Receipt Reminder:** Set reminders for pending receipts from this vendor. \[Screenshot: Purchase section fields] ### Miscellaneous **Citizen Identification:** Additional identification numbers required in certain jurisdictions. **Reference:** Internal reference code or notes for this contact. **Company:** In multi-company environments, restrict this contact's visibility to a specific company. **Website / Website Tags:** Control how this contact appears on public-facing pages (for customer portals or published directories). **Industry:** Categorize the contact's industry sector. **SLA Policies:** Assign service level agreements from the Helpdesk module. *** ## Accounting Tab The Accounting tab appears when you have the Accounting module installed. ### Bank Accounts Add bank account details for this contact to facilitate payments and direct deposits. **To add a bank account:** 1. Open the **Accounting** tab 2. In the **Bank Accounts** section, click **Add** 3. Enter account details: * Account number * Bank name * Routing/SWIFT codes 4. Click **Save** ### Accounting Entries Set default accounts for transactions with this contact: * **Receivable Account:** Default account for customer invoices * **Payable Account:** Default account for vendor bills ### Legal Entity Identifier (LEI) For contacts requiring legal entity identification (financial institutions, regulated industries), enter the LEI in the designated field. \[Screenshot: Accounting tab with bank account details] *** ## Smart Buttons At the top of the contact form, smart buttons provide quick access to related records: **Opportunities:** View CRM deals associated with this contact **Sales Orders:** See purchase history **Invoices:** Access billing records **Tasks:** Projects or tasks linked to this contact **Helpdesk Tickets:** Support requests **Documents:** Uploaded files related to this contact Click any smart button to filter to records for this contact. \[Screenshot: Smart buttons at top of contact form] **💡 Quick Navigation:** Use smart buttons to investigate contact history before meetings or calls. You'll have instant context about the relationship. *** ## Merging Duplicate Contacts Over time, duplicate contacts can accumulate from imports, manual entry, or integration syncs. Knowlix provides tools to merge duplicates safely. ### Manual Merge **To merge duplicate contacts:** 1. Go to **Contacts** module 2. Switch to **list view** 3. Select the checkbox next to two or more contacts to merge 4. Click **Actions → Merge** 5. Review the Merge pop-up window 6. Select the **Destination Contact** (which record to keep) 7. Click **Merge Contacts** > **Warning:** Merging is irreversible. Once merged, contacts cannot be separated. Always review carefully before confirming. \[Screenshot: Merge contacts dialog] **What happens during merge:** * All information from merged contacts is consolidated into the destination contact * Related records (sales orders, invoices, activities) are transferred to the destination * The other contacts are deactivated/archived * No data is lost ### Automatic Deduplication After a manual merge, Knowlix prompts you to deduplicate other contacts automatically. **To use the deduplication tool:** 1. After merging, click **Deduplicate the other Contacts** 2. Select criteria to identify duplicates: * Email * Name * Is Company * VAT / Tax ID * Parent Company 3. Optionally exclude contacts with: * Assigned users * Existing journal entries (to avoid affecting accounting) 4. Choose merge approach: * **Merge with Manual Check:** Review each suggestion before merging * **Merge Automatically:** Merge obvious duplicates without confirmation * **Merge Automatically All Process:** Aggressively merge all matches **💡 Safety First:** Use "Merge with Manual Check" for the first deduplication pass. Review the suggestions to understand how the algorithm works before automating. \[Screenshot: Deduplication criteria selector] **Deduplication logic:** If you select multiple criteria, contacts must match **all** selected fields to be considered duplicates. For example: * Email + Name: Both fields must match * Email alone: Only email must match (catches spelling variations in names) *** ## Best Practices ### Keep Information Current Update contact details whenever you learn about changes. Outdated information leads to failed communications and missed opportunities. ### Use Consistent Naming Establish naming conventions for companies (Inc. vs. Incorporated, & vs. and). Consistency improves search results and prevents duplicates. ### Tag Strategically Create a tag taxonomy before using tags widely. Too many similar tags dilute their value. Examples: Industry tags, relationship stage tags, geographic tags. ### Link Individuals to Companies Always link individual contacts to their parent companies. This preserves organizational context and makes reporting more meaningful. ### Deduplicate Regularly Schedule quarterly deduplication reviews to catch duplicates before they accumulate. This is especially important after imports or integrations. ### Document Relationships Use the Notes field to record important context about the relationship, special requirements, or key history. *** ## Related Documentation * [CRM](../03_Sales_Management/CRM.md) - Track opportunities with contacts * [Sales Orders](../03_Sales_Management/Sales_Orders.md) - Create orders for contacts * [Invoicing](../02_Financial_Management/Invoicing.md) - Bill contacts * [Data Import](Export_import_data.md) - Import contact lists *** ## Need Help? **Ask Your Knowlix:** * "Create a contact for Jane Doe at XYZ Company" * "Add a delivery address for ABC Corporation" * "Show me all contacts tagged as 'High Value'" * "Merge the duplicate contacts for Tech Solutions Inc" * "Find contacts without email addresses" **Contact Support:** For assistance with contact management, deduplication issues, or data cleanup, contact Knowlix support through the Help menu. # Export Import Data Source: https://docs.knowlix.ai/essentials/export-import-data Knowlix provides powerful data import and export capabilities, allowing you to move data in and out of the system efficiently. This is essential for reporting, bulk updates, system migrations, and integrations with external tools. Whether you're implementing Knowlix for the first time, migrating from another system, or performing routine data maintenance, understanding import/export workflows ensures smooth operations. **💡 Pro Tip:** Ask Your Knowlix for data operations: *"Export all customers with their email addresses"* or *"How do I import a product list?"* > **Important:** Data imports are permanent and cannot be automatically undone. Always backup data before large imports and test with small datasets first. *** ## Exporting Data Export data from any module in Knowlix to create reports, backup records, or prepare data for external processing. ### Basic Export Process **To export records:** 1. Navigate to the module containing the data (Contacts, Products, Sales Orders, etc.) 2. Switch to **list view** (click the list icon) 3. Select the records to export by checking their boxes * Check the top box to select all visible records * Or individually select specific records 4. Click **Actions → Export** 5. Configure export options 6. Click **Export** \[Screenshot: Export process showing selected records] ### Export Options **Import-compatible export:** Enable "I want to update data (import-compatible export)" to: * Include only importable fields * Automatically include External IDs for record matching * Create a file structure ready for re-import after editing **File format:** * **CSV:** Comma-separated values, universally compatible, good for large datasets * **Excel (.xlsx):** Spreadsheet format with formatting support, easier to edit \[Screenshot: Export configuration dialog] ### Selecting Fields **Field browser:** Browse available fields in the left panel. Click the expand icon next to fields to reveal sub-fields. **Search fields:** Use the search bar to quickly find specific fields. Expand all categories first for comprehensive search. **Add fields:** Click the plus icon next to a field to add it to the "Fields to export" list. **Reorder fields:** Drag fields using the sort icon to change their order in the exported file. **Remove fields:** Click the remove icon next to any field to exclude it from export. \[Screenshot: Field selection interface] ### Export Templates Save field configurations as templates for recurring exports. **To save a template:** 1. Configure your desired fields 2. Click the **template dropdown** 3. Select **New template** 4. Enter a template name 5. Click the save icon **To use a template:** Select it from the template dropdown. Fields populate automatically. **💡 Efficiency Tip:** Create templates for reports you generate regularly (monthly sales, customer lists, inventory snapshots, etc.). *** ## Importing Data Import data to populate Knowlix initially, update existing records in bulk, or integrate data from external systems. ### Import Process **To import data:** 1. Navigate to the module where data should be imported 2. Click **Actions → Import Records** 3. Download the import template (optional but recommended) 4. Prepare your data file 5. Upload the file 6. Map fields (if needed) 7. Test the import 8. Execute the import \[Screenshot: Import interface] ### Using Import Templates Knowlix provides pre-configured templates for common imports (contacts, products, invoices, etc.). **To download a template:** Click "Import Template for \[Record Type]" on the import screen. This downloads a spreadsheet with: * Pre-configured field columns * Example data * Correct field labels for automatic mapping **Advantages of templates:** * Guaranteed correct field names * Proper data formatting examples * Automatic field mapping * Reduced errors \[Screenshot: Template download button] ### Preparing Import Files **Supported formats:** * **CSV (.csv):** Text-based, smaller file sizes, universal compatibility * **Excel (.xlsx/.xls):** Spreadsheet format, supports multiple sheets **Best practices:** **Column headers:** Use exact field labels from Knowlix or from downloaded templates. **Data validation:** * Remove duplicate records before importing * Ensure required fields have values * Validate data formats (dates, numbers, emails) **External IDs:** Include an "External ID" column when: * Updating existing records * Creating relationships between records * Migrating from another system \[Screenshot: Prepared import file example] ### Field Mapping After uploading a file, Knowlix attempts to automatically map columns to fields. **Automatic mapping:** Knowlix matches column headers to field names. Review suggested mappings for accuracy. **Manual mapping:** If automatic mapping fails or needs adjustment: 1. Click the dropdown next to any unmapped column 2. Search for the correct field 3. Select the appropriate field **Show all fields:** Enable "Show fields of relation fields (advanced)" to see the complete field list, including related object fields. \[Screenshot: Field mapping interface] ### Testing Imports Always test before executing imports on real data. **To test an import:** Click **Test** after uploading and mapping. Knowlix validates: * Required fields have values * Data types match field types (numbers in number fields, dates in date fields) * Relationships can be resolved * No duplicate External IDs **Test results:** * **Green:** All records valid, ready to import * **Yellow/Red:** Issues detected. Review error messages and correct data. > **Testing Tip:** Test with a small subset (5-10 records) before importing thousands. \[Screenshot: Test results showing validation status] *** ## Advanced Import Concepts ### External IDs External IDs uniquely identify records across systems. They enable: * **Updates instead of duplicates:** Re-importing the same file updates records rather than creating duplicates * **Relationship creation:** Link imported records together * **Migration support:** Preserve record identity when moving from other systems **External ID format:** Use descriptive prefixes: `customer_1001`, `product_abc123`, `invoice_2024_001` **External ID in imports:** Include an "External ID" column in your import file. On subsequent imports, records with matching External IDs are updated. \[Screenshot: Import file with External ID column] ### Importing Relationships Many records relate to other records (contacts belong to companies, products belong to categories, etc.). **Three ways to reference related records:** **1. By name:** Use the record's name in the relationship field. * Example: For a contact's country, use "United States" * Pros: Human-readable, easy to prepare * Cons: Fails if multiple records share the same name **2. By Database ID:** Use Knowlix's internal numeric ID. * Example: `Country/Database ID: 233` * Pros: Always unique, never conflicts * Cons: Hard to determine without exporting first, not portable across environments **3. By External ID:** Use the record's External ID. * Example: `Country/External ID: base.us` * Pros: Portable, works for migrations, supports updates * Cons: Requires maintaining External IDs \[Screenshot: Relationship field options] ### Many-to-Many Relationships (Tags) For fields that accept multiple values (like tags), separate values with commas. **Example:** To assign both "VIP" and "Partner" tags to a customer, enter: `VIP,Partner` **Important:** No spaces after commas. ### One-to-Many Relationships (Line Items) To import records with sub-records (like sales orders with multiple line items): 1. **First line:** Include the main record fields and the first sub-record 2. **Additional lines:** Leave main record fields empty, include only sub-record fields **Example: Sales order with 3 products** | Order Number | Customer | Product | Quantity | | ------------ | -------- | -------- | -------- | | SO001 | ABC Corp | Widget A | 10 | | | | Widget B | 5 | | | | Widget C | 20 | The second and third rows have blank Order Number and Customer fields because they're additional lines for order SO001. \[Screenshot: One-to-many import example] *** ## Importing Images Import image files alongside data records. **Process:** 1. Add image filenames to the "Image" column in your data file * Example: `product_001.jpg`, `customer_logo.png` 2. Upload your data file 3. Click "Upload your files" under "Files to import" 4. Select all image files (must match filenames in data file) 5. Test and import Knowlix automatically matches images to records based on filename. **Image import tips:** * Image filenames in data file must exactly match uploaded file names * Supported formats: JPG, PNG, GIF * For large image batches, adjust batch size and delay settings (requires Developer Mode) \[Screenshot: Image import interface] *** ## Formatting Options ### CSV Formatting When importing CSV files, configure formatting settings: **Separator:** Character separating columns (typically comma `,` or semicolon `;`) **Delimiter:** Character surrounding text values (typically quotation mark `"`) **Encoding:** Character encoding (typically UTF-8) **Date format:** How dates are formatted in the file (use ISO 8601: YYYY-MM-DD recommended) Knowlix attempts to detect these automatically, but you can adjust if import preview looks incorrect. \[Screenshot: CSV formatting options] ### Number Formats Knowlix supports various number formats: **Supported:** * `32,000.00` (US format) * `32.000,00` (European format) * `32000` (no separators) * `$(32,000.00)` (parentheses indicate negative) * `€-32.000,00` (explicit negative) **Not supported:** * `ABC 32,000` (text prefix outside currency) * `32,000 units` (text suffix) **Currency symbols:** Place currency symbols inside parentheses for negative values: `($1,234.56)` *** ## Updating Existing Data Use imports to update existing records in bulk. ### Export for Update **To prepare an update:** 1. Export the records to update 2. Enable "I want to update data (import-compatible export)" 3. External IDs are automatically included 4. Make changes in the exported file 5. Re-import the file **What gets updated:** Only fields present in the import file are updated. Fields not included remain unchanged. > **Critical:** Do not modify or remove External ID values. They identify which records to update. \[Screenshot: Export for update option] ### Update vs. Create When importing: * Records with matching External IDs → Updated * Records without External IDs or with new External IDs → Created This allows mixed imports (some new records, some updates) in a single file. *** ## Troubleshooting ### Import Errors **"Required field missing"** Solution: Ensure all required fields have values for every record. **"Invalid data format"** Solution: Check that dates are in the correct format (YYYY-MM-DD), numbers contain no invalid characters. **"Relation not found"** Solution: Import related records first, or verify relationship identifiers (names, External IDs) are correct. **"Duplicate External ID"** Solution: Ensure each External ID appears only once across all records. ### Preview Not Displaying Correctly **Symptoms:** Columns not aligned, data appears in wrong columns **Solutions:** * Adjust CSV formatting options (separator, delimiter) * Verify file was saved with correct encoding (UTF-8) * Check for special characters in data that might interfere with parsing ### Large File Timeouts **Symptoms:** Import fails or times out with large files **Solutions:** * Split import into smaller batches (1000-2000 records per file) * Remove unnecessary columns to reduce file size * Import during off-peak hours when system load is lower *** ## Best Practices ### Before Importing **Backup first:** Export existing data before large imports. This creates a restore point if something goes wrong. **Test with small datasets:** Import 5-10 records first to verify mappings and data quality. **Clean data:** Remove duplicates, fix formatting issues, validate data completeness before importing. ### During Import **Use templates:** Start with Knowlix templates to ensure correct field names and formats. **Include External IDs:** Always include External ID columns for maintainability and future updates. **Verify mappings:** Review automatic field mappings. Don't assume they're always correct. ### After Importing **Verify results:** Check a sample of imported records to ensure data appears correctly. **Use filters:** Apply "Created On" or "Last Modified" filters to review recently imported records. **Document process:** Record field mappings and any transformations for future imports. *** ## Related Documentation * [Contacts](Contacts.md) - Import contact lists * [Reporting](Reporting.md) - Export data for reports * [Search and Filters](Search.md) - Filter records before export * [Property Fields](Property_fields.md) - Import custom field data *** ## Need Help? **Ask Your Knowlix:** * "Export all customers created this year" * "How do I import product data with categories?" * "Show me the import template for sales orders" * "Export invoices with payment status" * "Help me map import fields correctly" **Contact Support:** For assistance with complex imports, data migration projects, or troubleshooting import errors, contact Knowlix support through the Help menu. # HTML Editor Source: https://docs.knowlix.ai/essentials/html-editor Knowlix includes a powerful rich-text editor for creating formatted content throughout the system. Use it to compose internal notes, product descriptions, email templates, documentation, and more. The editor supports standard formatting (bold, italic, colors), structural elements (lists, tables, headings), media embedding (images, videos, files), and advanced features like AI-assisted writing. **Two ways to use the editor:** * **Toolbar:** Select text to reveal formatting options * **Slash commands:** Type `/` to access a command menu for inserting elements **💡 Pro Tip:** Ask Your Knowlix to draft content: *"Write a professional email template for welcoming new customers"* or *"Create a bulleted list of our product features"* *** ## Formatting Toolbar When you select text in the editor, a floating toolbar appears with formatting options. ### Text Styles **Style dropdown:** Transform text into different semantic styles: * **Header 1-6:** Section headings (largest to smallest) * **Paragraph:** Standard body text * **Code:** Monospace code formatting * **Quote:** Blockquote for quotations \[Screenshot: Style dropdown menu] ### Character Formatting **Basic formatting:** * **B** (Bold): Make text bold (Ctrl/Cmd + B) * **I** (Italic): Italicize text (Ctrl/Cmd + I) * **U** (Underline): Underline text (Ctrl/Cmd + U) * **S** (Strikethrough): Strike through text **Colors:** * **A** (Text color): Change font color * **Paintbrush** (Background color): Change highlight color **Color options:** * **Solid:** Choose from preset color palette * **Custom:** Use color wheel or enter hex/RGBA values * **Gradient:** Apply linear or radial gradients \[Screenshot: Color picker interface] ### Font Size Adjust text size using the font size control. Choose from preset sizes or enter a custom value. ### Lists * **Bullet list:** Create bulleted lists * **Numbered list:** Create numbered lists (1, 2, 3 or A, B, C) * **Checklist:** Create interactive checklists with checkboxes **Keyboard shortcuts:** * Type `* ` or `- ` to start a bulleted list * Type `1. ` or `1) ` to start a numbered list \[Screenshot: Different list types in editor] ### Links Insert hyperlinks to web pages, files, or other Knowlix records. **To add a link:** 1. Select text 2. Click the link icon 3. Enter the URL 4. Optionally add a title (tooltip text) 5. Click Apply ### Translation If your Knowlix installation has multiple languages enabled, the translation button appears. Click it to manage content translations across languages. ### AI Writing Assistance The AI assistant helps you improve or generate content. **Available AI actions:** * **Correct:** Fix grammar and spelling * **Shorten:** Make text more concise * **Lengthen:** Expand text with more detail * **Friendly:** Adjust tone to be warmer and personable * **Professional:** Adjust tone to be formal and business-appropriate * **Persuasive:** Make text more compelling **To use AI assistance:** 1. Select text (or leave blank for generation) 2. Click the AI icon 3. Choose an action 4. Review the suggestion 5. Accept or reject \[Screenshot: AI writing assistant panel] **💡 Agent Integration:** Knowlix Teammates uses the same AI capabilities. You can also simply tell Your Knowlix: *"Make this email more professional"* or *"Correct the grammar in this description"* *** ## Slash Commands (Powerbox) Type `/` anywhere in the editor to open the command menu. This provides quick access to insert various elements without using the toolbar. \[Screenshot: Slash command menu] ### Structure Commands | Command | Effect | | -------------- | --------------------------------------- | | /Separator | Insert horizontal dividing line | | /2 columns | Split content into 2 columns | | /3 columns | Split content into 3 columns | | /4 columns | Split content into 4 columns | | /Table | Insert a table (configure rows/columns) | | /Bulleted list | Start a bulleted list | | /Numbered list | Start a numbered list | | /Checklist | Start a checklist | | /Quote | Insert a blockquote | | /Code | Insert a code block | **Table management:** Hover over table columns or rows to reveal the menu for adding, deleting, or moving them. \[Screenshot: Table with hover menu] ### Banner Commands Insert colored notification banners to draw attention to important information. | Command | Effect | | --------------- | --------------------------------- | | /Banner Info | Blue informational banner | | /Banner Success | Green success/confirmation banner | | /Banner Warning | Yellow warning/caution banner | | /Banner Danger | Red error/critical banner | \[Screenshot: Different banner types] ### Heading Commands | Command | Effect | | ----------------- | ------------------------------- | | /Heading 1 | Large section heading | | /Heading 2 | Medium section heading | | /Heading 3 | Small section heading | | /Text | Standard paragraph text | | /Switch direction | Toggle text direction (LTR/RTL) | ### Media Commands | Command | Effect | | -------------- | -------------------------------- | | /Media | Insert image or icon | | /Clipboard | Add reusable content snippet | | /Upload a file | Add downloadable file attachment | ### Navigation Commands | Command | Effect | | ----------------- | ----------------------------------------- | | /Link | Insert hyperlink | | /Button | Insert clickable button | | /Table of Content | Generate table of contents from headings | | /Video Link | Embed video (YouTube, Vimeo, Dailymotion) | ### Widget Commands | Command | Effect | | -------- | --------------------------- | | /Emoji | Insert emoji (searchable) | | /3 Stars | Insert 3-star rating widget | | /5 Stars | Insert 5-star rating widget | ### AI Command | Command | Effect | | -------- | ---------------------------------- | | /ChatGPT | Generate or modify content with AI | *** ## Working with Images Images can be inserted via `/Media` command or by clicking the image icon in the tooltip. ### Adding Images **Three methods:** **1. Image Library:** Browse and select from previously uploaded images in your Knowlix library. **2. Upload:** Select an image file from your computer. **3. URL:** Paste a direct image URL to embed it. \[Screenshot: Image insertion dialog] ### Image Formatting Click any inserted image to reveal the image toolbar with these options: **Preview:** View full-size image, zoom, print, or download. **Shape:** * **Rounded:** Slightly rounded corners * **Circle:** Circular crop (best for profile images) **Effects:** * **Shadow:** Add drop shadow * **Border:** Add colored border * **Padding:** Add space around image (small/medium/large/extra-large) **Size:** * **Default:** Reset to original size * **100%:** Full width * **50%:** Half width * **25%:** Quarter width **Transform:** * **Resize:** Drag corners to resize manually * **Rotate:** Rotate the image * **Crop:** Manually crop or use preset aspect ratios (16:9, 4:3, 1:1, 2:3, flexible) **Replace:** Swap the current image with a different one without changing formatting. **Link:** Make the image clickable, linking to a URL or file. **Delete:** Remove the image from the document. \[Screenshot: Image toolbar with formatting options] **💡 Optimization:** Resize large images before uploading to improve page load times. Aim for web-optimized sizes (under 500KB for most uses). *** ## Working with Files Embed downloadable files directly in your content. ### Adding Files **To attach a file:** 1. Use `/Upload a file` command 2. Select file from your computer or provide URL 3. The file appears as a download box with file name and icon 4. Users can click to download **Supported file types:** Documents (PDF, DOC, XLS), images, archives (ZIP), media files, and more. \[Screenshot: File download box in content] ### File Management **Replacing files:** Click the file box and select a replacement file. **Removing files:** Click the file box and select delete. *** ## Embedding Videos Embed videos from popular platforms directly in your content. **Supported platforms:** * YouTube * Vimeo * Dailymotion * Youku **To embed a video:** 1. Copy the video URL from the platform 2. Use `/Video Link` command (or Link button) 3. Paste the URL 4. The video embeds as a player Videos display as embedded players that users can watch without leaving Knowlix. \[Screenshot: Embedded video player] *** ## Advanced Features ### Drag and Drop Reordering Hover over any element (paragraph, table, image, heading) to reveal a drag handle icon. Click and hold to drag elements to different positions in your content. \[Screenshot: Drag handle on content element] ### Table of Contents For long documents, automatically generate a table of contents based on your heading structure. **To add a TOC:** 1. Use `/Table of Content` command 2. A TOC is generated with links to all headings 3. As you add or modify headings, the TOC updates automatically ### Reusable Snippets (Clipboard) Save frequently used content blocks as clipboard items for reuse across different documents. **To save a snippet:** 1. Use `/Clipboard` command 2. Create your reusable content 3. The snippet is saved for use in other documents **Use cases:** * Email signatures * Legal disclaimers * Product descriptions * Contact information blocks *** ## Keyboard Shortcuts Speed up your editing with keyboard shortcuts: | Action | Windows/Linux | macOS | | ----------- | ------------- | ------- | | Bold | Ctrl + B | Cmd + B | | Italic | Ctrl + I | Cmd + I | | Underline | Ctrl + U | Cmd + U | | Insert link | Ctrl + K | Cmd + K | | Undo | Ctrl + Z | Cmd + Z | | Redo | Ctrl + Y | Cmd + Y | | Copy | Ctrl + C | Cmd + C | | Paste | Ctrl + V | Cmd + V | | Select all | Ctrl + A | Cmd + A | *** ## Best Practices ### Keep It Readable Use headings, lists, and spacing to break up long blocks of text. Walls of text are hard to read and understand. ### Consistent Formatting Maintain consistent styles throughout your document. Don't mix heading levels arbitrarily or use different colors for the same purpose. ### Optimize Images Compress images before uploading. Large images slow down page loading and use unnecessary storage. ### Use Semantic Elements Use proper elements for their intended purpose. Headings for headings, lists for lists, not just for visual appearance. This improves accessibility and structure. ### Test Links After adding links, test them to ensure they point to the correct destination. ### Leverage AI Thoughtfully AI assistance is powerful but not perfect. Always review AI-generated content for accuracy and appropriateness. *** ## Related Documentation * [Email Templates](../09_Productivity_Tools/Email_Templates.md) - Create formatted email templates * [Knowledge Base](../09_Productivity_Tools/Knowledge.md) - Build documentation with the rich-text editor * [Product Descriptions](../03_Sales_Management/Products.md) - Write compelling product descriptions *** ## Need Help? **Ask Your Knowlix:** * "Format this text as a bulleted list" * "Insert a table with 4 columns and 3 rows" * "Add a professional email signature to this content" * "Make this description more persuasive" * "Embed a video from \[URL]" **Contact Support:** For issues with the rich-text editor, media uploads, or formatting problems, contact Knowlix support through the Help menu. # In App Purchase Source: https://docs.knowlix.ai/essentials/in-app-purchase Knowlix offers optional premium services that extend the platform's capabilities beyond core features. These services are designed to solve specific business needs, from sending SMS messages to automating document processing with AI. Premium services operate on a credit-based system. Each service uses credits when activated, ensuring you only pay for what you use. Credits are purchased in advance and consumed as you utilize the services. **💡 Pro Tip:** Ask Your Knowlix about available services: *"What premium services does Knowlix offer?"* or *"How many SMS credits do I have left?"* > **Note:** Many Knowlix subscriptions include trial credits for premium services, allowing you to test features before committing to larger credit purchases. *** ## Available Premium Services Knowlix provides several premium services, each designed for specific use cases. Below are some of the most commonly used services. ### Communication Services **SMS Messaging** Send text messages directly from Knowlix to customers, leads, or team members. Perfect for appointment reminders, order confirmations, or urgent notifications. **Use cases:** * Appointment reminders * Delivery notifications * Two-factor authentication * Marketing campaigns **Email Enhancement** Advanced email deliverability features, tracking, and analytics for better communication outcomes. \[Screenshot: SMS service in action from contact record] ### Document Automation **Document Digitization** Transform scanned documents and PDFs into structured data using OCR (Optical Character Recognition) and AI. Automatically extract key information from invoices, receipts, and contracts. **Use cases:** * Invoice processing automation * Expense report digitization * Contract data extraction * Resume parsing for recruitment **Electronic Signatures** Collect legally binding signatures on documents without printing, scanning, or mailing. Track signature status and receive notifications when documents are signed. \[Screenshot: Document digitization interface] ### Data Enrichment **Contact Enrichment** Automatically populate contact records with publicly available business information, including company size, industry, social media profiles, and key personnel. **Use cases:** * Enriching lead data for better qualification * Completing customer profiles * Research automation * Data quality improvement **Lead Generation** Identify and generate new leads based on specific criteria. Convert website visitors into qualified opportunities automatically. \[Screenshot: Contact enrichment in progress] ### Integration Services **Third-Party Connectors** Pre-built integrations with popular external platforms and services, enabling data synchronization and workflow automation across tools. **Available connectors vary by subscription and region.** Check your Knowlix Marketplace for currently available services. **💡 Discover Services:** Navigate to **System Settings → Premium Services** to browse the full catalog of available services for your account. *** ## Using Premium Services Premium services are designed for seamless integration with Knowlix. No complex setup or configuration is required for most services. ### Activating a Service Services activate automatically when you first use them. For example, clicking the SMS icon in a contact record triggers the SMS service. **General activation flow:** 1. Navigate to where the service is available (e.g., a contact record for SMS) 2. Click the service button or icon 3. Complete the action (write your message, upload your document, etc.) 4. Confirm the action 5. Credits are automatically deducted from your balance > **First Use:** When using a service for the first time, Knowlix may prompt you to review pricing and credit requirements before proceeding. ### Example: Sending an SMS **Step-by-step:** 1. Open the **Contacts** module 2. Select a contact with a phone number 3. Click the **SMS icon** next to the phone number field 4. A message composer appears 5. Write your message in the text field 6. Click **Send SMS** 7. The message is sent and logged in the contact's activity feed 8. Credits are deducted automatically \[Screenshot: SMS composer window] **💡 Agent Shortcut:** *"Send an SMS to John: Meeting confirmed for tomorrow at 10am"* ### Monitoring Credit Usage Each time you use a premium service, the appropriate number of credits is deducted from your account balance. You can monitor your balance in real-time. **To check your credit balance:** 1. Navigate to **System Settings** 2. Scroll to the **Premium Services** section 3. Click **View My Services** 4. See current balances for all active services If your credit balance is insufficient for an action, Knowlix will prompt you to purchase more before proceeding. \[Screenshot: Services dashboard showing credit balances] *** ## Credit System ### How Credits Work Each premium service has its own credit pool. Credits are service-specific and cannot be transferred between services (e.g., SMS credits cannot be used for document digitization). **Credit consumption varies by:** * **Service type:** Different services use different amounts of credits per action * **Action complexity:** More complex operations consume more credits * **Geographic factors:** For SMS, destination country affects credit cost * **Document size:** For digitization, page count or document size may affect cost ### Credit Packs Credits are sold in pre-defined packs, typically ranging from small starter packs to large enterprise volumes. **Typical pack structure:** | Pack Size | Credits | Best For | | ------------ | -------- | ---------------------------- | | Starter | 10-50 | Testing and occasional use | | Standard | 100-250 | Regular monthly usage | | Professional | 500-1000 | High-volume users | | Enterprise | 2000+ | Organization-wide deployment | **Pricing:** Larger packs typically offer better per-credit pricing. Check the Knowlix Marketplace for current pricing on each service. > **Note:** Credits do not expire. Unused credits remain available indefinitely for future use. **💡 Cost Optimization:** Purchase larger packs if you use services regularly. The per-credit savings can add up significantly over time. *** ## Purchasing Credits ### Automatic Purchase Prompts When you attempt to use a service without sufficient credits, Knowlix automatically prompts you to purchase more. You can complete the purchase without leaving your workflow. **Purchase flow:** 1. Action requires credits you don't have 2. Purchase prompt appears 3. Select desired credit pack 4. Complete payment 5. Credits are added immediately 6. Return to your original task \[Screenshot: Low credit purchase prompt] ### Manual Credit Purchase You can proactively purchase credits before you need them to avoid interruptions during important tasks. **To manually purchase credits:** 1. Go to **System Settings** 2. Navigate to **Premium Services** 3. Click **View My Services** 4. Select the service you want to add credits to 5. Click **Buy Credits** 6. Choose your desired pack 7. Complete the checkout process Credits are available for use immediately after purchase confirmation. \[Screenshot: Manual credit purchase interface] **💡 Bulk Purchasing:** If multiple users in your organization use premium services, consider consolidating purchases to take advantage of volume pricing. *** ## Credit Alerts and Notifications Avoid running out of credits unexpectedly by configuring low-balance alerts. ### Setting Up Alerts **To configure credit alerts:** 1. Navigate to **System Settings → Premium Services** 2. Click **View My Services** 3. Select the service you want to monitor 4. Set the **Email Alert Threshold** (e.g., alert when credits fall below 50) 5. Choose **Email Alert Recipients** (who should be notified) 6. Save your settings When your credit balance drops below the threshold, Knowlix sends an email notification to the specified recipients. **Alert best practices:** * **Set thresholds high enough** to allow time for purchasing before running out * **Include multiple recipients** (the service user and a backup, like a manager or admin) * **Adjust thresholds seasonally** if usage patterns vary (e.g., higher SMS usage during campaigns) \[Screenshot: Alert configuration page] **💡 Proactive Management:** Set alerts at 25% remaining capacity. This gives you plenty of time to purchase more credits without rushing. *** ## Service-Specific Information ### SMS Service **Credit consumption:** SMS credits are consumed based on message length and destination country. A single SMS credit may cover: * Short messages (70-160 characters) to local numbers * Partial coverage for longer messages (split into multiple SMS parts) * Variable rates for international destinations **International SMS:** Different countries have different SMS rates. Check the pricing details in the Knowlix Marketplace for specific destination costs. ### Document Digitization Service **Credit consumption:** Credits are typically consumed per page processed. Factors affecting cost: * Document resolution and quality * Number of pages * Complexity of extraction (simple invoices vs. complex contracts) **Processing time:** Most documents are processed within seconds, but complex multi-page documents may take longer. ### Contact Enrichment Service **Credit consumption:** One credit is typically consumed per contact enriched, regardless of how much data is found. **Data sources:** Enrichment pulls from publicly available databases and company websites. Data availability varies by region and company size. *** ## Account Management ### Multi-User Access Premium service credits are shared across your Knowlix workspace. All authorized users draw from the same credit pool. **Managing access:** System administrators can control which users have permission to use credit-based services through role permissions. **Usage tracking:** View detailed logs of which users consumed credits and when through the service dashboard. ### Billing and Invoices All credit purchases generate invoices automatically. These are available in your account for download and record-keeping. **To access invoices:** 1. Go to **System Settings → Premium Services** 2. Click **Billing History** 3. View and download past invoices **💡 Accounting Integration:** Premium service expenses can be categorized and tracked in your Knowlix Accounting module for streamlined expense management. *** ## Troubleshooting ### Service Not Available **Possible reasons:** * Service not enabled for your subscription tier * Geographic restrictions (some services are region-specific) * Account permissions don't include service access **Solution:** Contact your Knowlix administrator or support team to verify service availability. ### Credits Deducted But Action Failed **If a service action fails after credits are deducted:** * Check your internet connection * Verify input data is correct (e.g., valid phone numbers for SMS) * Review service status page for outages **Credit refunds:** Failed actions typically result in automatic credit refunds within 24 hours. If credits aren't refunded, contact support. ### Low Credit Balance **Best practices:** * Set up email alerts as described above * Purchase credits in larger packs for better value * Monitor usage trends to anticipate future needs *** ## Best Practices ### Plan Your Usage Track your monthly consumption for each service to understand your needs. This helps you purchase appropriately sized credit packs. ### Leverage Trial Credits If your subscription includes trial credits, use them to test services before committing to large purchases. ### Consolidate Purchases Coordinate with team members to purchase credits in bulk rather than multiple small purchases. This often provides better pricing. ### Monitor Quality Review the output quality of automated services (like document digitization). If accuracy is low, check your input quality or consider manual processing for complex documents. ### Train Your Team Ensure users understand credit consumption to avoid wasteful actions. For example, teach SMS users to craft concise messages to minimize credit use. *** ## Related Documentation * [SMS Messaging](../07_Marketing_Automation/SMS_Marketing.md) - Detailed SMS feature guide * [Document Management](../09_Productivity_Tools/Documents.md) - Working with digitized documents * [Contact Management](Contacts.md) - Using enriched contact data * [System Administration](../10_System_Administration/User_Permissions.md) - Managing service access *** ## Need Help? **Ask Your Knowlix:** * "How many SMS credits do I have?" * "Buy 500 SMS credits" * "Show me my premium services usage this month" * "Set up a low credit alert for document digitization" * "What premium services are available?" **Contact Support:** For questions about pricing, billing issues, service availability, or technical problems with premium services, contact Knowlix support through the Help menu. # Keyboard Shortcuts Source: https://docs.knowlix.ai/essentials/keyboard-shortcuts Knowlix supports a comprehensive set of keyboard shortcuts to help you navigate the system efficiently, execute actions quickly, and manage your work without reaching for the mouse. Mastering these shortcuts can significantly improve your productivity, especially when working with repetitive tasks or managing large volumes of data. **💡 Pro Tip:** Hold **Ctrl** (Windows/Linux) or **Command** (macOS) to display keyboard shortcuts for interactive elements on the current page. > **Note:** Keyboard shortcut availability may vary depending on your browser, installed extensions, or system configuration. If a shortcut doesn't work as expected, check for conflicts with browser or system-level shortcuts. **💡 Ask Your Knowlix:** *"What keyboard shortcuts can I use in the CRM module?"* or *"Show me productivity shortcuts"* *** ## Common Shortcuts The following shortcuts work throughout Knowlix and are consistent across all modules. They're organized by operating system since some key combinations differ between platforms. ### Navigation and Views | Action | Windows / Linux | macOS | | ------------------------- | --------------- | -------------- | | Go to previous breadcrumb | **Alt + B** | **Ctrl + B** | | Return to Knowlix home | **Alt + H** | **Ctrl + H** | | Navigate to next page | **Alt + N** | **Ctrl + N** | | Navigate to previous page | **Alt + P** | **Ctrl + P** | | Open global search | **Alt + Q** | **Ctrl + Q** | | Switch between menus | **Alt + 1-9** | **Ctrl + 1-9** | **Usage tip:** Menu switching (Alt/Ctrl + 1-9) corresponds to the order of items in your main navigation bar. The first menu is 1, second is 2, and so on. \[Screenshot: Knowlix interface showing numbered menus] ### Record Management | Action | Windows / Linux | macOS | | ----------------------- | --------------- | ------------ | | Create new record | **Alt + C** | **Ctrl + C** | | Save current changes | **Alt + S** | **Ctrl + S** | | Discard unsaved changes | **Alt + J** | **Ctrl + J** | **Best practice:** Get in the habit of using **Alt/Ctrl + S** to save frequently. While Knowlix auto-saves in many contexts, explicit saving ensures your changes are committed immediately. \[Screenshot: Record form with save/discard options] ### Task Management | Action | Windows / Linux | macOS | | ----------------- | ------------------- | -------------------- | | Create a new task | **Alt + Shift + T** | **Ctrl + Shift + T** | This shortcut quickly opens the task creation dialog from anywhere in Knowlix, allowing you to capture action items without interrupting your current workflow. **💡 Agent Alternative:** Instead of using shortcuts, you can also tell Your Knowlix: *"Create a task to follow up with John"* *** ## Command Palette The command palette is a powerful universal search tool that lets you quickly access any part of Knowlix without navigating through menus. ### Opening the Command Palette | Windows / Linux | macOS | | --------------- | --------------- | | **Ctrl + K** | **Command + K** | \[Screenshot: Command palette open with search bar] ### Search Modes Once the command palette is open, use these prefixes to filter your search: | Prefix | Search Target | Example | | ------ | -------------------------------- | --------------------------------- | | **/** | Menus, applications, and modules | `/crm` finds CRM module | | **@** | Users and team members | `@john` finds John Smith | | **#** | Communication channels | `#sales` finds sales channel | | **?** | Help articles and documentation | `?activities` finds activity help | **How to use:** 1. Press **Ctrl/Command + K** to open the palette 2. Type a prefix (/, @, #, or ?) followed by your search term 3. Use **arrow keys** to navigate results 4. Press **Enter** to open the selected item in the current tab 5. Press **Ctrl/Command + Enter** to open in a new tab **Example workflow:** * Type `/sales` to quickly open the Sales module * Type `@sarah` to view Sarah's user profile * Type `#support` to jump to the support team channel \[Screenshot: Command palette showing search results with prefixes] **💡 Your Knowlix Tip:** Ask: *"Open the CRM module"* or *"Find Sarah's contact information"* for voice-activated navigation. *** ## Module-Specific Shortcuts Some Knowlix modules provide additional shortcuts tailored to their specific workflows. These shortcuts appear when you're working within that module. **To discover module shortcuts:** * Hold **Ctrl** (or **Command** on macOS) while in the module * A tooltip overlay will display available shortcuts for visible elements * Release the key to dismiss the overlay **Common module-specific shortcuts:** ### CRM * Quick create lead * Move to next stage * Schedule activity ### Projects * Create task * Move task between stages * Open task detail view ### Accounting * Create invoice * Post entry * Reconcile transactions > **Note:** Module-specific shortcuts are documented within each module's help documentation. Refer to the individual module guides for complete shortcut lists. \[Screenshot: Module with Ctrl held showing shortcut overlay] *** ## Customizing Shortcuts While Knowlix provides default keyboard shortcuts, system administrators can customize them to match your organization's preferences or accommodate users with conflicting browser extensions. **To customize shortcuts:** 1. Navigate to **System Settings** 2. Go to **User Interface → Keyboard Shortcuts** 3. Select the shortcut to modify 4. Enter the new key combination 5. Click **Save** > **Important:** Avoid using shortcuts that conflict with browser or operating system defaults (like Ctrl+W to close tabs or Ctrl+T to open new tabs). **💡 Admin Tip:** Survey your team to identify the most-used actions and prioritize easy-to-remember shortcuts for those operations. *** ## Best Practices ### Start with Navigation Shortcuts Begin by memorizing navigation shortcuts (Alt/Ctrl + H for home, Alt/Ctrl + Q for search). These provide the most immediate productivity gains. ### Use the Command Palette The command palette (**Ctrl/Command + K**) is your Swiss Army knife. Learning to use it effectively can replace dozens of individual shortcuts. ### Learn Module Shortcuts Gradually Don't try to memorize every shortcut at once. Focus on the module you use most frequently and learn those shortcuts first. ### Create Muscle Memory Use shortcuts consistently, even when they feel slower than clicking initially. Muscle memory develops over time and eventually makes you faster. ### Teach Shortcuts to Your Team Share useful shortcuts with colleagues during team meetings or via internal documentation. Collective adoption increases overall team productivity. *** ## Troubleshooting ### Shortcut Not Working **Check browser conflicts:** Some browsers reserve certain key combinations. Check your browser's shortcut settings to identify conflicts. **Check extension interference:** Browser extensions can intercept keyboard shortcuts. Try disabling extensions temporarily to diagnose the issue. **Verify operating system shortcuts:** Operating systems reserve certain combinations (like Alt+Tab on Windows). These cannot be overridden by Knowlix. ### Different Behavior Than Expected **Check your current context:** Some shortcuts behave differently depending on where you are in Knowlix. For example, "create new" might create different record types depending on the active module. **Verify keyboard layout:** Non-English keyboard layouts may have different key positions for special characters or modifiers. *** ## Related Documentation * [Search](Search.md) - Learn about Knowlix's search capabilities * [Command Bar](../09_Productivity_Tools/Command_Bar.md) - Advanced command palette features * [User Interface Customization](../10_System_Administration/UI_Customization.md) - Customize your Knowlix experience *** ## Quick Reference Card **Essential Shortcuts (Any OS)** ``` Navigation: Alt/Ctrl + H → Home Alt/Ctrl + Q → Search Ctrl/Cmd + K → Command Palette Record Actions: Alt/Ctrl + C → Create New Alt/Ctrl + S → Save Alt/Ctrl + J → Discard Task Management: Alt/Ctrl + Shift + T → New Task ``` **💡 Printable Cheat Sheet:** Ask Your Knowlix: *"Give me a printable keyboard shortcut reference"* to generate a PDF cheat sheet for your team. *** ## Need Help? **Ask Your Knowlix:** * "What are the most useful keyboard shortcuts?" * "How do I customize shortcuts in Knowlix?" * "What's the shortcut to create a new record?" * "Show me CRM keyboard shortcuts" **Contact Support:** If you're experiencing issues with keyboard shortcuts or need help customizing them for your organization, contact Knowlix support through the Help menu. # Property Fields Source: https://docs.knowlix.ai/essentials/property-fields Property fields (also called custom properties) allow you to extend Knowlix forms with additional fields tailored to your specific business needs. Unlike standard system fields, properties are flexible and can be added without technical development or database modifications. Properties enable you to capture unique data points relevant to your workflows, making Knowlix adapt to your processes rather than forcing your processes to adapt to the software. **Key characteristics:** * **No coding required:** Add fields through a point-and-click interface * **Contextual:** Properties can be specific to certain teams, projects, or categories * **Flexible:** Support multiple data types (text, numbers, dates, selections, etc.) * **Dynamic:** Can be added, modified, or removed without affecting system stability **💡 Pro Tip:** Ask Your Knowlix to create custom fields: *"Add a 'Priority Level' selection field to my CRM leads"* *** ## Property Fields vs. Regular Fields While property fields behave similarly to regular system fields, they work differently behind the scenes. **Regular system fields:** * Built into Knowlix's database structure * Global across all instances of a record type * Require development work to add or modify * Stored as dedicated database columns **Property fields:** * Flexible custom fields you can add yourself * Scoped to specific contexts (e.g., one project but not others) * Can be created/modified through the interface * Stored differently in the database for flexibility **Example scenario:** Imagine you're managing tasks in two different projects: * **Project A** needs a "Budget Code" field on tasks * **Project B** doesn't need this field With property fields, you can add "Budget Code" to Project A's tasks without it appearing in Project B. This contextual flexibility is property fields' key advantage. **💡 Technical Note:** Properties act as pseudo-fields. They appear and function like regular fields but are stored differently to enable their flexibility. *** ## Adding Property Fields Adding property fields is straightforward and can be done by any user with appropriate permissions. ### Creating Your First Property **Step-by-step:** 1. Open any record form (task, lead, contact, etc.) 2. Click the **Actions** menu (gear icon) 3. Select **Add Properties** 4. A property configuration panel appears \[Screenshot: Actions menu with Add Properties option highlighted] ### Configuring a Property When adding a property, you'll specify three main elements: **Label:** The display name for your field (e.g., "Project Budget," "Customer Type," "Due Date") **Field Type:** The type of data this field will store (see detailed types below) **Configuration:** Type-specific options like default values, selection options, or related models \[Screenshot: Property configuration panel] **After configuration:** Click outside the configuration panel to save the property. It immediately appears on the form. **💡 Agent Alternative:** *"Create a custom field called 'Project Phase' with options: Planning, Execution, Review, Complete"* *** ## Field Types Knowlix supports multiple property field types, each suited to different data needs. ### Text Field **Purpose:** Short, single-line text entries **Configuration options:** * Default Value: Pre-populate with standard text **Use cases:** * Product codes * Reference numbers * Short notes or identifiers **Example:** "Order Reference" field on sales orders *** ### Checkbox Field **Purpose:** Yes/no or true/false values **Configuration options:** * Default State: Checked or unchecked by default **Use cases:** * Feature flags (e.g., "Rush Order") * Compliance checkboxes * Binary status indicators **Example:** "Requires Manager Approval" on expense reports *** ### Integer Field **Purpose:** Whole numbers (positive, negative, or zero) **Configuration options:** * Default Value: Starting number **Use cases:** * Quantities * Counts * Sequence numbers **Example:** "Team Size" on project records *** ### Decimal Field **Purpose:** Numbers with decimal points **Configuration options:** * Default Value: Starting number **Use cases:** * Percentages * Measurements * Calculated values **Example:** "Discount Percentage" on quotes *** ### Date Field **Purpose:** Calendar date selection **Configuration options:** * Default Value: Pre-selected date **Use cases:** * Milestones * Expiration dates * Target dates **Example:** "Expected Delivery Date" on orders *** ### Date & Time Field **Purpose:** Calendar date plus specific time **Configuration options:** * Default Value: Pre-selected date and time **Use cases:** * Scheduled events * Timestamp requirements * Time-sensitive deadlines **Example:** "Presentation Time" on opportunity records *** ### Selection Field **Purpose:** Choose one option from a predefined list **Configuration options:** * **Add options:** Click "Add a Value" and enter option names * **Set default:** Click the default button next to an option * **Reorder:** Drag and drop options using the handle icon * **Remove:** Click the remove button next to an option **Use cases:** * Status categories * Priority levels * Classification types **Example:** "Lead Source" with options like Website, Referral, Trade Show, Cold Call \[Screenshot: Selection field configuration with multiple options] *** ### Tags Field **Purpose:** Select multiple values displayed as colored tags **Configuration options:** * Enter tag names and press Enter * Click tags to change their display color **Use cases:** * Multi-category classification * Skill sets * Feature labels **Example:** "Technologies Used" on project tasks (Python, JavaScript, Docker, etc.) \[Screenshot: Tags field with colored tags] *** ### Many2one Field **Purpose:** Link to a single record from another module **Configuration options:** * **Model name:** Which record type to link to * **Domain filter:** Restrict which records can be selected * **Default value:** Pre-selected record **Use cases:** * Linking to users, contacts, products, or other records * Creating relationships between data **Example:** "Project Manager" field linking to User records *** ### Many2many Field **Purpose:** Link to multiple records from another module **Configuration options:** * **Model name:** Which record type to link to * **Domain filter:** Restrict which records can be selected * **Default values:** Pre-selected records **Use cases:** * Multiple category assignments * Team member selection * Multi-item associations **Example:** "Related Products" field linking to Product records *** ### Separator **Purpose:** Visual grouping element that creates a collapsible section **Configuration options:** * Label becomes the section header **Use cases:** * Organizing many properties into logical groups * Improving form readability * Creating expandable/collapsible sections **Example:** "Compliance Information" separator to group regulatory fields \[Screenshot: Form with separator organizing related fields] *** ## Managing Properties ### Editing Properties Once a property exists, you can modify it at any time. **To edit a property:** 1. Enter **Add Properties** mode (Actions menu → Add Properties) 2. Hover over the property you want to edit 3. Click the **pencil icon** 4. Make your changes in the configuration panel 5. Click outside to save **Reordering properties:** Use the drag handle icon to move properties up or down in the form layout. **Adjusting position:** When editing a property, use the up/down chevron buttons in the configuration panel to change its order. \[Screenshot: Property editing interface with drag handles] ### Deleting Properties **To delete a property:** 1. Enter **Add Properties** mode 2. Hover over the property 3. Click **Delete** 4. Confirm deletion > **Warning:** Deleting a property is permanent and removes all data stored in that field for all records. This action cannot be undone. **💡 Archive Instead:** If you're unsure about deletion, consider using a separator to hide properties in a collapsed section instead of deleting them. ### Display Options **Show in card views:** Enable the **Display in Cards** option for properties you want visible in Kanban, List, or Calendar view cards. This makes important property data visible without opening full records. **Adding multiple properties:** While in Add Properties mode, click **Add a Property** at the bottom of the form to create additional fields without exiting the configuration interface. *** ## Property Context and Scope Properties are contextual, meaning they're tied to specific "parents" in your system. Understanding this helps you structure custom fields effectively. ### How Property Context Works When you add a property to a record, it becomes available to all sibling records sharing the same parent context. **Example: Project Tasks** * You add a "Sprint Number" property to a task in Project Alpha * All other tasks in Project Alpha automatically have the "Sprint Number" field * Tasks in Project Beta do NOT have this field unless you add it there separately This contextual behavior allows different teams or projects to customize their forms independently without affecting others. ### Common Parent Contexts by Module Different Knowlix modules use different parent contexts for properties: | Module | Record Type | Parent Context | | ---------- | ------------------- | --------------------- | | CRM | Leads/Opportunities | Sales Team | | Projects | Tasks | Project | | Helpdesk | Tickets | Helpdesk Team | | HR | Employees | Company or Department | | Inventory | Products | Product Category | | Sales | Products | Product Category | | Accounting | Journal Entries | Journal | | Events | Registrations | Event | **Understanding your context:** Before adding properties, think about the scope. Ask yourself: * Should this field appear on ALL records of this type? * Or just records within a specific team/project/category? If the former, you might need system-wide custom fields (requires admin). If the latter, properties are perfect. *** ## Best Practices ### Plan Before Adding Don't add properties impulsively. Plan which data you need to capture and why. Every additional field adds complexity to your forms. ### Use Descriptive Labels Make property labels clear and specific. "Status" is vague; "QA Review Status" is clear. ### Leverage Selection Fields For fields with predefined options, always use Selection or Tags fields rather than free-text. This ensures data consistency and enables better reporting. ### Group Related Properties Use separators to organize related properties. This makes long forms more manageable and improves user experience. ### Set Sensible Defaults Configure default values for properties where appropriate. This reduces data entry time and ensures important fields aren't left blank. ### Review and Clean Up Periodically review your custom properties. Remove unused fields to keep forms clean and focused. ### Document Property Definitions Especially for selection fields, document what each option means. This ensures consistent data entry across your team. *** ## Use Cases by Industry ### Professional Services **Project tasks:** * "Billable" (checkbox) * "Hourly Rate" (decimal) * "Client Approval Required" (checkbox) ### Manufacturing **Product records:** * "Lead Time (days)" (integer) * "Certification Status" (selection) * "Supplier" (many2one) ### Real Estate **Property listings:** * "Property Type" (selection) * "Square Footage" (integer) * "Amenities" (tags) ### Healthcare **Patient records:** * "Insurance Provider" (many2one) * "Allergies" (tags) * "Last Visit Date" (date) *** ## Troubleshooting ### Property Not Appearing **Check your context:** Properties are parent-specific. Ensure you're viewing a record that shares the parent where the property was created. **Verify permissions:** Some property visibility may be restricted based on user roles. ### Can't Edit Property **In use by other users:** If someone else is currently editing properties, wait for them to finish. **Permission restrictions:** Verify you have the necessary user rights to modify properties. ### Data Lost After Deletion Property deletion is permanent. There is no undo function. If you accidentally delete a property, you'll need to recreate it and re-enter the data. **Prevention:** Back up critical data before making significant property changes. *** ## Related Documentation * [Form Views](../09_Productivity_Tools/Form_Customization.md) - Customize record forms * [Filters and Search](Search.md) - Search using custom property values * [Reporting](Reporting.md) - Include custom properties in reports * [User Permissions](../10_System_Administration/User_Permissions.md) - Control property access *** ## Need Help? **Ask Your Knowlix:** * "Add a 'Priority' selection field with High, Medium, Low options" * "Create a checkbox field called 'Requires Manager Review'" * "Show me all custom properties on this project" * "Delete the 'Budget Code' property" **Contact Support:** For questions about property field limitations, advanced configurations, or technical issues, contact Knowlix support through the Help menu. # Reporting Source: https://docs.knowlix.ai/essentials/reporting Knowlix provides powerful reporting and analytics capabilities across all modules, enabling you to transform raw data into actionable insights. Most modules include a dedicated Reporting section where you can analyze trends, identify patterns, and make data-driven decisions. Reports in Knowlix are interactive and customizable. You can filter data, choose what metrics to measure, adjust how information is grouped, and select the visualization that best communicates your findings. **💡 Pro Tip:** Ask Your Knowlix to generate reports for you. Try: *"Show me this month's sales by product category"* or *"Create a report of overdue invoices"* *** ## Report Visualization Options Knowlix offers multiple ways to visualize your data. The available views depend on the type of report you're accessing, but two core reporting views are available system-wide: **Graph View** and **Pivot View**. ### Graph View Graph view transforms your data into visual charts, making it easy to spot trends, patterns, and outliers at a glance. This view is ideal for presentations, dashboards, and quick analysis. **Accessing graph view:** Navigate to any module's Reporting section and click the **graph view** icon in the top-right corner of the screen. **When to use graph view:** * Presenting data to stakeholders * Identifying trends over time * Comparing categories visually * Creating dashboard widgets \[Screenshot: Graph view interface with chart options] ### Pivot View Pivot view provides a spreadsheet-like interface for drilling down into your data. It allows you to aggregate metrics, group data by multiple dimensions, and perform detailed analysis. **Accessing pivot view:** Navigate to any module's Reporting section and click the **pivot view** icon in the top-right corner. **When to use pivot view:** * Performing detailed data analysis * Exploring data from multiple angles * Exporting data for further processing * Creating complex custom reports \[Screenshot: Pivot view interface with grouping options] **💡 Your Knowlix:** Ask: *"Switch to pivot view for the current report"* or *"Show me a graph of quarterly revenue"* *** ## Defining What to Measure Before analyzing data, you need to specify what you want to measure and how you want to group it. ### Selecting Measures A measure is the numerical value you're tracking or calculating. By default, Knowlix selects a relevant measure for each report, but you can customize this. **To change measures:** 1. Click the **Measures** button in the report toolbar 2. Select one or more measures from the dropdown (pivot view supports multiple measures simultaneously) 3. The report updates automatically **Available measure types:** * **Numeric fields:** Any integer, decimal, or monetary field in the data (e.g., revenue, quantity, cost) * **Count:** The total number of records matching your filters * **Calculated fields:** Derived metrics like profit margin, average deal size, etc. (availability depends on the module) > **Note:** Only numeric fields can be measured. Text, date, and boolean fields can be used for grouping but not as measures. **Example measures by module:** | Module | Common Measures | | ---------- | -------------------------------------------- | | CRM | Revenue, Deal Count, Win Rate | | Projects | Hours Logged, Task Count, Budget Used | | Accounting | Total Amount, Tax Amount, Payment Count | | Inventory | Quantity on Hand, Stock Value, Product Count | \[Screenshot: Measures dropdown menu] ### Grouping Data Grouping organizes your measures by specific dimensions, allowing you to break down totals and compare segments. **To add grouping:** 1. Click the **Group By** button in the report toolbar 2. Select a field to group by (e.g., Salesperson, Product Category, Date) 3. For date fields, choose the time period (Day, Week, Month, Quarter, Year) **Default grouping:** Most reports default to **Date → Month** grouping, which shows how your measure evolves over time on a monthly basis. **Multi-level grouping:** You can add multiple grouping levels to create hierarchical breakdowns. For example: * Group by Product Category, then by Product * Group by Sales Team, then by Salesperson * Group by Month, then by Week **Time comparisons:** When filtering to a single time period, Knowlix offers the option to compare against another period (e.g., this month vs. last month, this quarter vs. same quarter last year). \[Screenshot: Group By options with hierarchical grouping] **💡 Agent Workflow:** *"Show me sales grouped by region and product category"* or *"Compare this month's revenue to last month"* *** ## Working with Pivot View Pivot view excels at multi-dimensional analysis. Its spreadsheet-like interface lets you explore data from different angles by adding and removing groups dynamically. ### Adding Groups **Quick grouping:** Use the **Group By** button (described above) to add a group at the row level. **Interactive grouping:** Click the **+ (plus)** button next to any header (rows or columns) to add a subgroup. A menu of available grouping fields appears. Select one to create the grouping. **Removing groups:** Click the **- (minus)** button next to any grouped header to remove that grouping level. ### Row and Column Groups Groups can be added to both rows (vertical) and columns (horizontal), creating a true two-dimensional pivot analysis. **Example pivot structure:** ``` Sales Team A Sales Team B Sales Team C Product Category 1 $50,000 $30,000 $20,000 Product Category 2 $40,000 $25,000 $15,000 Product Category 3 $30,000 $20,000 $10,000 ``` In this example: * **Rows:** Grouped by Product Category * **Columns:** Grouped by Sales Team * **Measure:** Revenue ### Pivot View Controls **Flip axis (⇄):** Switch row and column groups instantly. This changes your perspective without rebuilding the report. **Sort:** Click any measure column header to sort values in ascending (⏶) or descending (⏷) order. **Export to Excel:** Click the **download** button (⭳) to export the current pivot as an `.xlsx` file for further analysis in spreadsheet applications. \[Screenshot: Pivot view with multiple grouping levels] **💡 Best Practice:** Start with broad groups (like month or category), then drill down into subgroups (like week or product). This approach helps you identify high-level patterns before diving into details. *** ## Working with Graph View Graph view offers three primary chart types, each suited to different analytical needs. ### Chart Types **Bar Chart** Best for comparing categories or showing distribution across segments. **Use cases:** * Comparing sales across regions * Showing product category performance * Displaying team productivity metrics **Strengths:** * Handles large datasets well * Easy to compare multiple categories * Works well with both horizontal and vertical orientation \[Screenshot: Bar chart example] *** **Line Chart** Ideal for displaying trends and changes over time. **Use cases:** * Tracking revenue growth month-over-month * Monitoring website traffic trends * Analyzing inventory levels over time **Strengths:** * Clearly shows direction of change * Highlights inflection points * Effective for time-series data \[Screenshot: Line chart example] *** **Pie Chart** Shows how parts contribute to a whole, best for a small number of categories. **Use cases:** * Market share breakdown * Budget allocation by department * Lead source distribution **Strengths:** * Instantly communicates proportions * Visually appealing * Easy for non-technical audiences **Limitations:** * Difficult to read with more than 5-7 categories * Hard to compare similar-sized segments * Not suitable for time-series data \[Screenshot: Pie chart example] ### Chart Options **Stacked Charts (Bar and Line)** When you have multiple groups, the stacked option displays them vertically (stacked on top of each other) instead of side-by-side. **When to use stacked view:** * Showing total values and component breakdown simultaneously * Comparing how composition changes across categories * Emphasizing cumulative totals **Comparison:** | View Type | Best For | | --------- | ---------------------------- | | Stacked | Showing totals + composition | | Regular | Comparing individual values | \[Screenshot: Stacked vs regular bar chart comparison] **Cumulative Charts (Line Only)** The cumulative option adds values progressively, showing the running total over time rather than individual period values. **When to use cumulative view:** * Tracking progress toward a goal * Showing growth trajectories * Highlighting acceleration or deceleration **Example:** * Regular line chart: Shows $10K, $15K, $12K, $20K each month * Cumulative line chart: Shows $10K, $25K, $37K, $57K (running total) \[Screenshot: Cumulative vs regular line chart comparison] **💡 Visualization Tip:** Choose your chart type based on your message. Bar charts for comparison, line charts for trends, pie charts for composition. *** ## Report Customization ### Filtering Data Before analyzing, ensure you're looking at the right data set. Use filters to narrow your report to relevant records. **To apply filters:** 1. Click the **Filters** dropdown in the report toolbar 2. Select from pre-configured filters or create custom ones 3. Combine multiple filters for precise data selection **Common filters:** * Date range (This Month, Last Quarter, Custom Period) * Status (Active, Closed, Pending) * Assignee or Team * Category or Type ### Saving Custom Reports Once you've configured a report with your preferred measures, groupings, and filters, save it for future use. **To save a report:** 1. Configure the report as desired 2. Click **Favorites** in the toolbar 3. Select **Save Current Search** 4. Name your report and choose visibility (Personal or Shared) **Saved reports appear:** * In the Favorites menu for quick access * On your dashboard (if added as a widget) * In the module's Reporting section **💡 Team Productivity:** Share useful report configurations with your team by saving them as shared favorites. This ensures everyone analyzes data consistently. *** ## Best Practices ### Start with Questions Before creating a report, define what question you're trying to answer. "What were our sales last month?" is clear. "Show me everything about sales" is not. ### Use Appropriate Visualizations Match your chart type to your message. Don't use a pie chart when you need to show trends over time. Don't use a line chart when comparing unrelated categories. ### Keep It Simple Avoid adding too many measures or groups to a single report. Complex reports are hard to read and understand. Create multiple focused reports instead. ### Filter Aggressively Irrelevant data creates noise. Filter your reports to show only what matters for the specific analysis you're conducting. ### Leverage Time Comparisons Use Knowlix's period comparison feature to understand whether changes are improvements or declines. Context matters. ### Export for Deeper Analysis When you need statistical analysis, modeling, or integration with other tools, export your pivot data to Excel or CSV. *** ## Related Documentation * [Dashboard Widgets](../09_Productivity_Tools/Dashboards.md) - Add reports to your dashboard * [Filters](Search.md) - Advanced filtering techniques * [Data Export](Export_import_data.md) - Export data for external analysis * [Spreadsheet Integration](../09_Productivity_Tools/Spreadsheet.md) - Connect reports to spreadsheets *** ## Need Help? **Ask Your Knowlix:** * "Create a report of this quarter's sales by region" * "Show me a pie chart of lead sources" * "Export the current pivot to Excel" * "Compare this month's revenue to last month" * "What are our top 10 products by revenue?" **Contact Support:** If you need help creating complex reports, setting up automated report delivery, or troubleshooting data discrepancies, contact Knowlix support through the Help menu. # Stages Source: https://docs.knowlix.ai/essentials/stages Knowlix employs a stage-based system to structure workflows within each module. These workflow stages help teams monitor item progression through your business processes (items displayed as cards in the interface). Each Knowlix module can have its own set of stages. For example, the Helpdesk module uses stages to track support tickets as they move from "New" to "Resolved." Similarly, the CRM module tracks opportunities through stages like "Qualification," "Proposal," and "Won." Stages are fully customizable and can be adapted to match your team's unique workflows and terminology. **💡 Pro Tip:** Ask Your Knowlix to help configure stages for your workflow. Simply describe your process, and Knowlix Teammates can suggest or create stage configurations automatically. *** ## Configuring Workflow Stages ### Accessing Stage Configuration To access and customize stages: 1. Navigate to the relevant Knowlix module (e.g., CRM, Helpdesk, Projects) 2. Open the module's **Configuration** menu 3. Select **Stages** > **Note:** Some modules require Advanced Mode to be enabled for accessing stage configuration. To enable Advanced Mode, go to **System Settings → Developer Tools → Enable Advanced Mode**. \[Screenshot: Stage configuration menu in Knowlix] ### Viewing Current Stages The Stages page displays all currently configured stages in a list view, ordered by their position in the workflow pipeline. This ordering determines how stages appear across your module's interfaces. **Reordering Stages:** To change the sequence of stages, grab the drag handle icon on the left side of any stage name and move it to your desired position in the list. > **Quick Tip:** You can also reorder stages directly from the board view by dragging and dropping columns to different positions. ### Creating New Stages To add a new stage to your workflow: 1. Click the **Create** button at the top of the Stages list 2. Enter a descriptive **Name** for the stage (e.g., "Customer Review," "Pending Approval") 3. Configure additional settings as described below 4. Click **Save** **💡 Using Your Knowlix:** Try: *"Create a new stage called 'Quality Check' in my Projects module"* \[Screenshot: New stage creation form] *** ## Understanding the Progress Indicator Above each stage column in your board views, you'll see a visual progress indicator. This bar provides a quick overview of how items in that stage are distributed across different status types. Each status is represented by a specific color in the indicator bar: * **In Progress** items (active work) * **Ready** items (prepared for next action) * **Blocked** items (awaiting resolution) The specific status types and their meanings vary by module, reflecting the unique needs of each business function. **Viewing Details:** Hover over any colored segment in the progress bar to see the exact count of items with that status in the current stage. **Filtering by Status:** Click directly on a colored segment to filter the stage view, showing only items with that particular status. The filtered count displays next to the progress bar. \[Screenshot: Progress indicator bar with status breakdown] *** ## Automated Communications ### Email Notifications You can configure stages to automatically send email notifications when items reach them. This is particularly useful for keeping customers or stakeholders informed about progress. **Setting Up Email Automation:** 1. Open the stage configuration 2. In the **Email Template** field, select a pre-configured template 3. To edit the template, click the arrow icon next to the field 4. To create a new template, type a name and select **Create and edit** from the dropdown When an item (such as a support ticket or sales opportunity) moves into this stage, Knowlix automatically sends the configured email to the relevant contact. \[Screenshot: Email template configuration on stage form] ### SMS Notifications Similarly, you can configure stages to trigger automatic SMS notifications. This requires SMS credits and a configured SMS provider in your Knowlix system. The setup process for SMS templates mirrors that of email templates. Select an existing template or create a new one from the **SMS Template** field. > **Note:** SMS functionality requires integration with an SMS provider. Check your system settings or contact your Knowlix administrator for SMS availability. **💡 Agent Alternative:** Instead of manually configuring templates, try asking Your Knowlix: *"Send an email to customers when tickets reach the 'Resolved' stage"* *** ## Stage Visibility Management ### Collapsing Stages By default, all stages appear expanded in board view, with their cards visible. However, you can configure certain stages to appear collapsed, which is especially useful for "completed" or "archived" stages. **Permanent Collapse Configuration:** 1. Open the stage in the configuration menu 2. Enable the **Collapsed in Board View** checkbox 3. Save your changes When a stage is collapsed, its name remains visible in the board view, but the cards it contains are hidden. This keeps your workspace clean while still tracking items that have reached completion stages. > **Important:** Items that move into collapsed stages are typically considered "closed" or "completed." Only use this setting for terminal stages in your workflow, as collapsing active work stages can cause confusion and missed tasks. \[Screenshot: Collapsed stage configuration checkbox] ### Temporary Collapse You can also temporarily collapse any stage directly from the board view without changing its permanent configuration: 1. Navigate to your module's board view 2. Hover over the stage column header 3. Click the **gear icon** that appears 4. Select **Collapse** from the dropdown menu This temporary collapse doesn't affect the stage's default visibility and will reset the next time you refresh the view. > **Note:** Temporarily collapsing a stage does not mark items as closed. It simply hides them from view temporarily. *** ## Assigning Stages to Teams Knowlix supports multiple teams working within the same module, each with potentially different workflows. You can assign specific stages to specific teams to create customized pipelines. **Configuring Team Assignments:** 1. Open the stage configuration 2. In the **Teams** field, select one or more teams that should use this stage 3. Save your changes A single stage can be assigned to multiple teams, or you can create team-specific stages for workflows that differ significantly between teams. **Example Use Case:** Your organization might have both a "Technical Support" team and a "Billing Support" team in the Helpdesk module. Technical Support might use stages like "Troubleshooting" and "Escalated," while Billing Support uses "Payment Verification" and "Refund Processing." By assigning stages to specific teams, each team sees only the stages relevant to their workflow. \[Screenshot: Team assignment field on stage form] **💡 Your Knowlix Tip:** Ask Your Knowlix: *"Show me which teams are using the 'Negotiation' stage"* or *"Assign the 'Final Review' stage to the Sales team"* *** ## Best Practices for Stage Management ### Keep Stages Meaningful Create stages that represent actual phases of work, not just status labels. Each stage should indicate what needs to happen to items at that point in the workflow. ### Limit Stage Count While Knowlix doesn't impose hard limits on stage counts, having too many stages can make your board view cluttered and difficult to navigate. Aim for 5-8 stages for most workflows. ### Use Consistent Naming Develop a naming convention for stages across your modules. For example, always start with action verbs ("Review," "Approve," "Process") or state descriptions ("Awaiting Feedback," "In Development"). ### Align Stages with Handoffs Position stage boundaries at points where work typically moves between team members or departments. This makes it clear when responsibility transfers and reduces confusion. ### Review and Iterate Workflows evolve over time. Regularly review your stage configurations with your team and adjust them based on how work actually flows, not how you initially assumed it would flow. *** ## Related Documentation * [Task Activities](Task_Activities.md) - Learn how to schedule and track activities within each stage * [Board Views](Board_Views.md) - Understanding Knowlix board view customization * [Email Templates](../09_Communication/Email_Templates.md) - Creating and managing email templates for automation * [Team Management](../10_Administration/Team_Management.md) - Setting up and configuring teams *** ## Need Help? **Ask Your Knowlix:** * "How do I create a new stage?" * "Show me which stages are used most frequently" * "What's the difference between collapsed and active stages?" * "Configure automatic emails for my 'Approved' stage" **Contact Support:** If you encounter issues with stage configuration or need assistance designing workflows for your organization, reach out to Knowlix support through the Help menu. # Accounting Source: https://docs.knowlix.ai/finance/accounting Knowlix Accounting is a comprehensive double-entry bookkeeping system that automates journal entries for every financial transaction while providing real-time financial reporting. The module handles customer invoices, vendor bills, bank reconciliation, tax computation, asset management, and multi-currency operations. For companies that only need basic invoicing without full accounting, a standalone Invoicing mode is also available. **Key features:** * Double-entry bookkeeping with automatic journal entry generation * Accrual and cash basis accounting support * Multi-company and multi-currency environments * Branch company management with consolidated reporting * Customer invoices and vendor bills with electronic invoicing * Bank synchronization and reconciliation * Tax configuration, fiscal positions, and tax return reports * Payment processing (manual, check, SEPA, NACHA, batch) * Full financial report suite: Balance Sheet, P\&L, Cash Flow, General Ledger, Aged Receivable/Payable, and more * Budget management and analytic accounting * Asset and depreciation tracking * Deferred revenue and expense management * Country-specific localization packages for 100+ countries \[Screenshot: Accounting dashboard showing journal cards and KPIs] *** ## Getting Started When first opening Knowlix Accounting, an onboarding banner guides the initial setup. The banner walks through four steps: Accounting Periods, Bank Account, Taxes, and Chart of Accounts. These settings can be revisited at any time at **Accounting > Configuration > Settings**. ### Accounting Periods Define the fiscal year's start and end dates used for automatic report generation, and set the tax return periodicity. The default is January 1 through December 31. Configure at **Accounting > Configuration > Settings > Fiscal Periods**. ### Bank Account Connect a bank account for automatic transaction synchronization, or add one manually by entering the account name, number (IBAN for European accounts), bank institution details, and journal code. ### Taxes Review and activate pre-configured taxes. The installed localization package pre-loads country-appropriate tax rates. Activate specific rates by toggling them on at **Accounting > Configuration > Taxes**. ### Chart of Accounts Review account groupings and add opening balances for existing accounts. Click **Setup** on any account line to access the full account configuration. \[Screenshot: Accounting onboarding banner with four steps] *** ## Chart of Accounts The chart of accounts defines the account structure used for all financial transactions. Navigate to **Accounting > Configuration > Chart of Accounts**. Each account has: * **Code** - numeric identifier used for sorting and referencing * **Name** - descriptive label * **Type** - determines accounting behavior (Receivable, Payable, Bank, Fixed Assets, Income, Expense, etc.) * **Default Taxes** - taxes applied by default when this account is used on invoice lines * **Tags** - tax grid tags for tax return reporting * **Company** - the company this account belongs to (multi-company setups) * **Deprecated** - mark accounts as inactive without deleting historical records The account type controls which reports the account appears in, whether reconciliation is required, and whether debit or credit balances are normal for the account. *** ## Journals Journals are the posting mechanisms that group transactions of the same type. Navigate to **Accounting > Configuration > Journals**. Default journals include: * **Customer Invoices** - customer receivable transactions * **Vendor Bills** - supplier payable transactions * **Bank** - one journal per bank account * **Cash** - for physical cash transactions * **Miscellaneous** - for manual journal entries Each journal has a **Short Code** that appears on all transactions posted to it (e.g., INV, BILL, BNK). Bank and cash journals define the payment methods available for incoming and outgoing transactions. ### Journal Settings * **Type** - Sales, Purchase, Cash, Bank, or Miscellaneous * **Short Code** - prefix used on entry sequences * **Default Account** - the account where unmatched amounts are posted * **Dedicated Sequence** - separate numbering sequence for this journal * **Lock Posted Entries** - prevent editing of confirmed entries *** ## Customer Invoices ### Creating an Invoice Navigate to **Accounting > Customers > Invoices** and click **New**, or generate automatically from a confirmed sales order. **Required fields:** * **Customer** - selecting a customer auto-fills address, payment terms, fiscal position, and receivable account * **Invoice Date** - auto-filled with today's date upon confirmation if left blank * **Due Date / Payment Terms** - controls when payment is expected * **Journal** - the journal used to post the invoice * **Currency** - auto-converts amounts and displays the exchange rate if different from company currency **Invoice Lines tab:** Add products with quantities, prices, and applicable taxes. Use the **Catalog** link to browse products visually and add them in bulk. **Journal Items tab:** Displays the underlying accounting entries. **Other Info tab:** Customer reference, payment reference, fiscal position, Incoterms, and additional configuration. Draft invoices have no accounting impact. Only confirmed invoices create journal entries. ### Confirming an Invoice Click **Confirm**. The status changes to Posted and a unique sequential number is assigned. To make changes after confirmation, click **Reset to Draft**. ### Sending an Invoice Click **Send** to open the delivery dialog. Set the preferred sending method per customer at **Accounting > Customers > Customers**, Accounting tab, Customer Invoices section. Available methods include email, postal mail, and electronic invoicing formats. To send multiple invoices at once, select them in list view and click **Send**. A batch processing banner appears on selected invoices to prevent duplicate sends. To find unsent invoices, filter by **Not Sent** in the search bar. ### Credit Notes Create a credit note from a posted invoice using the **Credit Note** button. A credit note reverses or partially reduces the invoice amount. Choose whether to create a partial credit note or fully reverse the invoice. ### Payment Terms and Cash Discounts Payment terms define installment schedules, partial payment requirements, and early payment discount conditions. Assign them per customer (contact form) or per invoice. When applied, the Amount Due on the payment dialog automatically reflects the appropriate installment. ### Electronic Invoicing When a localization supports e-invoicing formats (EDI, UBL, Factur-X, etc.), a **Generate** button appears on posted invoices to produce the required XML or PDF/A-3 file. Some localization-specific workflows submit invoices directly to government clearance platforms. \[Screenshot: Invoice form with line items and payment terms] *** ## Vendor Bills ### Creating a Bill Navigate to **Accounting > Vendors > Bills** and click **New**, or create from the Accounting dashboard by clicking New on the Vendor Bills journal card. Bills can also be created automatically by: * Emailing a PDF to the purchase journal's email alias * Uploading a PDF directly to the bill form; bill digitization (OCR) extracts header and line data automatically * Confirming a purchase order with the bill control policy set to "On Ordered Quantities" or "On Received Quantities" **Auto-posting for trusted vendors:** Open a vendor record, go to the Accounting tab, and set **Auto-post bills** to Always, Ask after 3 validations without edits, or Never. ### Bill Form Fields The bill form mirrors the invoice form with vendor-specific fields: * **Vendor** - auto-fills vendor details, payment terms, and fiscal position * **Bill Reference** - the vendor's own invoice number for cross-referencing * **Bill Date** - date from the vendor's invoice * **Accounting Date** - the date used for journal entry posting * **Due Date / Payment Terms** - controls payment deadline ### Matching Bills with Purchase Orders When a bill corresponds to an existing purchase order, use the **Match Purchase Orders** button (or auto-populate via bill digitization) to link bill lines to received purchase order lines. This enables 3-way matching between the PO, receipt, and bill. \[Screenshot: Vendor bill form showing auto-match with purchase order] *** ## Payments Payments in Knowlix either link directly to an invoice/bill to reduce the amount due, or exist as standalone records that create outstanding credits or debits applied to future documents. ### Payment Methods Configure payment methods per journal at **Accounting > Configuration > Journals**. The Incoming Payments and Outgoing Payments tabs list available methods: * **Manual** - cash or any method without specific processing * **Check** - generates a check register entry; checks are printed from the system * **SEPA** - XML-based direct debit/credit transfer for European banks * **NACHA** - ACH file generation for US bank transfers * **Batch Payments** - group multiple payments into one bank file Set a preferred payment method per contact in the Sales & Purchase tab of the contact record. ### Registering a Payment from an Invoice or Bill Open the invoice or bill and click **Pay**. In the dialog: * **Journal** - the bank or cash journal to use * **Payment Date** - date the payment is made * **Payment Method** - method used (pre-filled from contact preference) * **Amount** - auto-calculated; for installment-based payment terms, shows the due installment amount; click **Full Amount** to override * **Memo** - reference for the payment Click **Create Payment**. The invoice status changes to In Payment until reconciled with a bank transaction. ### Registering Payments on Multiple Invoices In list view (**Accounting > Customers > Invoices** or **Vendors > Bills**), select the invoices, group by Payment Method, and click **Pay**. Enable **Group Payments** to combine same-contact payments into one transaction. ### Batch Payments Batch payments consolidate multiple individual payments into a single bank submission file (SEPA or NACHA) or a single deposit. Navigate to **Accounting > Customers > Batch Payments** or **Vendors > Batch Payments**. Create a batch, add payment lines, and generate the export file. Useful for: * Depositing multiple customer checks in one bank transaction * Generating a single SEPA or NACHA file for multiple vendor payments ### Partial Payments When the payment amount is less than the total due, a **Payment Difference** field appears. Choose to either: * **Keep Open** - leave the remaining balance on the invoice * **Mark as Fully Paid** - write off the difference to a specified account ### Payment Matching and Reconciliation When outstanding payments and invoices exist for the same contact, a blue **Add** button appears on the invoice under Outstanding Credits or Debits to match them. For bulk matching, access **Accounting > Accounting > Reconcile** or click the ellipsis button on a journal card and select **Payments Matching**. Use the **Auto-Reconcile** feature to match debits and credits automatically by perfect match or by clearing accounts. An invoice is considered Paid only after the payment is reconciled with a corresponding bank transaction. \[Screenshot: Payment dialog and reconciliation view] *** ## Bank and Cash Accounts ### Connecting a Bank From the Accounting dashboard, click **Search over 26,000 banks** on an unconnected bank card. Find the institution, click **Connect**, and follow the setup wizard. Once connected, transactions sync automatically. ### Manual Bank Account Setup If automatic synchronization is unavailable or not desired, click **Record transactions manually** at the bottom of the bank search screen. Fill in the account name, number (IBAN format for European accounts), and institution details. A dedicated journal and account are created automatically. ### Bank Transactions Navigate to a bank journal card and click the transaction count to open the bank statement view. Imported transactions appear here pending reconciliation. Each transaction line shows the date, description, amount, and matching status. ### Bank Reconciliation Reconciliation matches bank statement lines to journal entries (payments, invoices, or manual entries). Navigate to **Accounting > Accounting > Bank Matching** or click **Reconcile** on the bank journal card. The reconciliation interface shows pending bank lines on one side and suggested matches from the system on the other. For each bank line: * Accept a suggested match by clicking **Match** * Search for a different record * Create a new journal entry directly (for bank fees, interest, etc.) * Set the transaction aside to reconcile later **Reconciliation models** automate this process for recurring transactions like bank fees. Configure them at **Accounting > Configuration > Reconciliation Models**. ### Internal Transfers To move funds between bank accounts or between a bank and cash, navigate to **Accounting > Accounting > Internal Transfers** and create a transfer record. The transfer creates two journal entries: one debiting the source account and one crediting the destination. ### Foreign Currency Accounts When a bank account is held in a foreign currency, configure the currency on the journal. Gains and losses from currency exchange are automatically posted when transactions are reconciled. *** ## Taxes ### Tax Configuration Navigate to **Accounting > Configuration > Taxes** to view all configured taxes. The localization package pre-creates taxes for the installed country; inactive taxes can be enabled by toggling the Active column. **Tax form fields:** * **Tax Name** - internal label for backend users * **Tax Type** - Sales (customer-facing), Purchase (vendor-facing), or None (for grouped taxes) * **Tax Computation** - Fixed amount, Percentage of Price, Percentage of Price Tax Included, Group of Taxes, or Python Code * **Amount** - the rate or fixed value * **Tax Scope** - restrict to Goods or Services only * **Label on Invoices** - what customers see on printed invoices and the portal * **Tax Group** - groups multiple taxes under one total line in invoice footers **Distribution for Invoices / Distribution for Refunds:** Each tax defines how its journal entries are generated. The configuration requires: * One **Base** line (the invoice line amount, with tax grid tags for the tax return) * One or more **% of tax** lines summing to 100% (each creates a tax payable journal item with an assigned account) Typical patterns: * Standard: one 100% line * Reverse charge (EU intra-community): one 100% and one -100% line * Partially deductible VAT: two 50% lines with different accounts ### Default Taxes Set company-wide default sales and purchase taxes at **Accounting > Configuration > Settings > Taxes**. These auto-fill on new products and invoice lines. Enable **Tax Included** globally to treat all prices as tax-inclusive by default. ### Assigning Taxes to Products Set the Sales Taxes and Purchase Taxes fields on each product form. Taxes assigned here auto-apply when the product is added to any document. ### Extra Taxes For luxury taxes, environmental levies, or import duties that layer on top of base taxes, create the extra tax and enable **Affect Base of Subsequent Taxes** in the Advanced Options tab. Arrange the tax order using drag-and-drop so calculation sequences are correct. ### Fiscal Positions Fiscal positions automatically substitute taxes and accounts based on a customer or vendor's location or VAT status. Configure them at **Accounting > Configuration > Fiscal Positions**. Common uses: * Applying zero-rate VAT for intra-EU B2B sales * Switching to reverse charge taxes for cross-border services * Mapping accounts differently for specific country rules Assign fiscal positions on contact records or set automatic detection rules based on country and VAT number. ### Cash Basis Accounting When cash basis is enabled, tax journal entries are created when payment is received or made, not when the invoice or bill is confirmed. Enable at **Accounting > Configuration > Settings > Taxes > Cash Basis**. Some localization packages enable this automatically. *** ## Financial Reporting All reports are available in real-time at **Accounting > Reporting**. Reports can be exported as PDF or XLSX, drilled into by clicking account rows, and compared across periods using the **Comparison** menu. ### Financial Statements **Balance Sheet** - snapshot of assets, liabilities, and equity at a specific date. Current year earnings are calculated in real time; no year-end rollover is required. **Profit and Loss (Income Statement)** - revenue minus expenses for the reporting period. Shows net income in real time. **Cash Flow Statement** - breaks cash movement into operating, investing, and financing activities. **Executive Summary** - high-level performance indicators: * Gross profit margin and net profit margin * Return on investment (annualized) * Average debtor days and average creditor days * Short-term cash forecast (next 30 days) * Current assets to liabilities ratio ### Audit Reports **General Ledger** - all transactions across all accounts for a date range. Click the arrow on any account row to expand individual journal entries. **Trial Balance** - summarized debit and credit totals per account for a period. **Journal Audit** - all entries per journal for review. **Intrastat Report** - EU intra-community trade statistics report. **Check Register** - log of all check payments. ### Partner Reports **Partner Ledger** - transaction history and running balance per customer or vendor. **Aged Receivable** - outstanding customer invoices bucketed by days overdue. **Aged Payable** - outstanding vendor bills bucketed by days overdue. ### Tax Reporting **Tax Report** - aggregates base amounts and tax amounts from all invoices and bills for the period, organized by tax grid to match the official tax return format. Export as XML for direct upload to government tax platforms where supported by the localization. ### Management Reports **Invoice Analysis** - breakdown of invoiced amounts by customer, product, period, or salesperson. **Analytic Report** - costs and revenues by analytic account or plan. **Audit Trail** - log of all changes to accounting records. **Budget Report** - actual vs. budgeted amounts by analytic account. **Unrealized Currency Gains/Losses** - open foreign currency receivables and payables marked to market at current exchange rates. **Deferred Revenue** - earned and unearned portions of deferred income. **Deferred Expense** - amortized and unamortized prepaid expenses. **Depreciation Schedule** - asset depreciation by method and period. **Disallowed Expenses** - expenses excluded from tax deduction. **Product Margins** - gross margins by product or category. *** ## Multi-Company and Branch Management Knowlix supports managing multiple legal entities within a single database. Each company has its own chart of accounts, journals, and tax configuration, though accounts can be shared for consolidation reporting. Users can view records from multiple companies simultaneously but can only post transactions in one company at a time. ### Branches Branches operate under a parent company and share: * The parent company's chart of accounts * The parent company's main currency * The parent company's taxes * The parent company's fiscal period lock dates (branches may set earlier lock dates) Branches can have their own dedicated journals. The parent company has visibility into all branch reports, invoices, and bills; each branch sees only its own data. The fiscal localization package is set on the parent company and applies to all branches. ### Consolidation Navigate to **Accounting > Reporting > Consolidation** to generate consolidated financial statements across all companies or a selected subset. Share accounts between companies to enable aggregated reporting. *** ## Multi-Currency Enable multi-currency at **Accounting > Configuration > Settings > Currencies**. Configure exchange rates either manually or with automatic synchronization from a currency rate provider. Every transaction records the amount in both the company's base currency and the transaction currency. Currency gains and losses are automatically posted to designated accounts when transactions are reconciled. When a bank account is held in a foreign currency, the journal is set to that currency and all transactions in that journal convert automatically. *** ## Analytic Accounting Analytic accounts (also called cost centers) allow tracking income and expense by project, department, product line, or any other dimension independent of the main chart of accounts. Navigate to **Accounting > Configuration > Analytic Accounting > Analytic Plans** to define analytic plans. Multiple plans can exist for different tracking dimensions. Assign analytic distributions directly on invoice lines, vendor bill lines, journal entries, expenses, and timesheets. The Analytic Report (**Accounting > Reporting > Analytic Report**) provides a breakdown of costs and revenues per analytic account. *** ## Budgets Navigate to **Accounting > Accounting > Budgets** to set up budget targets per analytic account and period. Create a budget, define budget lines with analytic accounts and planned amounts, and confirm. The Budget Report compares actual vs. budgeted values in real time. *** ## Assets Knowlix manages fixed asset depreciation automatically. Navigate to **Accounting > Vendors > Assets** to see all assets. Create an asset from a vendor bill by posting the bill to an asset account, which triggers asset creation automatically. Each asset record specifies: * **Asset Profile** - the depreciation method (straight-line, declining balance, etc.) and duration * **First Depreciation Date** - when depreciation begins * **Salvage Value** - residual value at the end of the asset's life Once confirmed, depreciation entries are generated automatically on the scheduled dates. The Depreciation Schedule report provides a full overview. *** ## Fiduciary / Accounting Firms Mode Enable at **Accounting > Configuration > Settings** to activate features useful for accounting firms managing multiple clients: * Invoice and bill sequences become editable on all documents * A **Total (tax incl.)** field appears for fast encoding * **Invoice Date** and **Bill Date** auto-fill on new transactions * A **Quick Encoding** mode speeds up bulk invoice entry *** ## Year-End Closing Knowlix calculates current year earnings in real time from the profit and loss accounts, so no manual year-end rollover or closing entry is required. The balance sheet automatically reflects the current year net income. To formally close a period and prevent backdated entries, set a lock date at **Accounting > Configuration > Settings > Fiscal Periods > Lock Date**. Entries earlier than the lock date cannot be created or modified. For tax lock dates, a separate lock applies only to tax entries, allowing internal adjustments to continue while tax submissions are frozen. *** ## Best Practices Configure bank synchronization during setup to eliminate manual transaction entry and reduce reconciliation time. Use payment terms with multiple installments for large customer invoices to accurately track partial payment expectations. Set up reconciliation models for recurring bank fees and interest charges to automate matching. Use analytic accounts from the start to track project costs; retrofitting analytic data onto historical entries is time-consuming. Review the Aged Receivable report weekly and use follow-up actions to automate payment reminders at defined overdue intervals. Archive deprecated accounts rather than deleting them to maintain historical report accuracy. **Your Knowlix:** *"Show me all overdue invoices over \$5,000"* or *"What is the current cash balance across all bank accounts?"* or *"Generate an aged receivable report for Q1"* or *"Which vendor bills are due this week?"* or *"Show me unreconciled bank transactions from last month"* or *"What is our net profit margin for this quarter?"* or *"List all customer invoices that have not been sent yet"* or *"Create a credit note for invoice INV-2025-00134"* or *"Show me all journal entries posted to the expense account this month"* or *"What is the outstanding balance for customer Acme Corp?"* # AI Accounting Source: https://docs.knowlix.ai/finance/ai-accounting Streamline your financial operations with intelligent invoice management, automated reporting, and real-time analytics Knowlix AI Accounting streamlines your financial operations with intelligent invoice management, automated reporting, and real-time analytics. Manage your entire accounting workflow from invoicing to insights. Accounting Dashboard ### 1. Invoicing Dashboard The Invoicing Dashboard provides a centralized view of all customer invoices, allowing you to track revenue and payment statuses at a glance. * **Overview:** View essential details such as Invoice Number, Customer, Due Date, and Total Amount in a list format. * **Status Tracking:** Color-coded tags (e.g., **Not Paid**, **Draft**) allow you to instantly identify pending payments or overdue accounts. * **Management:** Click on any invoice (e.g., *INV/2026/00001*) to open the detailed view, where you can register payments or send reminders. **AI Shortcut:** Instead of manually filtering, you can ask the Assistant: "Show me all unpaid invoices" or "How much does Adora microships owe us?" to get instant financial insights. ### 2. Intelligent Invoice Creation The AI Assistant guides you through invoice creation by identifying missing information and ensuring accuracy before generation. Invoice Creation
The AI Assistant guides you through invoice creation by identifying missing information and ensuring accuracy before generation. **User Command:** *"Please create an invoice for my new HVAC Client. He needs to pay 2000 Euro next week."* **Assistant Response:** Since the command is vague, the Assistant identifies the missing pieces and requests: 1. **Customer Identity:** "What is the client's specific name?" 2. **Line Items:** "What specific service was provided (e.g., Installation, Parts)?" 3. **Due Date:** "What specific date constitutes 'next week'?"
### 3. Intelligent Execution & Draft Generation Draft Generation Once you answer the Assistant's clarifying questions, Knowlix processes the new information to generate the document immediately. It handles all necessary data entry in the background. **Key Capabilities:** * **Automatic Record Creation:** The system recognized that "Johnson HVAC" and "HVAC Maintenance Service" did not exist and created them automatically as a **New Customer** and **New Product**. * **Smart Date Calculation:** The Assistant interpreted "next week" relative to the current date and automatically set the **Due Date** to Feb 5, 2026. * **Draft Safety:** The invoice is generated in **Draft** status, giving you full control to review the details before finalizing or posting the invoice. ### 4. Analytics & Reporting Dashboard Analytics Dashboard The Analytics Dashboard transforms your raw business data into actionable insights. It provides a real-time visual overview of your company's performance, combining high-level KPIs with granular transaction details. **Key Components:** * **Performance Cards (KPIs):** The top row displays critical financial metrics instantly, such as **Total Invoiced** (7,500), **Average Invoice Value** (2,500), and **DSO** (Days Sales Outstanding). This allows for a health check of your business in seconds. * **Trend Visualization:** The **"Invoiced by Month"** chart offers a clear visual representation of revenue trends over time, helping you identify seasonal patterns or growth trajectories. * **Detailed Breakdown:** The **"Top Invoices"** section lists specific transactions. You can see the Reference, Salesperson, Status, and Amount for individual deals without navigating to the Sales app. ### 5. Dynamic Filtering & Custom Reports You can customize the view to answer specific questions using the top navigation bar: * **Timeframe:** Switch between "Last 90 Days," "This Year," or custom ranges. * **Segmentation:** Filter the data by **Salesperson**, **Product Category**, or **Country** to isolate specific performance drivers. **AI Shortcut:** Instead of manually applying complex filters, you can ask the Assistant: *"Show me the sales performance for sales person last month"* or *"What is our average invoice size this quarter?"* to get the data instantly. *** ## More Information Double-entry bookkeeping system and financial reporting Employee expense tracking and reimbursement management Online payment integrations and gateway configuration Country-specific tax and accounting packages for 100+ countries Employee payroll processing and compensation management Import/export data in CSV, Excel, and other formats Built-in reports, pivot tables, and custom dashboards AI assistant tips for the Finance module # AI Invoicing Source: https://docs.knowlix.ai/finance/ai-invoicing Streamline your billing workflow with intelligent invoice management, payment tracking, and real-time analytics Knowlix AI Invoicing streamlines your billing workflow with intelligent invoice management, payment tracking, and real-time analytics. Manage your entire invoicing process from creation to collection. Invoice Detail View ### 1. Invoice Management The Invoice Detail View provides complete control over individual invoices, allowing you to manage payments, send documents, and track status. * **Invoice Header:** Displays the invoice number (e.g., *INV/2026/00003*), customer name, and current status (**Draft** or **Posted**). * **Customer Details:** Shows customer information including name, delivery address, invoice date, and due date. * **Line Items:** Lists all products or services with quantity, price, and tax calculation. In this example: Calendar App at 20.00 € with 15% tax. * **Totals:** Automatically calculates untaxed amount, tax, and final total (23.00 €). **Quick Actions:** Click the action buttons at the top to manage the invoice: * **Send:** Email the invoice directly to the customer with a PDF attachment. * **Print:** Generate a printable PDF version. * **Pay:** Register a payment when the customer pays. * **Preview:** See how the invoice looks before sending. * **Credit Note:** Create a credit note if you need to refund or adjust. * **Reset to Draft:** Return a posted invoice to draft status for editing. ### 2. Payment Tracking Navigate to **Customers** → **Payments** to view all recorded payments and their status. Customer Payments The Payments view shows a complete record of all customer transactions: * **Date Column:** When the payment was recorded (e.g., 02/03/2026). * **Journal:** The payment method used (Bank, Cash, etc.). * **Payment Method:** How the payment was processed (Manual Payment, Online, etc.). * **Customer:** Which customer made the payment (Adora microships, Johnson HVAC). * **Amount in Currency:** The original payment amount. * **Amount:** The converted amount in your base currency. * **State:** Payment status with color-coded badges (**Paid** in green). The total at the bottom (8,325.00 €) shows the sum of all displayed payments. **Navigation Menu:** Click the **Customers** dropdown to access: * **Invoices:** View all customer invoices * **Credit Notes:** Manage refunds and adjustments * **Payments:** Track all payment records * **Products:** Manage your product catalog * **Customers:** View customer database ### 3. Products & Pricing Navigate to **Vendors** → **Products** to manage your product catalog and pricing. Products List The Products view displays all your sellable items with pricing details: * **Internal Reference:** Product code for internal tracking (e.g., KNOWLIX-KI-TEAM, KNOWLIX-IMPL-50H). * **Product Name:** Descriptive name shown on invoices (KI-Teammates Solution, Knowlix AI Implementation - 50h Package). * **Sales Price:** The default price charged to customers (2,500.00 €, 7,500.00 €). * **Sales Taxes:** Tax rate applied to the product (15%). * **Purchase Taxes:** Tax rate for vendor purchases. **Vendor Menu:** Click the **Vendors** dropdown to access: * **Bills:** View and manage vendor bills * **Refunds:** Track vendor refunds * **Payments:** Record payments to vendors * **Products:** Manage product catalog * **Vendors:** View vendor database ### 4. Reporting & Analytics Navigate to **Reporting** → **Invoice Analysis** to view financial trends and insights. Invoice Analysis The Invoice Analysis dashboard provides visual insights into your invoicing performance: * **Trend Chart:** The line graph shows **Untaxed Amount** over time, helping you identify revenue patterns. In this example, revenue trends from approximately 4,000 € in December 2025 to 3,500 € in January 2026. * **Measures Button:** Click to change what metric is displayed (Untaxed Amount, Total, Count, etc.). * **Chart Types:** Toggle between line, bar, pie, and other chart formats using the toolbar icons. * **Filters:** Use the search bar with tags like "Invoiced" and "Customer" to filter the data. **Reporting Menu:** Click the **Reporting** dropdown to access: * **Management:** Overview of key financial metrics * **Invoice Analysis:** Detailed invoice trends and breakdowns **AI Shortcut:** Instead of manually navigating through reports, ask the Assistant: *"Show me invoice trends for last quarter"* or *"What's our average invoice value this month?"* to get instant insights. *** ## More Information Double-entry bookkeeping system and financial reporting Online payment integrations and gateway configuration AI assistant tips for the Finance module # Expenses Source: https://docs.knowlix.ai/finance/expenses Knowlix Expense Management handles employee expenditure tracking from submission through reimbursement. Employees log business expenses, attach receipts, and submit reports for approval. Managers review and approve expense claims, while accounting teams process payments and post entries to financial records. The expense workflow supports individual expense entry, bulk imports from credit cards or receipts, automatic categorization, multi-level approval routing, and integration with accounting and payroll systems. Expenses can be personal (requiring reimbursement) or company-paid (credit card transactions), with automatic matching to bank statements. Track per-project expenses and automatically invoice clients for billable costs. Configure expense categories with accounting rules, approval thresholds, and invoice pricing. Generate expense reports that roll up individual expenses into approval packages, maintaining full audit trails from receipt to payment. **Key capabilities:** * Mobile and desktop expense logging with receipt attachments * Automated expense categorization and approval routing * Multi-currency support with automatic exchange rate conversion * Integration with accounting journals and customer invoicing * Expense analytics and reporting by employee, project, or category * Reimbursement processing through payroll or direct payment > **Important:** Expense policies and approval workflows should align with your company's financial controls and tax compliance requirements. Configure categories and approval thresholds according to internal policies. **💡 Pro Tip:** Ask Your Knowlix for expense operations: *"Log a \$45 lunch expense for the ABC Corp meeting"* or *"Show me pending expense reports awaiting my approval"* *** ## Expense Categories Categories classify expenses for accounting, approval routing, and reporting purposes. ### Viewing Categories **To access expense categories:** Navigate to **Expenses → Configuration → Expense Categories** The list displays all configured expense types available to employees when logging expenses. \[Screenshot: Expense categories list view] ### Category Configuration **To create or edit categories:** 1. Navigate to **Expenses → Configuration → Expense Categories** 2. Click **New** or select an existing category 3. Configure the following fields: **Basic Information:** * **Category Name:** Display name shown to employees (e.g., "Mileage," "Meals," "Hotel") * **Internal Reference:** Optional code for accounting integration * **Company:** Owning company (multi-company databases only) **Cost Settings:** * **Cost Type:** How expense amounts are determined * **Employee-Defined:** Employee enters actual amount spent * **Fixed Amount:** Category has predetermined cost (e.g., \$0.50 per mile) * **Unit of Measure:** Quantity measurement (miles, nights, units, etc.) * **Default Amount:** Pre-filled amount for fixed-cost categories **Accounting Integration:** * **Expense Account:** General ledger account for posting expense debits * **Analytic Accounting:** Distribute expenses to cost centers, projects, or departments * **Analytic Distribution Model:** Apply standard distribution rules * **Analytic Tags:** Tag expenses for multi-dimensional reporting **Sales & Invoicing:** * **Re-Invoice Expenses:** Allow charging expenses back to customers * **At Cost:** Invoice exact expense amount * **Sales Price:** Invoice using configured sales rate (e.g., mileage at $0.75 when actual cost is $0.50) * **Invoicing Policy:** Control when expenses appear on customer invoices * **Ordered Quantities:** Invoice approved expense amount * **Delivered Quantities:** Invoice based on delivered quantities (rarely used for expenses) \[Screenshot: Expense category configuration form] **💡 Category Design:** Create specific categories rather than generic "Other" categories. Detailed categorization improves expense reporting, budget tracking, and tax compliance. *** ## Logging Expenses Employees record business expenses through multiple input methods. ### Creating Individual Expenses **To log a single expense:** 1. Navigate to **Expenses → My Expenses → My Expenses** 2. Click **New** 3. Complete expense details: * **Description:** Brief explanation of the expense (e.g., "Client dinner at Riverside Steakhouse") * **Category:** Select appropriate expense type * **Total:** Amount spent (or quantity for fixed-cost categories) * **Included Taxes:** Tax amounts paid (if applicable) * **Employee:** Defaults to current user, can be changed by managers * **Paid By:** Who covered the expense * **Employee (to reimburse):** Employee paid with personal funds * **Company:** Paid with corporate credit card * **Bill Reference:** Vendor invoice number or receipt identifier * **Expense Date:** Transaction date * **Account:** General ledger account (if different from category default) * **Customer:** Client to invoice (for billable expenses) * **Analytic Distribution:** Project or cost center allocation * **Company:** Owning company (multi-company environments) 4. Click the **Attach Receipt** button or drag receipt images to the form 5. Click **Save** \[Screenshot: New expense creation form] **Expense statuses:** * **To Report:** Individual expense not yet added to report * **To Submit:** Included in draft report not yet submitted * **Submitted:** Report sent for approval * **Approved:** Manager authorized the expense * **Posted:** Accounting entry created * **Done:** Reimbursement processed * **Refused:** Manager rejected the expense ### Bulk Expense Import **Creating multiple expenses from receipts:** 1. Navigate to **Expenses → My Expenses → My Expenses** 2. Click **Upload** (cloud icon in toolbar) 3. Select multiple receipt images or PDFs 4. Knowlix creates individual expense records from each file 5. Review and complete any missing information 6. Attach to expense reports as needed **Supported formats:** JPG, PNG, PDF, GIF ### Mobile Expense Entry Employees can log expenses directly from mobile devices through the Knowlix mobile application. Capture receipt photos immediately after purchase, reducing lost receipts and improving data accuracy. **Mobile workflow:** 1. Open Knowlix mobile app 2. Navigate to Expenses module 3. Tap **Create Expense** 4. Take photo of receipt or select from gallery 5. Fill in expense details 6. Submit for inclusion in next expense report **💡 Your Knowlix:** *"Create a \$120 hotel expense for the Seattle conference"* or *"Log mileage: 45 miles for client visit"* *** ## Expense Reports Reports group related expenses into submission packages for approval and payment. ### Creating Reports **To create an expense report:** 1. Navigate to **Expenses → My Expenses → My Reports** 2. Click **New** 3. Enter **Report Name** (e.g., "March 2026 Business Travel") 4. Select **Manager** who will approve (defaults to your assigned manager) 5. Click **Save** 6. Click **Add a line** in the expense list 7. Select expenses to include (only "To Report" status expenses appear) 8. Click **Select** 9. Review total amount and expense details 10. Click **Submit to Manager** when ready for approval \[Screenshot: Expense report with multiple expenses] **Automatic report creation:** When logging a new expense, click **Create Report** instead of **Save**. The system generates a new report and adds the expense immediately. **Expense report totals:** The report header displays: * **Total:** Sum of all expenses before taxes * **Taxes:** Total tax amounts * **Grand Total:** Complete amount including taxes ### Editing Reports **Before submission:** * Add or remove expenses by clicking **Add a line** or using the delete icon * Edit individual expense details by clicking the expense record * Attach additional documentation to the report itself **After submission:** Submitted reports cannot be modified by employees. Managers can send reports back for revision if corrections are needed. ### Report Notes and Justification Add context or explanations in the internal notes section at the bottom of reports. Document unusual circumstances, policy exceptions, or approval justifications. **💡 Report Organization:** Submit expense reports regularly (weekly or monthly) rather than accumulating large numbers of expenses. Smaller, frequent reports process faster and simplify manager review. *** ## Approval Workflow Managers review submitted reports and authorize payment. ### Manager Approval Process **To review expense reports:** 1. Navigate to **Expenses → Expense Reports** 2. Use filters to show **Submitted** reports awaiting approval 3. Open a report to review 4. Examine each expense: * Verify receipts are attached * Check amounts match receipts * Confirm expenses comply with company policy * Review category assignments 5. Take action: * **Approve:** Authorize payment and accounting entry * **Refuse:** Reject the entire report (requires explanation) * **Reset to Draft:** Send back to employee for corrections \[Screenshot: Manager approval interface] **Individual expense refusal:** Approve most expenses while rejecting specific items: 1. Open the expense report 2. Click into the individual expense you want to refuse 3. Click **Refuse** 4. Add refusal reason 5. Return to the report and approve remaining expenses Refused expenses return to employee's "To Report" list for revision or removal. **Approval notifications:** Employees receive automatic notifications when reports are approved, refused, or returned to draft. ### Approval Authority **Manager assignment:** Employees have assigned managers configured in their employee records. By default, expense reports route to this manager for approval. **Delegation:** Managers can delegate approval authority to other users during absence. Configure delegation in user preferences or through the absence management system. **Multi-level approval:** For high-value expenses, configure approval thresholds that route reports to senior managers or financial controllers when amounts exceed limits. **💡 Your Knowlix:** *"Show me expense reports over \$500 pending approval"* or *"Approve Sarah's March expense report"* *** ## Posting to Accounting Convert approved expenses into accounting journal entries. ### Journal Entry Creation **To post expenses:** 1. Navigate to **Expenses → Expense Reports** 2. Filter for **Approved** reports 3. Select one or more reports 4. Click **Post Journal Entries** The system creates accounting journal entries based on expense categories and analytic distributions. Report status updates to **Posted**. \[Screenshot: Post journal entries action] **Accounting entry structure:** **For employee reimbursements (Paid By: Employee):** ``` Debit: Expense Account (from category) $100 Credit: Employee Payables $100 ``` **For company-paid expenses (Paid By: Company):** ``` Debit: Expense Account (from category) $100 Credit: Outstanding Credit Card Account $100 ``` ### Journal Configuration Configure expense journals for proper accounting treatment: 1. Navigate to **Accounting → Configuration → Journals** 2. Select or create an **Expense** journal type 3. Configure: * **Default Expense Account:** Fallback account if category lacks specification * **Bank Account:** For direct reimbursement processing * **Company:** Owning company 4. Save **Multi-company environments:** Create separate expense journals for each company to maintain accounting segregation. ### Reviewing Posted Entries **To view accounting entries:** 1. Open the expense report 2. Click the **Journal Entries** smart button 3. Review debit and credit lines 4. Verify account assignments and amounts Posted entries follow standard accounting journal rules and can be reviewed through Accounting module reporting. *** ## Employee Reimbursement Process payments to employees for personal expenses. ### Payment Methods **Integrated with payroll:** Include expense reimbursements in regular payroll processing. The system marks expenses as paid when payroll runs are confirmed. **Direct payment:** Issue separate reimbursement payments outside payroll: 1. Open the posted expense report 2. Click **Register Payment** 3. Configure payment details: * **Payment Date:** Transaction date * **Amount:** Reimbursement total (pre-filled) * **Payment Method:** Check, wire transfer, etc. * **Destination Account:** Employee receivable account 4. Click **Create Payment** \[Screenshot: Register payment dialog] **Batch reimbursement:** Process multiple employee reimbursements simultaneously: 1. Navigate to **Expenses → Expense Reports** 2. Filter for **Posted** status 3. Select multiple reports 4. Click **Register Payment** action 5. Configure batch payment settings 6. Confirm ### Payment Tracking **Report payment status:** * **Paid:** Reimbursement processed through payroll or direct payment * **In Payment:** Payment registered but not yet cleared (checks not cashed, etc.) **Employee payment history:** View all reimbursements to specific employees: 1. Navigate to **Expenses → Reporting → Expenses Analysis** 2. Group by **Employee** 3. Filter for reimbursed expenses 4. Analyze payment timing and amounts *** ## Re-invoicing Expenses to Customers Automatically bill clients for project-related expenses. ### Billable Expense Configuration **Category setup:** 1. Navigate to **Expenses → Configuration → Expense Categories** 2. Open the category you want to make billable 3. Enable **Re-Invoice Expenses** 4. Select invoicing rate: * **At Cost:** Bill exact expense amount * **Sales Price:** Bill using markup (configure sales price on form) 5. Save \[Screenshot: Re-invoice expense configuration] **Sales price markup:** When using **Sales Price** option, set the invoice rate separately from cost. For example: * Cost (actual expense): \$50 * Sales Price (invoice amount): \$75 * Markup: \$25 profit per expense ### Linking Expenses to Sales Orders **Automatic linking:** When creating an expense, select the **Customer** field. The system finds matching sales orders for that customer and links the expense automatically. **Manual linking:** 1. Open the expense record 2. Click the **Sales Orders** smart button 3. Add or modify sales order linkage 4. Save **Project-based linking:** For project expenses, set the **Analytic Distribution** to the project. If the project is linked to a sales order, expenses attach automatically. ### Invoice Generation **Including expenses on customer invoices:** 1. Navigate to the sales order 2. Click **Create Invoice** 3. Select invoice timeframe (automatically includes approved expenses) 4. Review invoice lines (expenses appear as separate line items) 5. Post the invoice **Expense invoice lines:** Each billable expense appears as an invoice line with: * Expense category name as product * Expense description as line description * Invoiced amount (cost or sales price based on category configuration) **Approval requirement:** Only **Approved** expenses appear on customer invoices. Expenses in draft or submitted status are excluded. **💡 Billable Expense Tracking:** Use the Expenses Analysis report to monitor which expenses have been invoiced and which remain billable to customers. *** ## Expense Analytics and Reporting Analyze expense patterns, spending trends, and budget performance. ### Expenses Analysis Report **To access analytics:** Navigate to **Expenses → Reporting → Expenses Analysis** **Available metrics:** * **Total Expenses:** Aggregate spending across selected filters * **Count:** Number of individual expense records * **Average:** Mean expense amount * **Untaxed Amount:** Expense totals before taxes * **Tax Amount:** Total taxes paid **Grouping options:** * **Employee:** See per-person spending * **Category:** Analyze expense types * **Department:** Track departmental costs * **Project/Analytic Account:** Monitor project expenses * **Expense Date:** View trends over time (by month, quarter, year) **Filtering:** * **Date ranges:** Current month, last quarter, fiscal year * **Status:** Approved only, posted, paid * **Company:** Multi-company filtering * **Employee or department:** Focus on specific teams \[Screenshot: Expense analysis dashboard with charts] **Visualization:** Switch between list, chart, and pivot table views for different analytical perspectives. Use charts to identify spending trends, outliers, or policy violations. ### Manager Expense Reports Managers access team expense summaries showing pending approvals, approved amounts, and payment status. **Manager dashboard widgets:** * **Expenses to Approve:** Count of reports awaiting action * **Average Approval Time:** Review cycle metrics * **Top Expense Categories:** Where team spends most * **Policy Violations:** Flagged expenses exceeding thresholds ### Financial Reporting Integration Posted expenses flow into standard financial reports: * **Profit & Loss:** Expense categories appear as operating expenses * **Cash Flow:** Reimbursements show in cash outflows * **Balance Sheet:** Outstanding reimbursements appear in employee payables * **Budget vs. Actual:** Compare expense spending to budgeted amounts **💡 Your Knowlix:** *"Show me travel expenses for Q1 2026"* or *"What's the average meal expense per employee?"* *** ## Expense Management Best Practices ### Submit Expenses Promptly Log expenses within days of purchase while details are fresh. Delayed submissions create payment delays and make receipt verification difficult. ### Attach Clear Receipt Images Photograph receipts immediately after purchase. Ensure images are clear, legible, and include full receipt details (vendor name, date, amount, line items). Accounting may reject expenses with poor receipt quality. ### Use Specific Expense Descriptions Write meaningful descriptions beyond category names. "Client dinner with ABC Corp CFO to discuss Q2 contract" is more useful than "dinner." ### Follow Company Expense Policies Understand per-diem limits, approved vendor lists, advance approval requirements, and category restrictions. Policy violations delay approvals and may result in reimbursement denials. ### Separate Personal and Business Expenses Never include personal charges on business expense reports. If personal items appear on shared receipts (like hotel bills), document clearly and deduct from expense amount. ### Review Reports Before Submission Check that all receipts are attached, amounts are correct, categories are appropriate, and required fields are complete. Incomplete reports get returned for revision, delaying payment. ### Managers: Approve or Refuse Within SLA Establish service level agreements for expense approval (e.g., 3 business days). Delays frustrate employees and disrupt cash flow planning. ### Configure Meaningful Categories Create expense categories that align with your chart of accounts and management reporting needs. Too few categories lose detail; too many create confusion. ### Set Appropriate Approval Thresholds High-value expenses warrant additional scrutiny. Configure multi-level approvals for amounts exceeding business thresholds (e.g., \$1000+ requires director approval). ### Reconcile Company Credit Cards Match company-paid expenses to bank statement transactions regularly. Investigate discrepancies promptly to prevent fraud and ensure accounting accuracy. ### Monitor Expense Trends Review expense analytics monthly. Identify unusual spikes, policy violations, or budget overruns early so management can take corrective action. ### Archive Receipts According to Tax Law Many jurisdictions require maintaining receipt images for 3-7 years. Ensure your document retention policies comply with tax authority requirements. *** ## Troubleshooting Common Issues ### Expense Won't Submit to Report **Possible causes:** * Expense already belongs to another report (check status) * Expense is refused or posted (can't be added to new reports) * Required fields are missing (description, category, amount) **Resolution:** Edit the expense to complete required information or remove from existing report. ### Manager Can't See Submitted Report **Possible causes:** * Report submitted to wrong manager (check manager assignment) * Manager lacks Expenses module access rights * Report filter excluding submitted status **Resolution:** Verify the employee's manager assignment in the employee record. Check user access rights for the Expenses module. ### Posted Expense Has Wrong Account **Possible causes:** * Expense category configured with incorrect expense account * Manual account override on individual expense * Missing account in category configuration (uses journal default) **Resolution:** Review category accounting configuration. Edit the journal entry to correct accounts if needed (requires accounting rights). ### Billable Expense Not Appearing on Invoice **Possible causes:** * Expense not approved (only approved expenses invoice) * Sales order already fully invoiced (no new invoices generated) * Expense not linked to correct customer or sales order * Re-invoice option disabled on expense category **Resolution:** Verify expense approval status and customer linkage. Check that re-invoice expenses is enabled on the category. ### Reimbursement Amount Doesn't Match Expense Total **Possible causes:** * Some expenses marked as company-paid instead of employee reimbursement * Individual expenses were refused during approval * Taxes excluded from reimbursement calculation (configuration setting) **Resolution:** Review individual expenses in the report. Filter for "Employee (to reimburse)" to see actual reimbursement amount. Check refused expenses. *** ## Related Documentation * [Accounting](Accounting.md) - Journal configuration and financial integration * [Projects](../08_Services/Projects.md) - Project expense tracking * [Timesheets](../08_Services/Timesheets.md) - Time and expense management * [Payroll](../06_Human_Resources/Payroll.md) - Expense reimbursement through payroll *** ## Need Help? **Ask Your Knowlix:** * "Log a \$75 taxi expense for the airport transfer" * "Show me all my expenses from last month" * "Submit my expense report to my manager" * "What's the total pending for reimbursement?" * "Create a mileage expense: 120 miles" * "Show expense reports I need to approve" **Contact Support:** For questions about expense policy configuration, approval workflows, accounting integration, or reimbursement processing, contact Knowlix support through the Help menu. # Fiscal Localizations Source: https://docs.knowlix.ai/finance/fiscal-localizations Knowlix fiscal localizations are country-specific module packages that configure the accounting, invoicing, and tax settings required to meet the legal obligations of each jurisdiction. Most localizations primarily affect the Accounting module, but some also extend Point of Sale, e-Commerce, or payroll workflows depending on country-specific requirements. Payroll localizations are documented separately in the Payroll section. **What a localization package includes:** * Pre-configured chart of accounts aligned with local accounting standards * Tax codes, rates, and tax groups compliant with national tax authority requirements * Electronic invoicing formats and submission workflows (where mandated) * Country-specific financial reports, tax returns, and declarations * Fiscal positions and partner identification types * Payment formats (bank transfer files, direct debit standards) \[Screenshot: Accounting settings page showing Fiscal Localization package selector] *** ## Configuration When you install the Accounting module, Knowlix automatically activates the core localization package based on the company's country. Additional localization sub-modules can be installed separately. **Verify or change the active package:** Navigate to **Accounting > Configuration > Settings** and check the **Package** field under the Fiscal Localization section. To switch to a different package, select the new one from the dropdown. Note that changing the package is only possible before any journal entries have been posted. Each company in a multi-company workspace can use a different localization package. In branch company setups, the package is defined on the parent company and applies to all branches. After installing a localization, complete the following setup steps: 1. Review and activate the pre-configured taxes appropriate for your business 2. Verify and adjust the chart of accounts if needed 3. Configure country-specific forms, certificates, or credentials (e.g., electronic invoicing connections) 4. Set up any required payment export formats *** ## Supported Countries Knowlix fiscal localizations are available for the following countries. Countries marked with detailed documentation have dedicated configuration guides covering electronic invoicing, specific tax structures, or compliance workflows. **Africa:** Algeria, Benin, Burkina Faso, Cameroon, Central African Republic, Chad, Comoros, Congo, Democratic Republic of the Congo, Egypt, Equatorial Guinea, Ethiopia, Gabon, Guinea, Guinea-Bissau, Ivory Coast, Kenya, Madagascar, Mali, Mauritius, Morocco, Mozambique, Niger, Nigeria, Rwanda, Senegal, South Africa, Sudan, Tanzania, Tunisia, Uganda, Zambia **Americas:** Argentina, Bolivia, Brazil, Canada, Chile, Colombia, Costa Rica, Dominican Republic, Ecuador, Guatemala, Honduras, Mexico, Panama, Peru, United States of America, Uruguay, Venezuela **Asia-Pacific:** Australia, Bangladesh, China, Hong Kong, India, Indonesia, Japan, Kazakhstan, Malaysia, Mongolia, New Zealand, Pakistan, Philippines, Singapore, Sri Lanka, Taiwan, Thailand, Vietnam **Europe:** Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Ukraine, United Kingdom **Middle East:** Egypt, Jordan, Kuwait, Oman, Qatar, Saudi Arabia, Turkey, United Arab Emirates New country packages are added regularly. Contact your implementation team for the latest availability. *** ## Argentina ### Module Overview | Module | Technical Name | Purpose | | -------------------------------- | ----------------------- | --------------------------------------------------------------------- | | Argentina - Accounting | l10n\_ar | Base localization with AFIP-compliant chart of accounts and taxes | | Argentinean Accounting Reports | l10n\_ar\_reports | VAT Book and VAT Summary reports | | Argentinean Electronic Invoicing | l10n\_ar\_edi | Web service integration with AFIP for electronic invoice generation | | Argentinean eCommerce | l10n\_ar\_website\_sale | Fiscal fields in checkout and automatic electronic invoice generation | | Argentina - Payment Withholdings | l10n\_ar\_withholding | Register withholdings on vendor payments | ### Company Setup Configure the company's **AFIP Responsibility Type** (Responsable Inscripto, Monotributista, IVA Exento, etc.) which determines the applicable document types, tax structure, and electronic invoicing behavior. Three chart of accounts variants are available, each with a different account count: * Monotributista (227 accounts) * IVA Exento (290 accounts) * Responsable Inscripto (298 accounts) ### Electronic Invoicing (AFIP) The AFIP provides two environments - Testing (Prueba) and Production. Configure the environment at **Accounting > Settings > Argentinean Localization**. **Certificate setup:** 1. Generate a Certificate Sign Request (CSR) from within Knowlix 2. Submit the CSR on the AFIP portal to obtain a digital certificate 3. Upload the resulting certificate and private key back to Knowlix ### Document Types Argentinean fiscal law requires specific document type letters on each transaction: * **A** - B2B transactions (Responsable Inscripto customers) * **B** - B2C transactions (end consumer customers) * **E** - Export transactions (requires Incoterms) The appropriate letter is assigned automatically based on the AFIP Responsibility Type of the customer and the configured journal. ### Electronic Invoice Web Services * **wsfev1** - standard electronic invoice for document types A, B, C, M (no line detail required) * **wsbfev1** - Electronic Fiscal Bond for capital goods (Ministry of Economy benefit) * **wsfexv1** - Electronic Export Invoice for international customers Once validated, the AFIP assigns a CAE (authorization code) with an expiration date. The PDF report includes a barcode representing the CAE. ### Withholding Management Argentina uses three main withholding types applicable to vendor payments: * Earnings (Ganancias) - percentage or scale-based * IIBB Total Amount (gross income by province) * IIBB Non-Taxable Assign applicable withholdings to vendor contact records under the Accounting tab. When registering a payment, Knowlix automatically calculates and applies the configured withholdings. The net payment amount (after withholdings) is the amount reconciled with the bank. ### Check Management Install the **l10n\_latam\_check** module for third-party check management. Configure bank journals for Own Checks (outgoing) and Third Party Checks (incoming from customers). The Existing Third Party Checks payment method allows using a received customer check to pay a vendor. ### Reports * **VAT Book** - accessible from Tax Report with the Argentinean VAT Book option; exportable as .zip * **VAT Summary** - monthly VAT totals (internal use, not submitted to AFIP) * **IIBB Sales by Jurisdiction** - gross income validation per province * **IIBB Purchases by Jurisdiction** - gross purchases validation per province *** ## Australia ### Modules | Module | Technical Name | Purpose | | ----------------------- | ---------------------- | --------------------------------------------------------------------------- | | Australia - Accounting | l10n\_au | Base localization with GST-compliant chart of accounts | | Australian Reports | l10n\_au\_reports | Taxable Payments Annual Report (TPAR) and Business Activity Statement (BAS) | | Australia - Payroll | l10n\_au\_hr\_payroll | Australian payroll with STP Phase 2 support | | Employment Hero Payroll | l10n\_employment\_hero | Sync Employment Hero pay runs with Knowlix journal entries | Two-factor authentication is mandatory for Australian users and cannot be disabled. ### GST Configuration Australia's standard GST rate is 10%. Pre-configured tax codes include: **Sales taxes:** * **10% GST** - standard GST sales * **0% EX** - GST-free exports * **0% F** - GST-free domestic sales * **0% INP** - input-taxed sales * **100% Adj** - adjustments **Purchase taxes:** * **10% GST** - standard GST purchases * **10% C** - capital purchases * **10% PRIV** - purchases for private use or non-deductible items * **10% INP** - purchases for input-taxed sales * **0% F** - GST-free purchases * **No ABN** - withholding tax for suppliers without ABN ### Business Activity Statement (BAS) The BAS is generated at **Accounting > Reporting > BAS**. It aggregates GST collected on sales and GST credits on purchases for the reporting period, along with PAYG withholding amounts. The report maps automatically to ATO reporting labels (G1, G2, W1, W2, etc.). ### Taxable Payments Annual Report (TPAR) The TPAR is required for businesses in specific industries (building and construction, cleaning, courier services, information technology, security, investigation, surveillance). It reports payments made to subcontractors. Configure TPAR-eligible fiscal positions on vendor records and use the TPAR-specific tax variants on purchase invoices for those vendors. Generate the report at **Accounting > Reporting > TPAR**. ### ABA Credit Transfer The Australian localization includes ABA file generation for batch bank transfers. Configure the ABA format on the bank journal to generate payment files compatible with Australian financial institutions. *** ## Belgium ### Modules Belgium's localization includes: * Base accounting with the Belgian PCMN chart of accounts * Electronic invoicing via Peppol network * Disallowed expenses report * 281.50 forms for withholding reporting * CODA bank statement import ### VAT Configuration Belgium uses standard EU VAT rates. The localization pre-configures: * Standard rate (21%) * Reduced rates (12%, 6%) * Zero rate * EU intra-community reverse charge ### Fedict/Belgian XML Tax Return The Belgian VAT return can be exported as XML for submission to the Belgian tax authority (FPS Finance) through the Intervat platform. *** ## Brazil ### Modules | Module | Purpose | | ----------------------------- | ------------------------------------------ | | Brazil - Accounting | NF-e electronic fiscal notes, SPED reports | | Brazilian CNPJ/CPF validation | Vendor and customer identifier validation | | Brazil - Inventory | Fiscal positions for inventory movements | ### Electronic Fiscal Notes (NF-e) Brazil requires NF-e (Nota Fiscal Eletrônica) for most commercial transactions. Configure the SEFAZ (Secretaria da Fazenda) connection with digital certificates and transmit invoices through the authorized web services. Configure the company's CNPJ, state registration, municipal registration, and regime tributário before generating NF-e documents. ### Brazilian Taxes Brazil uses a complex multi-level tax system including: * **ICMS** - state circulation tax (varies by state) * **PIS/COFINS** - federal contributions on revenue * **ISS** - municipal service tax * **IPI** - federal industrialized products tax * **IRRF/CSLL** - withholding taxes on services Fiscal positions map taxes and accounts automatically based on customer/vendor state and transaction type. *** ## Canada ### Modules The Canadian localization provides: * Chart of accounts compliant with CPA Canada standards * GST/HST and QST tax configuration * T4 statement preparation support (with payroll module) ### GST/HST Configuration Tax rates vary by province. Pre-configured rates include: * Federal GST (5%) * HST for participating provinces (13%-15%) * Quebec QST (9.975%) * Zero-rated and exempt categories ### Province-Specific Tax Groups Fiscal positions automatically apply the correct combined federal/provincial tax based on the customer's province of delivery. *** ## Chile ### Modules Chile's localization includes electronic Document Type Folio (DTE) integration with the SII (Servicio de Impuestos Internos). ### Electronic Invoicing (SII) Configure the company's RUT (tax ID), digital certificate, and SII environment (testing or production). The Factura Electrónica, Boleta Electrónica, and Nota de Crédito Electrónica are generated and submitted directly through the SII web services. Document types include: * **33** - Electronic Invoice (Factura Electrónica) * **34** - Tax-Exempt Electronic Invoice * **39** - Electronic Receipt (Boleta Electrónica) * **61** - Credit Note * **56** - Debit Note *** ## Colombia ### Modules Colombia's localization includes DIAN (Dirección de Impuestos y Aduanas Nacionales) electronic invoicing with UBL 2.1 format. ### Electronic Invoicing (DIAN) Configure the company's NIT, DIAN resolution number and range, and connect through an authorized technology provider. Electronic invoices require: * Company NIT with check digit * DIAN-assigned consecutive numbering range * Digital signature certificate * Transmission through Knowlix's DIAN integration ### Taxes Colombia uses IVA (typically 19%), plus consumption tax, withholding taxes (retefuente, reteiva, reteica), and industry and commerce tax. *** ## France ### Modules | Module | Purpose | | ------------------- | ---------------------------------------------- | | France - Accounting | French chart of accounts (PCG), FEC export | | France - FEC Import | Import FEC files from other accounting systems | | France - Payroll | French payroll with URSSAF contributions | ### FEC (Fichier des Écritures Comptables) French law requires exporting accounting data in FEC format for tax audits. Generate at **Accounting > Reporting > General Ledger > Export FEC**. ### Electronic Invoicing (Chorus Pro) For B2G (business to government) transactions, invoices must be submitted through the Chorus Pro platform in UBL or CII format. Configure the SIRET number and transmission method for public sector customers. *** ## Germany ### Modules Germany's localization includes: * DATEV export for accountant handoff * Skonto (early payment discount) handling compliant with German invoice requirements * Electronic invoice formats for B2B and B2G transactions ### DATEV Export Generate DATEV-compatible CSV exports at **Accounting > Reporting > DATEV Export** for import into DATEV accounting software used by German tax advisors. ### ZUGFeRD / XRechnung Germany supports ZUGFeRD (hybrid PDF/XML) and XRechnung (pure XML) electronic invoice formats. Configure the format on the journal or per customer. These formats are required for B2G invoicing and increasingly expected for B2B. *** ## India ### Modules | Module | Purpose | | ------------------ | ------------------------------------------------------- | | India - Accounting | GST chart of accounts, HSN/SAC code support | | India - GST | GST return preparation and e-Way Bill integration | | India - E-Invoice | IRN generation via the NIC portal (e-invoicing mandate) | ### GST Configuration India's GST structure includes: * **CGST** - Central GST (for intra-state transactions) * **SGST/UTGST** - State/Union Territory GST * **IGST** - Integrated GST (for inter-state transactions) * **Cess** - additional cess on specific goods Rates (0%, 5%, 12%, 18%, 28%) are applied based on HSN (Harmonized System of Nomenclature) codes on products. ### E-Invoicing (IRN) For businesses above the turnover threshold, electronic invoices must be registered with the Invoice Registration Portal (IRP) to obtain an Invoice Reference Number (IRN) and QR code. Configure the GST number, username, and password for IRP integration. ### GSTR Reports The localization generates GSTR-1 (outward supplies) and GSTR-3B (summary return) reports formatted for direct upload to the GST portal. *** ## Indonesia ### Modules Indonesia's localization includes: * Chart of accounts for Indonesian PSAK standards * PPN (VAT) configuration at 11% * eFaktur electronic VAT invoice integration with the DJP (Directorate General of Taxes) ### eFaktur Integration Configure the NPWP (tax ID), eFaktur certificate, and DJP credentials. Electronic VAT invoices are generated with serial numbers from the DJP allocation and submitted through the eFaktur web application. *** ## Italy ### Modules | Module | Purpose | | ------------------ | -------------------------------------------------- | | Italy - Accounting | Italian chart of accounts, SDI e-invoicing | | Italy - E-Invoice | FatturaPA format for Sistema di Interscambio (SDI) | ### FatturaPA (SDI E-Invoicing) Italy requires all B2B and B2G invoices to be transmitted through the SDI (Sistema di Interscambio) in FatturaPA XML format. Configure the company's codice fiscale and partita IVA, and set up the SDI transmission method. The localization generates FatturaPA files automatically upon invoice confirmation for customers with an SDI code or PEC (certified email) configured. *** ## Mexico ### Modules | Module | Technical Name | Purpose | | ----------------------------- | --------------------- | ----------------------------------------------------- | | Mexico - Accounting | l10n\_mx | SAT-compliant chart of accounts and taxes | | Mexico - Electronic Invoicing | l10n\_mx\_edi | CFDI 4.0 generation and PAC transmission | | Mexico - Payroll | l10n\_mx\_hr\_payroll | Mexican payroll with IMSS and INFONAVIT contributions | ### CFDI Electronic Invoicing (SAT) Mexico requires CFDI (Comprobante Fiscal Digital por Internet) version 4.0 for all commercial transactions. Configuration requires: * RFC (tax registration number) for the company and all customers/vendors * Digital seal (FIEL/e.firma) certificate and private key * Connection to a PAC (Authorized Certification Provider) * CFDI Use codes and payment method codes on each transaction CFDI document types supported: * **I** - Ingreso (income/invoice) * **E** - Egreso (credit note) * **P** - Pago (payment complement) * **N** - Nómina (payroll) * **T** - Traslado (inventory transfer) The payment complement (CFDI-P) must be generated when payment is received for a previously issued invoice; this is legally required for proper tax reporting. ### SAT Taxes * **IVA 16%** - standard VAT on goods and services * **IVA 8%** - reduced rate for northern border regions * **IVA 0%** - zero rate for specific goods and exports * **IEPS** - special tax on production and services (beverages, tobacco, fuel) * **ISR withholding** - income tax withholding * **IVA withholding** - VAT withholding (applicable to specific transaction types) *** ## Netherlands ### Modules Netherlands includes: * Dutch chart of accounts (RGS - Referentie Grootboekschema) * Peppol electronic invoicing support * BTW (VAT) return generation for filing with the Belastingdienst ### Peppol E-Invoicing Dutch businesses can send and receive electronic invoices via the Peppol network. Configure the KVK number (Chamber of Commerce registration) and Peppol access point to enable direct UBL invoice exchange. *** ## Saudi Arabia ### Modules | Module | Purpose | | -------------------------- | ------------------------------------- | | Saudi Arabia - Accounting | ZATCA-compliant chart of accounts | | Saudi Arabia - E-Invoicing | ZATCA Phase 1 and Phase 2 integration | ### ZATCA E-Invoicing Saudi Arabia's Zakat, Tax and Customs Authority (ZATCA) mandates e-invoicing in two phases: **Phase 1 (Generation):** Invoices must be generated in a structured XML format with a QR code. All B2B and B2C invoices must comply. **Phase 2 (Integration):** Real-time transmission of invoices to the ZATCA Fatoora platform. Requires cryptographic stamps, unique sequential numbering, and direct API integration. Configure the company's Tax Identification Number (TIN), VAT registration, and ZATCA cryptographic credentials (CSID) to enable Phase 2 compliance. *** ## Spain ### Modules Spain's localization includes: * Spanish PGCE chart of accounts (accounting plan) * SII (Suministro Inmediato de Información) electronic invoicing for large businesses * Modelo 303, 390, 347, and other tax return forms * SEPA direct debit ### SII Real-Time Reporting Large Spanish companies must report invoice data to the AEAT (Tax Agency) within 4 calendar days of issue. The SII integration transmits invoice details automatically through the AEAT web service. *** ## United Kingdom ### Modules | Module | Purpose | | ----------------------- | ----------------------------------------- | | UK - Accounting | UK chart of accounts, MTD VAT integration | | UK - Making Tax Digital | Direct VAT return submission to HMRC | ### Making Tax Digital (MTD) MTD requires all VAT-registered UK businesses to submit VAT returns digitally through HMRC-approved software. Configure the company's VAT number and authorize the HMRC OAuth connection. VAT returns generated in Knowlix can be submitted directly to HMRC through the MTD API. ### UK Chart of Accounts Follows standard UK accounting categories aligned with FRS 102. The pre-configured accounts cover the typical requirements for SME reporting. *** ## United States ### Modules | Module | Technical Name | Purpose | | -------------------------- | --------------------- | -------------------------------------------------- | | United States - Accounting | l10n\_us | US chart of accounts, 1099 reporting | | Avatax Integration | account\_avatax | Real-time sales tax calculation via Avalara AvaTax | | United States - Payroll | l10n\_us\_hr\_payroll | US federal and state payroll tax compliance | ### Sales Tax US sales tax rates vary by state, county, and city. Options for handling sales tax: 1. **Manual configuration** - create tax records per jurisdiction and assign to products and customers based on tax nexus 2. **AvaTax integration** - connect Avalara's AvaTax service for automatic real-time tax calculation based on customer address, product type, and nexus rules ### 1099 Reporting The US localization generates 1099-MISC and 1099-NEC reports for vendor payments requiring IRS reporting. Configure the 1099 box on expense accounts and mark vendors as 1099-eligible. Generate the report at **Accounting > Reporting > 1099 Report**. ### NACHA Payments The US bank payment format is ACH/NACHA. Configure the NACHA format on bank journals to generate batch payment files for submission to your financial institution. *** ## United Arab Emirates ### Modules UAE's localization includes: * UAE chart of accounts * VAT compliance (introduced at 5% in 2018) * Withholding tax configuration where applicable ### VAT Configuration The UAE Federal Tax Authority (FTA) requires VAT registration for businesses exceeding AED 375,000 in annual taxable supplies. Pre-configured tax codes: * **5% VAT** - standard rate on most goods and services * **0% VAT** - zero-rated (certain healthcare, education, international transport, exports) * **Exempt** - specific financial services and residential property Generate the VAT return report formatted for FTA submission at **Accounting > Reporting > Tax Return**. *** ## Vietnam ### Modules Vietnam's localization includes: * Vietnamese chart of accounts (compliant with Circular 200) * VAT (GTGT) and special consumption tax configuration * E-invoice integration with the General Department of Taxation ### E-Invoicing (HTKK/eTax) Vietnamese regulations require electronic invoices for all commercial transactions. The localization supports: * Invoice issuance with the required Vietnamese fields (tax code, invoice series, invoice number) * XML format compliant with Circular 78 requirements * Transmission to the tax authority notification system *** ## Best Practices Install only the localization packages for the countries where the company operates; unnecessary packages add configuration complexity without benefit. After installing a new localization, review and deactivate taxes that do not apply to the company's specific activities (e.g., luxury tax codes for companies not selling luxury goods). Keep electronic invoicing credentials and certificates current; expired certificates cause invoice submission failures. Use fiscal positions to automate tax and account substitutions for international customers and vendors, reducing manual selection errors. Test electronic invoicing in the sandbox or testing environment before switching to production to avoid submitting incorrect documents to tax authorities. **Your Knowlix:** *"Which fiscal localization is currently active for this company?"* or *"Show me all inactive taxes for the current localization"* or *"What is the VAT return status for this quarter?"* or *"List all customers missing required fiscal identification numbers"* or *"Show me all electronic invoices that failed validation this month"* or *"Which vendors are configured for 1099 reporting?"* or *"Generate the VAT book report for Argentina for last month"* or *"Show me all pending electronic invoice submissions"* # Payment Providers Source: https://docs.knowlix.ai/finance/payment-providers Knowlix integrates with online payment processors to accept customer payments through eCommerce checkouts, customer portals, and invoice payment pages. Customers pay sales orders, invoices, and subscriptions using credit cards, digital wallets, bank transfers, and regional payment methods without leaving your digital storefront. Payment provider integrations connect your Knowlix system to third-party payment processors that handle sensitive financial data securely. Your database never stores credit card numbers or banking credentials. Instead, payment providers process transactions on their secure servers and return transaction references to Knowlix for record keeping. Configure multiple payment providers to offer customers payment method choices based on their geographic location, currency, or preferred payment type. Each provider supports different payment methods (cards, bank transfers, digital wallets) with varying features like saved payment methods, manual authorization, partial refunds, and express checkout options. All payment transactions integrate with accounting journals, automatically creating financial entries when payments are confirmed. Track payment status from authorization through settlement, manage refunds directly from Knowlix, and reconcile payments with bank statements through standard accounting workflows. **Key capabilities:** * Accept online payments through eCommerce and customer portals * Support for credit cards, digital wallets, and regional payment methods * Secure tokenization for saved payment methods and recurring billing * Manual payment authorization with delayed capture * Full and partial refund processing * Multi-currency support with automatic exchange rates * Integration with accounting for automatic journal entries > **Important:** Payment processor accounts require separate registration with providers. Each processor has its own pricing, supported countries, currencies, and features. Research provider options before selecting integration partners. **💡 Pro Tip:** Ask Your Knowlix for payment operations: *"Show me failed payment transactions from last week"* or *"Enable the credit card payment method for customers"* *** ## Payment Provider Types Different payment processors serve different markets and use cases. ### Global Payment Processors Large international payment providers support businesses worldwide with broad currency and payment method coverage. These processors typically offer: * Credit and debit card processing (Visa, Mastercard, American Express) * Digital wallet integration (Apple Pay, Google Pay) * Advanced features (tokenization, manual capture, express checkout) * Developer-friendly APIs and webhooks * Fraud detection and chargeback management **Common global processors:** Stripe, PayPal, Adyen, Authorize.Net ### Regional Payment Processors Regional providers focus on specific geographic markets, offering payment methods popular in those regions. These processors excel at: * Local payment method support (bank transfers, cash payment systems) * Local currency processing * Regional compliance and regulations * Market-specific fraud prevention * Lower processing fees for domestic transactions **Regional processor examples:** * Asia-Pacific: AsiaPay, Xendit, Razorpay (India) * Latin America: Mercado Pago, Nuvei * Europe: Worldline, Mollie, Buckaroo * Middle East/Africa: Amazon Payment Services, Flutterwave ### Bank-Based Payment Methods Direct bank payment options don't require third-party processors but involve manual processing: **Wire Transfer:** Customers receive bank account details and payment reference codes. They complete bank transfers through their banking interfaces. You manually confirm receipt and reconcile payments. **SEPA Direct Debit:** European banking system for recurring charges. Customers authorize direct debits from their bank accounts. Requires establishing SEPA mandates with signed customer authorization. \[Screenshot: Payment provider selection interface] *** ## Payment Provider Configuration Connect payment processors to accept online payments. ### Enabling Payment Providers **To activate a payment provider:** 1. Navigate to **Accounting → Configuration → Payment Providers** (or **eCommerce → Configuration → Payment Providers**) 2. Select the provider from the list 3. Configure the **Credentials** tab: * Enter API keys and credentials from the provider's dashboard * Configure webhook URLs for transaction notifications * Set authentication tokens and security keys 4. Configure the **Configuration** tab: * Select supported payment methods * Set currency and country restrictions * Enable optional features (tokenization, manual capture) * Configure payment journal assignment 5. Set **State** to **Enabled** 6. Click **Save** \[Screenshot: Payment provider configuration form] **Provider visibility:** Enabled providers automatically publish to eCommerce checkouts and customer portals. Customers see available payment methods during checkout based on transaction currency, customer country, and payment amount. **Unpublishing providers:** Click the **Published** toggle to hide payment providers without disabling them. Unpublished providers remain configured but don't appear in payment forms. ### Test Mode Try payment integrations without processing real transactions. **To enable test mode:** 1. Register for the provider's sandbox or test account 2. Obtain test-mode API credentials 3. In Knowlix, set the provider's **State** to **Test Mode** 4. Enter test credentials in the **Credentials** tab 5. Process test transactions using provider-supplied test card numbers Test mode transactions create transaction records in Knowlix but don't charge real payment methods or appear on actual bank statements. > **Testing best practice:** Use test mode on duplicate databases or staging environments to avoid confusion with production transaction numbering and accounting sequences. **💡 Your Knowlix:** *"Switch Stripe to test mode"* or *"Show me test payment transactions"* *** ## Payment Methods Individual payment methods connect to payment providers. ### Payment Method Management Payment providers support various payment methods (credit cards, bank transfers, digital wallets). Configure which methods are available to customers: 1. Navigate to **Accounting → Configuration → Payment Providers** 2. Select a provider 3. In the **Configuration** tab, click **Enable Payment Methods** 4. Toggle individual payment methods on or off 5. Drag and drop methods to reorder their display sequence \[Screenshot: Payment methods list with toggle switches] **Payment method visibility:** Customers see only payment methods that meet all criteria: * Method is enabled for the provider * Provider supports customer's currency * Provider supports customer's country * Transaction amount is within method limits ### Payment Method Icons Customize payment method branding displayed during checkout. **To modify method icons:** 1. Navigate to **Accounting → Configuration → Payment Methods** 2. Select the payment method 3. Hover over the icon image and click the edit icon 4. Upload a new image 5. Save **Brand icons:** Payment methods like "Credit Card" show logos for supported card brands (Visa, Mastercard, Amex). Configure brand icons in the **Brands** tab of the payment method form. *** ## Tokenization (Saved Payment Methods) Allow customers to save payment details for future purchases. ### How Tokenization Works When tokenization is enabled, customers can opt to save their payment information during checkout. The payment provider creates a secure token representing the payment method. Knowlix stores this token reference (not actual card numbers) for future use. **Benefits:** * Faster checkout for returning customers * Enables recurring subscription payments * Improves conversion rates * Maintains PCI compliance (no card data storage) **Customer control:** Customers manage saved payment methods through the customer portal. They can add new payment methods, delete saved methods, or assign saved methods to subscriptions. ### Enabling Tokenization **To allow saved payment methods:** 1. Navigate to **Accounting → Configuration → Payment Providers** 2. Select a provider that supports tokenization 3. Open the **Configuration** tab 4. Enable **Allow Saving Payment Methods** 5. Save \[Screenshot: Tokenization setting enabled] > **Provider support:** Not all payment providers support tokenization. Check provider documentation for availability and requirements. **💡 Subscription Integration:** Tokenized payment methods are essential for recurring subscription billing. Customers authorize one-time, and subscriptions charge automatically without manual payment each billing cycle. *** ## Manual Payment Capture Authorize payments separately from capturing funds. ### Two-Step Payment Processing Manual capture splits payment processing into authorization and capture phases: **Authorization:** Verifies payment method validity and reserves funds. The customer's available credit decreases, but no money transfers yet. **Capture:** Actually charges the payment method and transfers funds. Can be done hours or days after authorization. **Use cases:** * **Pre-shipment verification:** Authorize at order placement, capture at shipment * **Fraud review:** Authorize payment, review order legitimacy, then capture * **Refund cost avoidance:** Void authorizations instead of refunding captured payments (many providers don't charge fees for voiding) * **Deposit holds:** Authorize larger amounts, capture actual charges, void the remainder ### Enabling Manual Capture **To activate manual capture:** 1. Navigate to **Accounting → Configuration → Payment Providers** 2. Select a provider that supports manual capture 3. Open the **Configuration** tab 4. Enable **Capture Amount Manually** 5. Save \[Screenshot: Manual capture configuration] ### Capturing Authorized Payments **To capture payment:** 1. Navigate to the sales order or invoice 2. Locate the **Capture Transaction** button 3. Verify the capture amount 4. Click **Capture Transaction** The payment processes immediately and funds transfer to your account. **To void authorization:** Click **Void Transaction** instead of capturing. Funds release back to the customer's payment method without charging. **Partial capture:** Some providers allow capturing only part of the authorized amount. For example, authorize $500, capture $450, void the remaining \$50. Partial capture availability depends on provider capabilities. > **Authorization expiration:** Payment providers automatically void authorizations after a timeout period (typically 7-30 days depending on provider). Capture payments before expiration or authorizations cancel automatically. **💡 Your Knowlix:** *"Capture payment for sales order SO025"* or *"Show me pending authorized payments"* *** ## Refund Processing Return payments to customers directly from Knowlix. ### Issuing Refunds For supported providers, process refunds without accessing provider dashboards: 1. Navigate to the payment transaction 2. Click **Refund** 3. Enter the refund amount (full or partial based on provider support) 4. Add a refund reason (internal reference) 5. Click **Confirm Refund** The refund processes immediately through the payment provider. Funds typically return to customer payment methods within 5-10 business days depending on banking institutions. \[Screenshot: Refund dialog] **Refund capabilities:** * **Full refunds:** Return entire transaction amount * **Partial refunds:** Return portion of transaction (if provider supports partial refunds) * **Multiple partial refunds:** Issue several partial refunds until full amount is refunded **Accounting integration:** Refunds automatically create accounting journal entries to reverse the original payment entry and adjust revenue accounts. *** ## Express Checkout Enable one-click payments with digital wallets. ### Express Checkout Options Express checkout allows customers to skip checkout form fields by using saved payment information from digital wallet providers: **Apple Pay:** iPhone and Mac users authenticate with Touch ID or Face ID **Google Pay:** Android users and desktop Chrome users authenticate with saved Google payment methods **Customer experience:** 1. Customer clicks express checkout button (Apple Pay or Google Pay) on the cart page 2. Payment provider displays payment confirmation dialog with shipping and billing addresses from the wallet 3. Customer authenticates (fingerprint, face scan, or PIN) 4. Payment processes and order confirms immediately ### Enabling Express Checkout **To activate express checkout:** 1. Navigate to **Accounting → Configuration → Payment Providers** 2. Select a provider that supports express checkout (Stripe, Adyen) 3. Open the **Configuration** tab 4. Enable **Allow Express Checkout** 5. Configure required provider-specific settings 6. Save \[Screenshot: Express checkout buttons on eCommerce cart] > **Pricing note:** Express checkout payment forms always display prices including taxes regardless of your standard tax display settings. *** ## Payment Availability Restrictions Control when payment providers are available to customers. ### Currency Restrictions Payment providers support different currency lists. Configure the **Currencies** field to limit availability: * **Specified currencies:** Provider only appears for transactions in listed currencies * **Empty currency list:** Provider available for all currencies (some providers may decline unsupported currencies during processing) ### Country Restrictions Limit providers based on customer billing country: Configure the **Countries** field to restrict availability: * **Specified countries:** Provider only appears for customers in listed countries * **Empty country list:** Provider available for all countries ### Maximum Amount Limits Set transaction amount maximums for payment methods: 1. Navigate to **Accounting → Configuration → Payment Providers** 2. Select the provider 3. In the **Configuration** tab, set **Maximum Amount** 4. Save Providers with maximum amounts only appear for transactions below the threshold. Set to 0.00 for no limit. **Use case:** Restrict high-risk or low-margin payment methods (like American Express with higher fees) to smaller transactions. \[Screenshot: Payment availability configuration] *** ## Payment Journal Configuration Connect payment providers to accounting journals. ### Journal Assignment Payment providers must link to accounting journals to create financial entries: 1. Navigate to **Accounting → Configuration → Payment Providers** 2. Select the provider 3. Open the **Configuration** tab 4. Select a **Payment Journal** (must be Bank journal type) 5. Save **Default behavior:** By default, all payment providers use the primary "Bank" journal. For better transaction tracking, create dedicated journals for each provider: 1. Navigate to **Accounting → Configuration → Journals** 2. Click **New** 3. Select **Bank** journal type 4. Name it after the provider (e.g., "Stripe Payments") 5. Configure the bank account 6. Save 7. Assign this journal to the payment provider \[Screenshot: Payment journal selection] ### Outstanding Accounts Payments from third-party processors may not deposit immediately into your bank account. Configure outstanding accounts for cleaner accounting: 1. Open the payment provider 2. Configure an **Outstanding Account** separate from your bank account 3. Save **Accounting workflow with outstanding accounts:** 1. Customer pays online → Creates entry crediting Outstanding Account 2. Provider deposits funds to bank → Manual journal entry moves from Outstanding to Bank Account 3. Bank statement reconciliation → Confirms the deposit This workflow separates provider settlements from customer payments for clearer cash flow tracking. *** ## Security and Compliance ### PCI Compliance Payment provider integrations keep Knowlix PCI compliant by design: * **No card storage:** Credit card numbers never touch Knowlix servers * **Tokenized references:** Only secure provider-issued tokens store in the database * **Minimal PCI scope:** Your PCI compliance requirements reduce to provider selection and basic security practices **Compliance documentation:** Most payment providers offer PCI compliance attestation documents upon request. Consult providers for Self-Assessment Questionnaires (SAQ) relevant to your implementation. ### Webhook Security Payment providers send transaction updates via webhooks (HTTP callbacks to your Knowlix server). Knowlix validates webhook authenticity using: * **Signature verification:** Cryptographic signatures prove messages originate from the provider * **Secret keys:** Shared secrets known only to you and the provider * **HTTPS encryption:** All webhook traffic uses encrypted connections Never disable webhook signature validation or expose webhook secrets. *** ## Payment Transaction Management ### Viewing Transactions **To access payment transactions:** Navigate to **Accounting → Configuration → Payment Transactions** (Requires developer mode) **Transaction information:** * **Reference:** Internal transaction identifier * **Provider:** Which payment provider processed the transaction * **Amount:** Transaction value and currency * **State:** Current transaction status * **Customer:** Who made the payment * **Payment Method:** How they paid * **Tokenization Status:** Whether payment method was saved \[Screenshot: Payment transactions list] ### Transaction States **Draft:** Transaction created but not yet submitted to provider **Pending:** Awaiting confirmation from payment provider **Authorized:** Payment method verified, funds reserved, not yet captured **Confirmed:** Payment successfully processed and captured **Cancelled:** Transaction cancelled before completion **Error:** Payment processing failed ### Transaction Troubleshooting **To diagnose payment issues:** 1. Enable developer mode 2. Navigate to **Accounting → Configuration → Payment Transactions** 3. Open the failed transaction 4. Review the **State Message** field for provider error details 5. Check **Provider Reference** for provider-side transaction ID 6. Consult provider dashboard for additional error details Common failure causes: * Invalid or expired credentials * Insufficient customer funds * Bank decline (fraud prevention) * Currency or country restrictions * Provider service outages **💡 Your Knowlix:** *"Show me failed transactions from this month"* or *"Find transactions for customer ABC Corp"* *** ## Best Practices ### Offer Multiple Payment Methods Different customers prefer different payment methods. Provide at least one card processor and one alternative (PayPal, digital wallets, or regional methods) to maximize conversion. ### Test Before Going Live Always test payment flows in test mode before enabling production credentials. Verify successful payments, refunds, and failure scenarios with test card numbers. ### Monitor Failed Transactions Review failed payment reports weekly. High failure rates indicate configuration issues, customer friction, or fraud problems requiring attention. ### Keep Credentials Secure Payment provider API keys grant access to financial transactions. Store credentials securely, limit access to authorized administrators, and rotate keys if compromise is suspected. ### Configure Appropriate Availability Restrictions Don't enable payment providers for unsupported currencies or countries. Customers experience poor experience when payment methods appear but fail during processing. ### Use Webhooks for Real-Time Updates Configure webhooks properly so transaction status updates immediately. Without webhooks, status updates delay until customer returns to confirmation pages. ### Set Up Dedicated Payment Journals Create separate accounting journals for each major payment provider. This simplifies reconciliation, fee tracking, and financial reporting. ### Review Provider Fee Structures Payment processing fees vary significantly between providers and payment methods. Understand the total cost (transaction fees, currency conversion, monthly minimums) before selecting providers. ### Keep Provider Integrations Updated Payment providers occasionally update APIs or security requirements. Monitor provider communications for mandatory updates and apply them promptly. ### Document Provider Credentials Maintain secure documentation of which team members have provider dashboard access, where credentials are stored, and how to recover access if needed. ### Plan for Provider Downtime Payment processors occasionally experience outages. Have backup providers configured or alternative payment methods (like wire transfer) available during primary provider downtime. ### Comply with Regional Regulations Different countries have different payment processing regulations (PSD2 in Europe, PCI DSS globally). Ensure your provider selection and configuration comply with applicable laws. *** ## Troubleshooting Common Issues ### Provider Won't Enable **Possible causes:** * Missing required credentials * Invalid API keys (typos, wrong environment keys) * Webhook URL not accessible from provider servers * Provider account not fully activated **Resolution:** Double-check credentials match provider dashboard exactly. Ensure your Knowlix installation is publicly accessible (not localhost). Verify provider account is active and verified. ### Payment Methods Don't Appear at Checkout **Possible causes:** * Provider not published * Currency restrictions exclude transaction currency * Country restrictions exclude customer location * Amount exceeds maximum limit * Payment method not enabled for provider **Resolution:** Review availability restrictions in provider configuration. Enable developer mode and use the payment form diagnostics tool (bug icon on payment form) to see exact availability reasons. ### Customers Can't Save Payment Methods **Possible causes:** * Tokenization not enabled on provider * Provider doesn't support tokenization feature * Customer payment method type doesn't support tokenization **Resolution:** Enable "Allow Saving Payment Methods" on provider configuration. Verify the provider supports tokenization in their documentation. ### Webhooks Not Working **Possible causes:** * Webhook URL incorrect in provider dashboard * Webhook signature validation failing (wrong secret key) * Firewall blocking provider webhook IPs * HTTPS certificate invalid **Resolution:** Verify webhook URL in provider dashboard matches exactly. Check webhook secret keys. Review server logs for incoming webhook requests. Confirm SSL certificate is valid and trusted. ### Refunds Failing **Possible causes:** * Provider account lacks refund permissions * Original transaction too old (some providers limit refund windows) * Insufficient funds in provider account * API credentials lack refund capability **Resolution:** Check provider dashboard permissions. Verify transaction is within refund window. Some providers require manual refund processing through their dashboard. ### Test Mode Transactions Appearing in Production **Possible causes:** * Provider state set to "Enabled" instead of "Test Mode" * Using production credentials in test environment * Test transactions not properly flagged **Resolution:** Verify provider state is "Test Mode" when testing. Use test environment credentials, not production keys. Keep test and production databases separate. *** ## Related Documentation * [Accounting](Accounting.md) - Journal configuration and financial entries * [eCommerce](../04_Websites/Ecommerce.md) - Online payment checkout flows * [Subscriptions](../03_Sales/Subscriptions.md) - Recurring payment configuration * [Customer Portal](../01_Essentials/Portal.md) - Online invoice payment *** ## Need Help? **Ask Your Knowlix:** * "Enable Stripe payment provider" * "Show me pending payment authorizations" * "Which payment methods are available for EUR transactions?" * "Refund transaction PAY-12345" * "Show failed payments from last week" * "Configure tokenization for credit cards" **Contact Support:** For questions about payment provider selection, API credential configuration, webhook troubleshooting, or PCI compliance requirements, contact Knowlix support through the Help menu or consult your payment provider's technical documentation. *** ## Provider-Specific Notes Knowlix supports integration with numerous payment processors. Each provider has unique configuration requirements, supported features, and geographic availability. Consult provider documentation and support resources for detailed setup instructions specific to your chosen providers. **When selecting providers, consider:** * Geographic coverage (supported countries) * Currency support * Payment method availability * Transaction fees and pricing * Settlement timing (how quickly funds reach your account) * Feature support (tokenization, manual capture, refunds) * Technical support quality * Compliance and certification > **Implementation Support:** For detailed provider-specific configuration guidance, consult payment provider documentation, contact provider support teams, or work with your Knowlix implementation partner for setup assistance. # Apps Modules Source: https://docs.knowlix.ai/general-settings/apps-modules Knowlix capabilities are extended through installable application modules. The Apps dashboard provides centralized management for installing, upgrading, and removing system modules. > **Important:** Installing or removing modules affects database records and may change subscription costs. Always test changes in a staging environment before applying to production databases. *** ## Browsing Apps Navigate to the **Apps** application to view available modules. A default filter shows primary applications. Select **Extra** from the Filters menu to also display technical modules and supporting dependencies. *** ## Installing Applications Find the desired application using the search bar or by browsing the catalog. Click **Activate** on the application card to install. **Dependency installation:** Some applications require other modules to function. The system automatically installs required dependencies when you activate an app, even if you do not plan to use the dependency directly. If an application does not appear in the list, activate Developer mode and run **Apps → Update Apps List** to refresh the catalog. *** ## Upgrading Applications When system updates are available, upgrade individual applications to receive new features and improvements. Navigate to the application in the Apps dashboard, click the menu icon on the app card, and select **Upgrade**. *** ## Uninstalling Applications > **Warning:** Uninstalling an application permanently deletes all related database records. This action cannot be undone. Test in a duplicate database before proceeding on production. Click the menu icon on the application card and select **Uninstall**. The confirmation window displays: * **Apps to Uninstall**: Application and all dependent modules that will be removed * **Documents to Delete**: Database records that will be permanently deleted Enable **Show All** to view every dependency scheduled for removal. Click **Uninstall** to confirm and proceed. **Dependency cascading:** Removing one app may trigger removal of other apps that depend on it. Review the full removal list carefully before confirming. # Companies Source: https://docs.knowlix.ai/general-settings/companies In Knowlix, a company represents a distinct business entity operating with its own legal identity, financial records, and operational configuration. The platform supports both single-company setups and complex multi-company environments with shared data, inter-company transactions, and branch hierarchies. *** ## Creating a Company Navigate to **Settings**, scroll to the **Companies** section, and click **Manage Companies**. In the companies list view, click **New** and fill in the following fields: * **Company Name** * **Address** (street, city, country) * **Tax ID** - tax identification number for the entity * **LEI** - legal entity identifier * **Company ID** - business registry number if different from Tax ID * **Currency** * **Phone** and **Mobile** * **Email** * **Website** * **Email Domain** - used for outgoing mail matching * **Color** - visual identifier in multi-company views Upload the company logo and save the record. > **Tip:** You can also access company management from **Settings > Users & Companies > Companies**. *** ## Users and Access After creating a company, assign users and configure their access rights for that entity. In a multi-company environment, users may be granted access to one or more companies simultaneously. *** ## Document Layout Each company can have its own default document layout for quotes, invoices, and other printed records. Configure layout details including header/footer content, logo placement, and color scheme from the company form. *** ## Branches Branches represent subdivisions within a company, such as regional offices, departments, or physical locations. They operate under a parent company while maintaining their own configuration for addresses, warehouses, loyalty programs, price lists, and more. > **Important:** Independent subsidiaries should be set up as separate companies, not branches. A company defined as a parent cannot be converted to a branch later, so plan your structure before creating entities in Knowlix. ### Creating Branches 1. Navigate to **Settings > Companies > Manage Companies**. 2. Open the desired parent company record. 3. Go to the **Branches** tab and click **Add a line**. 4. Fill in the branch information in the dialog that appears. To create a multi-level hierarchy, open a branch record and add sub-branches in its own **Branches** tab. > **Note:** Activate developer mode to configure social media accounts and company-specific email parameters per branch. ### Branch-Level Configuration All configuration except accounting settings must be set individually per branch. This enables specific setups for: * Loyalty programs scoped to the branch * Branch-specific price lists * Separate inventory locations * Dedicated warehouse assignments ### Shared vs. Branch-Specific Records When creating a quotation, invoice, or vendor bill, the active company or branch is automatically set in the **Company** field. Records tied to a specific entity are only visible when that entity is active in the selector. Products and contacts are shared across the parent company and all branches by default. To restrict a record to a single entity, set the **Company** field on that record's form. *** ## Multi-Company Environment Knowlix supports running multiple companies within a single system. This allows authorized users to switch between entities, generate consolidated reports, and share data like products and contacts while keeping financial records separate. ### Company Selector To switch between companies or activate multiple entities simultaneously: 1. Click the company selector in the top-right corner of the header. 2. Check the boxes next to the companies you want active. 3. The highlighted company is the current active environment. 4. Click a company name in the selected list to switch into that entity. \[Screenshot: Multi-company selector dropdown] ### Shared and Entity-Specific Records * Leave the **Company** field blank on a record to share it across all entities. * Set the **Company** field to restrict the record to that entity only. ### Inter-Company Transactions The inter-company transactions feature allows entities within the same Knowlix system to sell or purchase goods and services from one another, with counterpart documents generated automatically. **Enabling inter-company transactions:** 1. Select the relevant company in the company selector. 2. Go to **Settings > Companies section**. 3. Enable **Inter-Company Transactions** and save. 4. Choose which counterpart documents to generate automatically: | Option | Effect | | -------------------------- | --------------------------------------------------------------------------- | | Generate Bills and Refunds | Creates a vendor bill when an invoice is confirmed for the selected company | | Generate Sales Orders | Creates a purchase order when a sales order is confirmed | | Generate Purchase Orders | Creates a purchase request using the configured warehouse | For each option, choose between draft creation or **Create and validate** for immediate confirmation. > **Requirement:** Products involved in inter-company transactions must be shared (no company restriction on the product record). *** ## Digest Emails Digest emails deliver periodic performance snapshots to selected users, summarizing key business metrics across the Knowlix system. ### Enabling Digest Emails Navigate to **Settings > Statistics section**, activate **Digest Emails**, and save. A default digest template is active immediately, sent daily to administrators with all available KPI measurements. ### Configuring Digest Templates Go to **Settings > Statistics > Configure Digest Emails** and open a digest record to configure: * **Digest Name** - template identifier * **Periodicity** - Daily, Weekly, Monthly, or Quarterly * **Next Send Date** - when the next digest will be delivered * **KPIs tab** - select which metrics appear in the email * **Recipients tab** - add or remove users who receive this digest ### Available KPIs | Category | Metric | | ------------- | ------------------------------------------------- | | General | Connected Users, Messages | | Project | Open Tasks | | Recruitment | New Employees | | CRM | New Leads/Opportunities, Opportunities Won | | Sales | All Sales, eCommerce Sales | | Point of Sale | POS Sales | | Live Chat | Happiness %, Conversations Handled, Response Time | | Helpdesk | Tickets Closed | | Invoicing | Revenue, Bank and Cash Moves | ### Managing Digest Emails **Send immediately:** Open the digest record and click **Send Now**. **Deactivate for all users:** Click **Deactivate for Everyone** in the digest record header. **Unsubscribe yourself only:** Click **Unsubscribe Me** to stop receiving a specific digest without affecting other recipients. ### Creating Custom Digest Templates 1. Go to **Settings > Statistics > Configure Digest Emails**. 2. Click **Create** to start a new template. 3. Set the name, periodicity, KPIs, and recipients. 4. Save. The template becomes available in the Digest Email selector under Settings. *** ## Email Templates Email templates are reusable message structures that standardize outgoing communications. Templates support rich formatting, dynamic field references, and multi-language delivery. ### Accessing Email Templates Enable developer mode, then navigate to **Settings > Technical > Email > Email Templates**. ### Editing Templates The template editor provides a rich text environment for formatting content. Type `/` anywhere in the template body to open the content block menu with options for: **Structure:** Lists, tables, separators, quote blocks, code blocks, multi-column layouts **Format:** Heading levels, text direction, paragraph blocks **Media:** Image uploads, article links **Navigation:** Hyperlinks, buttons, appointment scheduling **Dynamic Placeholders:** Field references that insert personalized data at send time ### Dynamic Placeholders Dynamic placeholders pull data from Knowlix records to personalize each outgoing email. For example, referencing a contact's name from a sales order inserts the actual customer name when the email sends. To insert a placeholder, type `/` in the template body and select **Dynamic Placeholder** from the Marketing Tools section. Follow the prompts to select the field, sub-model, and sub-field combination. ### XML/HTML Editor For advanced template customization, activate developer mode and click the `` icon to switch to the code editor. Exercise caution when editing template code directly, as syntax errors can break template rendering or cause issues during system upgrades. ### Resetting Templates If a template stops working due to code changes, click **Reset Template** to restore the default out-of-box configuration. ### Reply-To Configuration In the **Email Configuration** tab of a template, the **Reply To** field redirects replies to specified addresses when sending bulk emails. Separate multiple addresses with commas. This setting applies only to mass mailings, not individual sends. ### Transactional Email URLs Automated system emails (order confirmations, invoice notifications, etc.) generate links using the base URL configured in system parameters. In multi-website or multi-company setups, all transactional links use this single base URL unless a specific website is linked to the triggering record. > **Exception:** Records linked to a specific website module (such as eCommerce orders) will use the domain configured for that website rather than the system base URL. *** ## Best Practices Plan your company and branch hierarchy before creating entities, as parent/branch relationships cannot be reversed after setup. Use branches instead of separate companies when you need shared accounting but distinct operational settings. Enable digest emails for leadership visibility into KPIs without requiring daily login. Keep email templates organized with clear names and periodicity settings to avoid duplicate communications. **Your Knowlix:** *"Show me all active companies in the system"* or *"Which users have access to more than one company?"* or *"Create a digest email template for the sales team with weekly frequency"* # Developer Mode Source: https://docs.knowlix.ai/general-settings/developer-mode Developer mode (also called debug mode) unlocks advanced configuration tools, technical menus, and diagnostic features within Knowlix. Use developer mode when configuring technical settings, inspecting field-level data, or troubleshooting system behavior. > **Caution:** Developer mode exposes advanced settings that can affect system stability and data integrity. Only use developer tools if you understand the implications of the changes being made. *** ## Activating Developer Mode **From Settings:** Navigate to **Settings**, scroll to the **Developer Tools** section, and click **Activate the developer mode**. **From URL:** Add `?debug=1` to the end of any page URL to activate developer mode. Use `?debug=0` to deactivate. **Variants:** * `?debug=assets` - Activates with frontend asset debugging for JavaScript troubleshooting * `?debug=tests` - Activates with test tour capabilities for automated testing **Keyboard shortcut:** Press `Ctrl+K` (Windows) or `Cmd+K` (Mac) to open the command palette, then type `debug` to toggle mode. *** ## Developer Tools When developer mode is active, a **bug icon** appears in the top navigation. Clicking it opens the developer tools menu with options to inspect and modify: * View structure and field definitions * Custom filters and search configurations * Available actions on current records **Technical menu:** The Settings application gains a **Technical** menu when developer mode is active. This menu provides access to: * Database structure settings * Security groups and access rights * Server actions and automated rules * Email templates and sequences *** ## Deactivating Click **Deactivate the developer mode** in Settings, or append `?debug=0` to the URL to return to standard mode. # Email Communication Source: https://docs.knowlix.ai/general-settings/email-communication Email in Knowlix is built around the activity feed, a communication thread attached to every record (opportunities, sales orders, invoices, projects, and more). From the activity feed, users send emails, log internal notes, post notifications, schedule follow-up tasks, and share attachments. All incoming replies are captured automatically and displayed alongside outgoing messages, giving every team member a complete communication history on each record. *** ## How Email Works in Knowlix When you send an email from a record's activity feed, Knowlix routes it through the configured outgoing mail server. Recipients receive the email and any replies they send are routed back into Knowlix using alias addresses, catch-all mailboxes, or forwarding rules. The full thread stays attached to the original record. **Notifications vs. direct emails:** Sending a direct email delivers the message to the recipient's inbox. Sending a notification delivers it via Knowlix's internal notification system, which may also trigger an email depending on the follower's preferences. *** ## Outgoing Mail Configuration ### Hosted Knowlix For hosted Knowlix environments, outgoing email works immediately with a default notification address in the format `notifications@your-workspace.domain.com`. No configuration is needed unless you want to send from your own domain. ### Custom Domain Setup To send from your own domain, additional DNS configuration and server setup is required. This involves technical knowledge of DNS records and mail protocols. **Options for outgoing mail with a custom domain:** 1. **Use Knowlix mail servers with your domain** - requires SPF and DKIM DNS records on your domain 2. **Use your own SMTP server** - configure a third-party mail server (Microsoft Outlook 365, Gmail, Mailjet, etc.) > **Note:** Different mail providers have different sending limits. Verify provider limitations before configuring, especially for marketing campaigns. Bulk email platforms like Gmail and Outlook have lower transactional volume thresholds. *** ## DNS Authentication Records To ensure your emails are delivered reliably and not flagged as spam, configure three DNS authentication records on your domain. ### SPF (Sender Policy Framework) SPF declares which mail servers are authorized to send on behalf of your domain. Recipients' mail servers verify incoming emails against this list. **Adding an SPF record:** Create a TXT record in your domain's DNS settings. If your domain has no existing SPF record: ``` v=spf1 include:_spf.knowlix.com ~all ``` If your domain already has an SPF record (you must have only one), add the Knowlix include to the existing record: ``` v=spf1 include:_spf.knowlix.com include:_spf.existing-provider.com ~all ``` Verify your SPF record with an online SPF checking tool after adding it. ### DKIM (DomainKeys Identified Mail) DKIM adds a cryptographic signature to outgoing emails that recipients can verify, proving the email was genuinely sent by your domain and was not altered in transit. **Adding a DKIM record:** Create a CNAME record in your DNS settings: * **Name/Key:** `knowlix._domainkey.your-domain.com` * **Value/Content:** `knowlix._domainkey.knowlix.com.` For subdomains (e.g., `marketing.your-domain.com`), add an additional CNAME: * **Name/Key:** `knowlix._domainkey.marketing` * **Value:** `knowlix._domainkey.knowlix.com.` > **Note:** Some DNS providers automatically append your domain to the key field. In those cases, enter only `knowlix._domainkey` in the name field and the provider appends your domain automatically. ### DMARC (Domain-based Message Authentication) DMARC builds on SPF and DKIM to declare what happens when an email fails authentication. It also provides delivery reporting. **Adding a DMARC record:** Create a TXT record: * **Name:** `_dmarc.your-domain.com` * **Value:** `v=DMARC1; p=none; rua=mailto:postmaster@your-domain.com` Start with `p=none` (monitor mode) to collect reports without impacting delivery. Once authentication is verified, move to `p=quarantine` or `p=reject` for stricter enforcement. *** ## Configuring Outgoing Mail Servers Go to **Settings > Technical > Email > Outgoing Mail Servers** (requires developer mode) to configure SMTP servers. ### Standard SMTP Server Create a new server record with: * **Server name** - SMTP hostname (e.g., `smtp.gmail.com`) * **Port** - 465 (SSL) or 587 (TLS/STARTTLS) * **Security** - SSL/TLS or STARTTLS * **Username** - the sending email address * **Password** - account password or app-specific password * **From Filter** - the email address or domain this server should handle Click **Test Connection** to verify the configuration. **From Filter usage:** The From Filter tells Knowlix which server to use for a given sender. Set it to a specific email address for individual user servers, or to a domain for company-wide servers. ### Microsoft Outlook 365 via OAuth Using OAuth with Outlook avoids storing passwords and uses Microsoft's secure token-based authentication. **Azure App Registration:** 1. In the Azure portal, go to **App registrations** and create a new application. 2. Name it something recognizable (e.g., "Knowlix Mail"). 3. Under supported account types, select **Accounts in any organizational directory and personal Microsoft accounts**. 4. Set the redirect URL to `https://[your-knowlix-domain]/microsoft_outlook/confirm`. 5. Register the app. 6. Go to **API permissions** and add **Delegated permissions** for: * `SMTP.Send` * `IMAP.AccessAsUser.All` 7. Under **Users and Groups**, add the users who will send email through Knowlix. 8. Under **Certificates & Secrets**, create a new client secret. Copy the **Value** immediately (it is only shown once). 9. Note the **Application (client) ID** from the app overview. **Knowlix Configuration:** 1. Install the **Microsoft Outlook** module from the module catalog. 2. Go to **Settings > General Settings** and enable **Use Custom Email Servers**. 3. Enter the **Client ID** and **Client Secret** from Azure. 4. Save settings. 5. Go to **Outgoing Mail Servers** and create a new server with **Outlook** enabled. 6. Enter the Outlook email username and click **Connect your Outlook account**. 7. Complete the Microsoft authorization flow. 8. Test the connection. A green "Outlook Token Valid" status confirms success. **Single outgoing server configuration** - Use a shared notification address for all system emails: | Setting | Value | | --------------------------------------- | --------------------------- | | Outgoing server username | `notifications@company.com` | | From Filter | `notifications@company.com` | | `mail.catchall.domain` system parameter | `company.com` | | `mail.default.from` system parameter | `notifications` | **Per-user configuration** - Individual users send from their own addresses: Each user gets their own outgoing server with their email as both the username and From Filter. A separate fallback server using the notifications address handles system-generated emails. ### Gmail via OAuth 1. Create a Google Cloud project and enable the Gmail API. 2. Configure the OAuth consent screen and create credentials for a web application. 3. Set the authorized redirect URI to `https://[your-knowlix-domain]/google_gmail/confirm`. 4. Copy the **Client ID** and **Client Secret**. 5. In Knowlix, install the **Google Gmail** module. 6. Go to **Settings > General Settings**, enable **Use Custom Email Servers**, and enter the Google credentials. 7. Create a new outgoing mail server with Google OAuth enabled and connect the account. ### Mailjet Mailjet is suitable for high-volume transactional and marketing emails. 1. Create a Mailjet account and generate an **API Key** and **Secret Key**. 2. In Knowlix, install the **Mailjet** module. 3. Configure a new outgoing mail server using Mailjet's SMTP settings with your API key as the username and secret key as the password. 4. Verify sending domains in Mailjet's dashboard for optimal deliverability. *** ## Configuring Incoming Mail Servers Incoming mail servers allow Knowlix to receive emails and route them to the correct records automatically. Replies to messages sent from Knowlix, new customer emails, and support requests all come in through these servers. Navigate to **Settings > Technical > Email > Incoming Mail Servers**. ### IMAP/POP3 Configuration Create a new incoming server record with: * **Server type** - IMAP (recommended for two-way sync) or POP3 * **Server address** - mail server hostname * **Port** - 993 (IMAP SSL) or 995 (POP3 SSL) * **Username** - the email address to monitor * **Password** - account credentials * **Default alias** - the Knowlix module that processes incoming messages (CRM, Helpdesk, etc.) Set the **polling interval** low enough for responsiveness without overloading the server. Every 5 to 15 minutes is typical for support inboxes. ### Outlook OAuth Incoming Mail After configuring the Azure app with `IMAP.AccessAsUser.All` permissions: 1. Go to **Incoming Mail Servers** and create a new server. 2. Enable **Outlook OAuth Authentication**. 3. Enter the Outlook email username. 4. Click **Connect your Outlook account** and complete authorization. 5. Test and confirm the server. ### Email Routing Options Knowlix provides three methods for routing incoming emails to the correct records: **Catch-all alias** - A single address that receives all incoming mail. Knowlix parses the subject and recipients to match emails to records. **Module-specific aliases** - Dedicated addresses per module: * `helpdesk@company.com` for support tickets * `sales@company.com` for CRM leads * `expenses@company.com` for expense records * `jobs@company.com` for recruitment applications Configure aliases per module under each module's settings. **DNS MX record** - Point your domain's MX records directly to Knowlix's mail servers to route all incoming email through Knowlix. *** ## Domain Alias Configuration The alias domain is the email domain Knowlix uses for auto-generated email addresses (bounce addresses, module aliases, reply-to addresses). Go to **Settings > General Settings** and look for the **Alias Domain** field. Enter your company domain. In multi-company setups, if one domain is configured, all companies share it. *** ## Email Activity Feed Usage **Sending an email from a record:** Open the record and use the **Send message** field in the activity feed. Compose the message, add recipients (followers are added automatically), attach files, and send. **Logging an internal note:** Click **Log note** to add a private comment visible only to internal users. Notes appear in the feed but are not emailed to external contacts. **Following a record:** Click the **Subscribe** button or bell icon on any record to receive notifications when that record's activity feed is updated. **Managing followers:** Click the follower count to view, add, or remove followers. Each follower's notification preferences (email or in-app) are set per user in their profile. *** ## Troubleshooting Common Email Issues **Emails sent but not received:** Check SPF and DKIM records using an online tool. Verify the outgoing server connection. Check if recipients are filtering for spam. **Bounced emails:** Bounced messages appear in the activity feed with a red indicator. Common causes include invalid addresses, full mailboxes, or temporary server unavailability. **Replies not appearing in Knowlix:** Verify the alias domain configuration and that incoming mail servers are polling successfully. Check that the reply-to address in outgoing emails matches a configured incoming server address. **OAuth tokens expired:** Outlook and Gmail OAuth tokens have expiration periods. Reconnect the mail server account when a token expires to restore sending capability. For Azure client secrets, set a calendar reminder before the secret's expiration date to generate a replacement in advance. *** ## Best Practices Configure SPF, DKIM, and DMARC before sending any email from a custom domain. Use a dedicated notification address for system-generated emails rather than a personal inbox. Monitor bounce rates in the first weeks after changing mail server configuration. Test incoming mail routing with sample emails before going live. Use Mailjet or a dedicated marketing email service for bulk campaigns rather than transactional SMTP servers. **Your Knowlix:** *"Show me all bounced emails from this week"* or *"Which incoming mail servers are currently failing?"* or *"List all email aliases configured in the system"* or *"Who are the followers on this sales order?"* # Integrations Source: https://docs.knowlix.ai/general-settings/integrations Knowlix connects with external platforms and services to extend system functionality. Available integrations include cloud file storage, geographic mapping, automatic translation, and email client plugins for Gmail and Outlook. *** ## Cloud Storage The cloud storage integration offloads file attachments from the Knowlix server to external cloud providers. This reduces server storage consumption and allows organizations to store large files in environments with higher capacity or existing cloud infrastructure. > **Note:** Knowlix-generated documents (invoices, sales orders, etc.) remain stored on the Knowlix server regardless of this setting. Only chatter attachments and email files are offloaded to cloud storage. ### Google Cloud Storage **Step 1: Create a Service Account** 1. Log in to the Google Cloud console. 2. Open the navigation sidebar and go to **IAM & Admin > Service Accounts > Create service account**. 3. Enter a service account name and complete the creation wizard. 4. Note the service account's email address for later use. 5. Click the **Actions** menu on the account, select **Manage keys**. 6. Go to **Add key > Create new key**, select **JSON** as the key type, and click **Create**. 7. Save the downloaded JSON file securely. **Step 2: Create a Storage Bucket** 1. In Google Cloud, go to **Cloud Storage > Buckets > Create**. 2. Enter a bucket name following Google's naming guidelines and note it down. 3. Configure the bucket settings as needed and click **Create**. 4. Click the bucket's **More actions** menu and select **Edit access**. 5. Click **Add principal**, paste the service account email, assign the **Storage Admin** role under Cloud Storage, and save. **Step 3: Configure Knowlix** 1. Install the Cloud Storage Google module from the Knowlix module catalog. 2. Go to **Settings > Cloud Storage**. 3. Select **Google Cloud Storage** as the provider. 4. Enter the **Google Bucket Name**. 5. Upload the JSON service account key file. 6. Set a **Minimum File Size** (in bytes) for files to be routed to cloud storage. ### Microsoft Azure Cloud Storage **Step 1: Register an Application** 1. In the Azure portal, open **App registrations** and click **New registration**. 2. Enter a name, select **Accounts in any organizational directory (Multitenant)** as the account type, and register. 3. Note the **Application (client) ID** and **Directory (tenant) ID**. 4. Click **Add a certificate or secret**, create a new client secret, and copy the secret value immediately after creation. > **Important:** Set a client secret expiration of 180 days or less. Update the secret in Knowlix before it expires to prevent connection failures. **Step 2: Create a Storage Account** 1. In Azure, open **Storage accounts** and click **Create**. 2. Create a new resource group and enter a unique storage account name. 3. Complete the setup and click **Create**. **Step 3: Create a Container** 1. Open the storage account and go to **Containers** under Data storage. 2. Enter a container name and click **Create**. **Step 4: Configure CORS** In the storage account, select **Resource sharing (CORS)** and create two rules: | Rule | Allowed Origins | Allowed Methods | Allowed Headers | Exposed Headers | | ------ | --------------- | --------------- | --------------------------- | --------------------------- | | Rule 1 | \* | GET | Content-Type | Content-Type | | Rule 2 | \* | PUT | content-type,x-ms-blob-type | content-type,x-ms-blob-type | **Step 5: Assign Role** 1. Go to **Access control (IAM)** on the storage account. 2. Click **Add > Add role assignment**. 3. Search for **Storage Blob Data Contributor** and select it. 4. Select the registered application as the member and complete the assignment. **Step 6: Configure Knowlix** 1. Install the Cloud Storage Azure module. 2. Go to **Settings > Cloud Storage**. 3. Select **Azure Cloud Storage** as the provider. 4. Enter the storage account name, container name, tenant ID, client ID, and client secret. 5. Set a **Minimum File Size** threshold. *** ## Geolocation The geolocation feature enables map views for contacts and records within Knowlix, allowing teams to visualize locations and generate routing information. **Enabling geolocation:** Go to **Settings > Integrations section** and activate **Geo Localization**. Choose between two mapping providers: **OpenStreetMap** - Free, community-maintained geographic database. No API key required. Data accuracy depends on volunteer contributions and may vary by region. **Google Places API** - Detailed commercial mapping with business data, points of interest, and address autocomplete. Requires a Google API key and may incur usage costs based on request volume. To use the Google Places API, select it and enter your API key in the provided field. *** ## Google Translate The Google Translate integration enables automatic translation of messages in the Knowlix activity feed, helping multilingual teams communicate without leaving the platform. ### Setting Up Google Translate **Step 1: Create a Google Cloud Project** 1. Go to the Google API console and sign in. 2. Click **Create Project**, name it (for example, "Knowlix Translate"), and set the organization. 3. Click **Create**. **Step 2: Enable the Translation API** 1. In the project, click **Library** in the left menu. 2. Search for **Cloud Translation API** and open it. 3. Click **Enable** to activate the API for your project. > **Note:** Using the Cloud Translation API requires a billing account linked to your Google account. **Step 3: Generate an API Key** 1. Click **Credentials** in the left sidebar. 2. Click **Create Credentials > API key** and copy the generated key. 3. Optionally restrict the key to specific websites and APIs for security. **Step 4: Configure Knowlix** Navigate to **Settings > Discuss section** and paste the API key into the **Message Translation** field. Save settings. ### Translating Messages In any activity feed or chatter, click the **...** (three-dot) menu on a message and select **Translate**. The message content converts to your user interface language automatically. *** ## Mail Plugins Mail plugins connect your email client directly to Knowlix, letting you create leads, tasks, tickets, and contacts from your inbox without switching applications. **Supported clients:** * Gmail (browser-based) * Microsoft Outlook (desktop and web) ### Gmail Plugin **Enabling in Knowlix:** Go to **Settings > General Settings > Integrations** and activate **Mail Plugin**. Save the configuration. **Installing in Gmail:** 1. Open your Gmail inbox. 2. Click the **+** icon on the right side panel to browse add-ons. 3. Search for the Knowlix mail plugin in the Google Workspace Marketplace. 4. Install the plugin and authorize Gmail access. **Connecting to your Knowlix workspace:** 1. Open the Knowlix plugin panel in Gmail. 2. Click on any email to load the sidebar. 3. Click **Authorize Access**, then **Login**. 4. Enter your Knowlix workspace URL (use the base domain, not a specific page URL). 5. Click **Allow** to complete the connection. ### Outlook Plugin **Enabling in Knowlix:** Go to **Settings > General Settings > Integrations** and activate **Mail Plugin**. Save. **Installing in Outlook:** 1. In your Outlook inbox, open any email. 2. Click **More actions** and select **Get Add-ins**. 3. Go to the **My add-ins** tab. 4. Under **Custom add-ins**, click **+ Add a custom add-in > Add from file**. 5. Upload the plugin manifest file. 6. Accept the warning and click **Install**. **Connecting to your Knowlix workspace:** 1. Open any email and click the Knowlix icon (or **More actions > Knowlix for Outlook**). 2. In the right panel, click **Login**. 3. Enter your Knowlix workspace URL and log in. 4. Click **Allow** to authorize the connection. **Add a shortcut:** In Outlook settings, go to **Customize actions > Mail** and enable Knowlix for Outlook to show it directly in the email toolbar. **Using the plugin:** With an email open, click the Knowlix icon to view the side panel. Click **New** under Opportunities to create a CRM lead from the email, or use other available actions depending on which modules are active. *** ## Unsplash Image Library Unsplash provides access to a library of free stock photography usable throughout Knowlix for blog posts, product images, marketing materials, and website content. **Enabling Unsplash:** 1. Create or log in to an Unsplash account. 2. Go to your Unsplash applications dashboard. 3. Click **New Application**, accept the terms. 4. Name the application with a recognizable prefix (e.g., "Knowlix: company-name"). 5. Add a description and create the application. 6. Copy the **Access Key** and **Application ID** from the Keys section. 7. In Knowlix, go to **Settings > General Settings** and enable **Unsplash Image Library**. 8. Paste the Access Key and Application ID into the corresponding fields. > **Note:** Non-hosted instances are limited to 50 Unsplash image requests per hour under the test key. Contact Unsplash for production-level access if your usage exceeds this limit. *** ## Best Practices Configure cloud storage before your team starts heavy file usage to avoid retroactive migration needs. Restrict Google Translate and Maps API keys to your Knowlix domain to prevent unauthorized usage. Use mail plugins to reduce context switching for sales and support teams who live in their email client. Test integrations with a small group before rolling out to the full organization. **Your Knowlix:** *"Set up Google Translate for our Knowlix workspace"* or *"Which cloud storage provider is currently active?"* or *"Show me contacts that have map coordinates configured"* # IoT Source: https://docs.knowlix.ai/general-settings/iot The Knowlix IoT module bridges your physical devices with your Knowlix workspace. Connect barcode scanners, receipt printers, label printers, payment terminals, cameras, scales, measurement instruments, customer displays, and foot pedals to extend system functionality into physical spaces like warehouses, manufacturing floors, and retail counters. **Supported IoT system types:** * **IoT Box** - a dedicated mini-computer with the Knowlix IoT software pre-installed, connects via Ethernet or Wi-Fi * **Windows Virtual IoT** - the Knowlix IoT software installed on a Windows computer > **Note:** Manufacturing devices including cameras and measurement tools are not compatible with Windows Virtual IoT. An active IoT subscription is required for production use. *** ## IoT Box Setup ### Network Connection **Ethernet (recommended):** Plug an Ethernet cable into the IoT box's network port and connect the other end to your router. Attach the power supply. All devices on the network must be on the same subnet: the IoT box, connected devices, and the computer running Knowlix. **Wi-Fi:** 1. Connect the IoT box to power (no Ethernet cable attached). 2. On your computer, go to Wi-Fi settings and connect to the network named `IoTBox-xxxxxxxxxxxx`. 3. Your browser should automatically open the IoT box homepage. If not, navigate to `http://10.11.12.1`. 4. Click **Configure** next to Internet Status. 5. Select your Wi-Fi network, enter the password, and click **Connect**. After connecting, the IoT box stops broadcasting its own Wi-Fi and your computer reconnects to its normal network. > **Security:** Never expose the IoT box to the public internet. IoT systems are designed for local network use only. ### IoT Box Homepage Access the homepage by opening a browser on the same network and navigating to the IoT box's IP address. Find the IP address by: * Connecting the box to an external monitor (IP displays on screen) * Connecting a supported receipt printer (IP prints automatically) * Checking your router's connected device list Once connected to your Knowlix workspace, access the homepage directly from **IoT module > IoT Boxes** by clicking the URL shown on the box's card. *** ## Windows Virtual IoT Setup ### Prerequisites * Active IoT subscription * Windows 10 or Windows 11 computer (laptop, desktop, or server) * MRP devices (cameras, measurement tools) are NOT supported ### Installation 1. Download the Knowlix Community edition for Windows matching your database version. 2. Open the `.exe` file and allow system changes. 3. Select **Odoo IoT** from the install type dropdown. Required components: Odoo Server, Odoo IoT, Nginx WebServer, and Ghostscript. 4. Set the destination folder to `C:\odoo` (avoid user directories). 5. Complete the installation wizard including GPL Ghostscript setup. 6. The IoT homepage opens automatically at `http://localhost:8069`. Verify access from another device on the same network by navigating to `http://[IoT-IP-address]:8069`. ### Windows Firewall Configuration If other devices cannot reach the Windows virtual IoT, configure a firewall rule: 1. Open **Windows Defender Firewall with Advanced Security**. 2. Select **Inbound Rules** and click **New Rule**. 3. Select **Port** as the rule type. 4. Enter ports `8069, 80, 443` (add `9050` if using Worldline payment terminals). 5. Select **Allow the connection**. 6. Apply to relevant network profiles and give the rule a descriptive name. ### Windows Virtual IoT Management **Restart the service:** Open Windows Services, find `odoo-server-xxx`, right-click and select **Restart**. **Uninstall:** Use standard Windows program uninstallation. Confirm steps in the uninstall dialog. *** ## Connecting the IoT System to Knowlix ### Prerequisites * IoT module installed in Knowlix * IoT system connected to the network * Computer accessing Knowlix on the same network as the IoT system * Use a production Knowlix instance (staging environments may cause HTTPS certificate issues) ### Method 1: Pairing Code The pairing code displays for up to 5 minutes after the IoT system starts. **IoT Box:** Connect to an external monitor (code displays on screen) or printer (code prints automatically). Or access the IoT box homepage and look for the **Pairing Code** section. **Windows Virtual IoT:** Open `http://localhost:8069` and scroll to the **Pairing Code** section. Then in Knowlix: 1. Open the **IoT** module and click **Connect**. 2. Enter the pairing code in the dialog. 3. Click **Pair**. If the pairing code has expired or is unavailable, reboot the IoT box or restart the Windows virtual IoT service to generate a new one. ### Method 2: Connection Token 1. In Knowlix, open the **IoT** module and click **Connect**. 2. Copy the **Token** shown in the dialog. 3. Open the IoT system's homepage. 4. Click **Configure** in the Knowlix database connected section. 5. Paste the token into the **Server Token** field and click **Connect**. ### IoT System Card Once connected, the IoT system appears as a card in the IoT module. Click the IP address on the card to open its homepage. Click the card itself to view the list of connected devices. Enable developer mode to see technical details including the system identifier, domain address, and image version. By default, device drivers update automatically each time the IoT system restarts. Disable this in the **Technical Information** tab on the IoT system form if manual driver control is needed. *** ## Updating the IoT System ### IoT Box Image Update (Full Reinstall) Required after upgrading your Knowlix database to a new major version. 1. Download and install balenaEtcher (or Raspberry Pi Imager). 2. Remove the micro SD card from the IoT box and insert it into your computer. 3. In balenaEtcher, click **Flash from URL** and enter the latest IoT box image URL. 4. Select the SD card as the target and click **Flash**. 5. Reinsert the SD card and power the IoT box. ### IoT Box Core Code Update Access the IoT box homepage, click the **cogs** icon, then **Update**. Click **Update** under IoT Box Update. > **Warning:** Do not power off the IoT box during a core update. The process can take over 30 minutes and interruption may require a full image reinstall. ### Windows Virtual IoT Update Uninstall the current Windows virtual IoT program and reinstall the latest version. ### Driver Updates To force a driver update without restarting: 1. Access the IoT system homepage and click the cogs icon. 2. Click **Update**, then **Force Drivers Update**. *** ## HTTPS Certificate HTTPS is required for communication with payment terminals and some other network devices. The certificate is generated automatically when: * The IoT system is connected to a production Knowlix instance * An active IoT subscription is in place When generated successfully, the IoT system homepage address updates to an HTTPS URL. The certificate validity period appears in the homepage cogs settings. ### Common Certificate Errors | Error Code | Cause | Resolution | | --------------------------------------------- | ----------------------------------- | ----------------------------------------------------------------- | | ERR\_IOT\_HTTPS\_CHECK\_NO\_SERVER | IoT not connected to Knowlix | Connect the IoT system to your database | | ERR\_IOT\_HTTPS\_CHECK\_CERT\_READ\_EXCEPTION | Certificate file unreadable | Check file permissions on the IoT system | | ERR\_IOT\_HTTPS\_LOAD\_NO\_CREDENTIAL | Missing contract or database UUID | Check credential settings via the cogs button on the IoT homepage | | ERR\_IOT\_HTTPS\_LOAD\_REQUEST\_EXCEPTION | Network/internet connectivity issue | Check firewall, VPN, and internet access | | ERR\_IOT\_HTTPS\_LOAD\_REQUEST\_STATUS | Unexpected HTTP response | Check service status, open a support ticket with the status code | | ERR\_IOT\_HTTPS\_LOAD\_REQUEST\_NO\_RESULT | Certificate refused by server | Verify IoT subscription and production instance requirements | If the homepage opens via IP but not via the `.odoo-iot.com` URL, update DNS settings on affected devices to use a public DNS server (e.g., Google DNS `8.8.8.8`). *** ## Device Management ### Connecting Devices **USB devices:** Plug the device into the IoT box or Windows virtual IoT computer. Compatible devices are detected automatically. Refresh the IoT system homepage to confirm the device appears. **Bluetooth devices:** Activate Bluetooth on the device. The IoT system automatically discovers and connects to compatible devices. ### Printers Supported printers connect via USB or network and appear automatically in the IoT Devices list (may take up to 2 minutes). **Linking a printer to reports:** 1. Go to **IoT > Devices** and open the printer. 2. In the **Printer Reports** tab, click **Add a line** and select report types. The first time a linked report is printed, a dialog prompts you to confirm the printer. The selection is saved per browser session. **Common printer issues:** * **Not detected:** Access the IoT system homepage, click **Show** in the Devices section to verify. Add the printer manually via Printer Server if needed. * **Printing random characters:** Manually select the correct driver in the Printer Server settings (Printers > select printer > Administration > Modify Printer). * **Appears multiple times:** The CUPS auto-discovery feature creates duplicate entries for each driver variant. Select the entry that works and ignore others. * **Not recognized correctly:** Open the device in **IoT > Devices** and set the **Subtype** to Receipt Printer, Label Printer, or Office Printer. **Epson printers using ESC \* mode:** Some older Epson models (TM-U220, TM-U230, TM-P60) do not support the standard GS v 0 command. For these, configure the printer name in CUPS using the convention `PrinterName__IMC_[params]__` (e.g., `EPSON_TM_U220__IMC_LDV_SCALE80__`) with appropriate density and scale parameters. **DYMO LabelWriter:** Install the correct DYMO driver via Printer Server if labels print incorrectly. After updating the driver, add the printer again as a new entry to eliminate print delays. ### Barcode Scanners Most scanners connect via USB and are detected automatically. Common issues: * **Characters don't match the barcode:** Go to **IoT > Devices**, open the scanner, and set the correct **Keyboard Layout** for your region. * **Nothing happens when scanning:** Verify the scanner is configured to send an ENTER character (keycode 28) after each barcode. * **Detected as keyboard instead of scanner:** Open the device in **IoT > Devices** and enable **Is scanner**. * **Characters scanned individually on mobile:** Set the correct keyboard layout in the device settings. ### Cameras Connect cameras via USB cable. Compatible cameras are detected immediately. **Linking a camera to a quality control point:** 1. Navigate to **Quality > Quality Control > Control Points**. 2. Open the control point and set the **Type** to **Take a Picture**. 3. Select the connected camera in the **Device** field. When the control point is reached during manufacturing, the operator is prompted to take a photo. **Linking a camera to a work center:** 1. Go to **Manufacturing > Configuration > Work Centers**. 2. Open the work center and add the camera in the **IoT Triggers** tab. 3. Set the **Action** to **Take a Picture** and optionally assign a keyboard trigger. ### Scales Connect scales via USB (using a serial-to-USB adapter if needed). Compatible scales are auto-detected. If not detected, reboot the IoT system and update drivers. After connection, configure the scale in POS settings. **Mettler-Toledo Ariva S series:** Requires the official Mettler USB-to-RJ45 cable (part number 72256236) and specific scale firmware configuration. Set the USB communication mode to USB Virtual COM ports (option 1) and the protocol to Mettler-Toledo 8217 (option 3) in the scale's configuration menu. ### Measurement Tools Connect measurement tools via USB or Bluetooth. Link them to quality control points by setting the control point **Type** to **Measure** and selecting the device. Tolerance ranges and norm values can be configured on the control point. Measured values update automatically during production without manual entry. ### Customer Displays Connect screens via HDMI (IoT Box model 3) or micro-HDMI (IoT Box model 4, supports two screens). Connect screens before powering the IoT box. **Showing POS orders:** 1. Go to **Point of Sale > Configuration > POS settings**. 2. Enable **IoT Box** and select the screen in the **Customer Display** field. 3. The screen automatically updates as orders are modified. **Displaying a website:** Open **IoT > Devices > Customer Display** and enter a URL in the **Display URL** field. ### Foot Pedals (Footswitches) Connect footswitches via USB. Configure them on work centers: 1. Go to **Manufacturing > Configuration > Work Centers**. 2. Add the footswitch in the **IoT Triggers** tab. 3. Set the **Action** (e.g., Validate or Mark as Done) and an optional keyboard trigger. ### SSH Access to IoT Box SSH connections are available for IoT boxes only (not Windows virtual IoT). Use this feature only with trusted technical personnel. To enable SSH: 1. Open the IoT box homepage and click the cogs icon. 2. Click **Remote Debug**. 3. Click **Generate** and save the password immediately (it is not shown again after closing the dialog). 4. Enter the authentication token from the connecting user. 5. Click **Enable Remote Debugging**. *** ## Troubleshooting | Problem | Check | | ----------------------------------------------------- | ------------------------------------------------------------------------- | | Pairing code not displayed | Internet connection, subscription status, code expiry (reboot to refresh) | | IoT system connected but not visible in Knowlix | Wait a few minutes, then reboot the IoT system | | IoT box reachable but won't connect | Verify both are on the same network | | Windows virtual IoT not accessible from other devices | Configure Windows Firewall rule for ports 8069, 80, 443 | | IoT disconnects after Knowlix upgrade | Update IoT image to match the new Knowlix version | *** ## Best Practices Use Ethernet instead of Wi-Fi for IoT boxes in high-availability environments. Always use production instances for IoT connections to ensure HTTPS certificate generation. Update IoT images after each major Knowlix upgrade. Test printer configurations with a print test page before deploying to production. Keep SSH remote debug disabled when not in active use. **Your Knowlix:** *"Show me all connected IoT devices"* or *"Which printers are linked to which reports?"* or *"Is the IoT box in the warehouse connected?"* # Users Source: https://docs.knowlix.ai/general-settings/users Knowlix user management controls who can access the system and what actions they can perform. Administrators add and configure users, assign access rights per module, manage passwords, and set up multi-company access. Three user types serve different purposes: internal users, portal users, and public visitors. *** ## Adding Users Navigate to **Settings > Users section > Manage Users** and click **New**. Fill in the user's details including name and email address. In the **Access Rights** tab, configure permissions for each installed module. Save the record. An invitation email is sent automatically to the address provided. The user must click the link in that email to accept the invitation and create their login credentials. *** ## User Types **Internal Users** - Staff members with direct system access. Access levels are configured per module based on their role. **Portal Users** - External contacts such as customers or vendors with view-only access to relevant documents (quotes, invoices, project tasks, tickets, etc.). Portal users cannot edit records in the system. **Public Users** - Unauthenticated website visitors who interact with public-facing content only. > **Note:** Portal user access rights are pre-configured and cannot be customized by administrators. *** ## User Devices Each time a user logs in, the session is recorded including the IP address and device identifier. Reviewing this list periodically helps identify unauthorized access. To review login devices: 1. Click the user icon in the top-right corner. 2. Select **My Profile**. 3. Go to the **Devices** tab. Each device card displays: * User name * Device name * Last IP address and linked IP address * First and last activity timestamps Active sessions show a green indicator on the device card. **Removing a device:** Click the card and select **Delete** to remove a legitimate but unused device without revoking access. **Revoking access:** Click **Revoke** on any suspicious device. Enter your password to confirm. The device is removed and can no longer authenticate with your Knowlix workspace. *** ## Deactivating Users Navigate to **Settings > Users > Manage Users**. Select the checkbox next to users to deactivate. Click the **Actions** menu and select **Archive**. Confirm the action. > **Warning:** Never deactivate the primary administrator account. Removing admin access can result in a locked state where no user in the system can modify access rights. If this happens, contact your Knowlix administrator immediately. *** ## Password Management ### Minimum Password Length Go to **Settings > Permissions section** and set the **Minimum Password Length** field. The default is 8 characters. ### Enabling Self-Service Password Reset Navigate to **Settings > Permissions** and activate **Password Reset**. When enabled, users see a **Reset Password** link on the login page and can request a reset token by email. ### Sending Reset Instructions Go to **Settings > Users & Companies > Users**, open the user record, and click **Send Password Reset Instructions**. The system sends an email with reset instructions and a secure link. > **Note:** This button only appears after the user has confirmed their invitation email. Before that, a **Re-send Invitation Email** button appears instead. ### Changing a User's Password Directly From the user record, click the **Actions** icon and select **Change Password**. Enter the new password in the dialog and confirm. The change takes effect immediately. *** ## Multi-Company Access A user can be granted access to multiple companies in the **Access Rights** tab of their user form. **Allowed Companies** - List of companies the user can access and operate within. **Default Company** - The company loaded automatically when the user logs in. Only one company can be set as default. > **Important:** Multi-company access configurations should only be changed by experienced administrators. Incorrect settings can cause inconsistent data visibility across entities. *** ## Access Rights and Groups ### Per-User Access Levels For each installed module, set the user's access tier. Common levels include: * No access (blank) * User: Own Documents * User: All Documents * Administrator The **Administration** field in the Access Rights tab controls whether the user can access Settings (Settings) or modify other users' access rights (Access Rights). ### Creating and Modifying Groups Access groups define shared permission sets that apply to multiple users at once. To manage groups, enable developer mode and navigate to **Settings > Users & Companies > Groups**. Each group form contains: **Users tab** - Lists current group members. Administrators appear in black, standard users in blue. **Inherited tab** - Groups whose permissions are automatically granted to members of this group. For example, a Sales Administrator group might inherit the Website Editor group, giving sales admins website editing rights automatically. **Menus tab** - Controls which navigation menu items this group can access. **Views tab** - Lists which interface views this group can see. **Access Rights tab** - Defines model-level permissions. For each data model, configure: * **Read** - users can view existing records * **Write** - users can edit existing records * **Create** - users can add new records * **Delete** - users can remove records **Record Rules tab** - Adds a second layer of filtering that refines the group's access based on record conditions. Record rules use domain expressions to filter which records the group can interact with. > **Caution:** Record rules require knowledge of domain expressions. Consult a technical specialist before creating or modifying record rules in a production environment. ### Superuser Mode Superuser mode bypasses all record rules and access rights. To activate it, enable developer mode and click the debug icon in the top navigation, then select **Become Superuser**. Only users with Administration > Access Rights permissions can activate superuser mode. Exercise extreme caution, as changes made in this mode can inadvertently lock other administrators out of the system. To exit superuser mode, log out from the top-right user menu. *** ## Portal Access ### Granting Portal Access Open the **Contacts** module, find the contact, and click the **Actions** dropdown. Select **Grant portal access**. In the dialog: 1. Verify or enter the contact's email address (used as login). 2. Check the **In Portal** checkbox. 3. Optionally add a personal message to the invitation email. 4. Click **Apply**. The contact receives an email invitation with their portal login link. **Bulk portal access:** Open a company contact, click **Actions > Grant portal access**, and the dialog shows all related contacts. Enable the portal checkbox for each person and apply at once. **Revoking portal access:** Follow the same steps and uncheck the **In Portal** checkbox. ### Changing a Portal Username Navigate to **Settings > Users**, filter by Portal Users, open the user record, and edit the **Email Address** field. The email address serves as the portal login. > **Note:** Changing the email here only changes the login username, not the contact's email in the Contacts module. ### Portal User Self-Service Portal users can update their own information after logging in to the portal: * **Contact info** - Edit name, phone, and address from the Details section. * **Password** - Change password by entering the current password and a new one in Account Security settings. * **Two-factor authentication** - Enable 2FA from Account Security settings using any authenticator app. * **Payment methods** - Add or manage stored payment cards under payment settings. *** ## Two-Factor Authentication Two-factor authentication (2FA) adds a second verification step at login, requiring both a password and a time-based code from an authenticator app. This prevents unauthorized access even if a password is compromised. **Compatible authenticator apps:** Google Authenticator, Microsoft Authenticator, Authy, 1Password, Bitwarden, and most TOTP-compatible apps. ### Setting Up 2FA for Your Account 1. Click your profile icon in the top-right and select **My Profile**. 2. Go to the **Account Security** tab. 3. Toggle **Two-Factor Authentication** to active. 4. Enter your password to confirm. 5. Scan the QR code with your authenticator app (or manually enter the secret if on the same device). 6. Enter the 6-digit code displayed in the app. 7. Click **Activate**. Log out and back in to confirm 2FA is working. ### Enforcing 2FA System-Wide Install the **2FA by mail** module from the Knowlix module catalog. After installation, go to **Settings > Permissions** and enable **Enforce two-factor authentication**. Choose whether to apply the requirement to **Employees only** or **All users** (including portal users). > **Note:** If a user loses access to their authenticator, an administrator must deactivate their 2FA from the user record before they can log in again. *** ## OAuth Single Sign-On Knowlix supports OAuth-based single sign-on using external identity providers, allowing users to log in with corporate credentials instead of a separate Knowlix password. **Supported providers:** * Microsoft Azure (Azure Active Directory / Microsoft Entra ID) * Google Workspace * Facebook (for portal access) * LDAP directory services ### Microsoft Azure SSO Setup 1. In Knowlix, activate developer mode and go to **Settings > Technical > System Parameters**. 2. Create a parameter with key `auth_oauth.authorization_header` and value `1`. 3. In the Azure portal, register a new application under **App registrations**. 4. Set the redirect URI to `https:///auth_oauth/signin`. 5. Configure the app to issue access tokens and ID tokens. 6. Copy the **Application (client) ID** and **OAuth 2.0 authorization endpoint (v2)** URL. 7. In Knowlix, go to **Settings > Integrations > OAuth Authentication** and enable it. 8. Click **OAuth Providers** and create a new provider named "Azure". 9. Fill in the Client ID, Authorization URL, and UserInfo URL. 10. Set scope to `openid profile email` and enable the provider. New users must use the password reset flow to link their Azure account on first login. ### Google Workspace SSO Setup 1. In the Google API Console, create a project and enable the Google OAuth2 API. 2. Configure the OAuth consent screen with your organization details. 3. Create OAuth credentials for a web application, adding your Knowlix domain with `/auth_oauth/signin` as the authorized redirect URI. 4. Copy the **Client ID**. 5. In Knowlix, go to **Settings > Integrations**, enable **OAuth Authentication**, then enable **Google Authentication** and paste the Client ID. Users can click **Log in with Google** on the login page to authenticate. ### LDAP Authentication For directory-based authentication: 1. Go to **Settings > Integrations** and enable **LDAP Authentication**. 2. Click **LDAP Server** and add a new configuration. 3. Enter the LDAP server IP, port, TLS settings, and bind credentials. 4. Set the base DN and filter (typically `uid=%s`). 5. Configure user creation settings for first-time LDAP logins. *** ## Language Settings ### Adding Languages Go to **Settings > Languages section** and click **Add Languages**. Select languages from the dropdown. Installed languages are available for all users and also enable website translation. ### Changing Your Language Click the profile icon in the top-right corner, open **My Profile**, and select a language from the **Language** dropdown. ### Changing Another User's Language 1. Go to **Settings > Manage Users**. 2. Open the user record. 3. Go to the **Preferences** tab and select a language. Outgoing emails and documents for this user will use the selected language. *** ## Best Practices Review user device logs regularly to detect unauthorized access. Always deactivate departed employees promptly rather than deleting users, as deletion may affect historical records. Use group-based permissions rather than individual user permissions for easier maintenance. Enable 2FA for administrator accounts at minimum. Test access right changes in a staging environment before applying to production. **Your Knowlix:** *"List all users with administrator access"* or *"Show me users who haven't logged in for 30 days"* or *"Create a new portal user for this contact"* or *"Which users have access to the Finance module?"* # Appraisals Source: https://docs.knowlix.ai/human-resources/appraisals Knowlix Appraisals manages the employee performance review process from scheduling through completion. Run structured self-assessments, manager evaluations, and 360-degree peer feedback cycles. Set goals tied to appraisals, track skill development over time, and analyze appraisal completion rates across the organization. **Key features:** * Automatic appraisal scheduling based on configured review cycles * Employee self-assessment and manager evaluation forms * 360-degree peer feedback collection * Goal tracking linked to appraisals * Skills assessment with progression tracking * Reporting with status-based Gantt view *** ## Configuration ### Appraisal Settings Navigate to **Appraisals > Configuration > Settings** to configure the review program. **Appraisal Plans** - define how frequently reviews are triggered for employees. Plans can be set to quarterly, semi-annual, or annual cycles. When a new employee is hired, the system automatically schedules their first appraisal based on the assigned plan. **Default Evaluation Scale** - set the rating options available on evaluation forms (e.g., 1-5 scale, descriptive labels, or custom options). **360 Feedback** - enable multi-rater feedback collection from peers and colleagues. **Goals** - enable goal-setting linked to each appraisal cycle. ### Appraisal Templates Templates define the questions and structure of each appraisal form. Navigate to **Appraisals > Configuration > Appraisal Templates**. The default template includes separate sections for employee self-reflection and manager evaluation: **Employee section questions:** * What are my best achievements since my last appraisal? * What has been the most challenging aspect of my work this past year? * What would help me improve my performance? * How has my work impacted the team and organization? * What are my goals for the next review period? **Manager section questions:** * What are this employee's key strengths? * Which areas need the most improvement? * How does this employee contribute to team success? * What is the recommended development path for this employee? **Modifying a template:** Open the template record, edit questions directly, add or remove sections, and change question types (text, rating, multiple choice). Save when done. **Creating new templates:** Click **New** on the Templates page to create department-specific or role-specific evaluation forms. Assign different templates to different employee groups or review types. *** ## Scheduling Appraisals ### Automatic Scheduling When the Appraisals module is installed and an appraisal plan is configured, the system automatically generates scheduled appraisal records for each employee according to their assigned review cycle. These appear in the system in "To Start" status. ### Manual Scheduling Navigate to **Appraisals > New Appraisal** or click **New** from the Appraisals list view. **Appraisal form fields:** * **Employee** - the person being reviewed * **Appraisal Date** - the target completion date * **Appraisal Plan** - the review cycle being used * **Manager** - the manager conducting the evaluation * **Template** - the evaluation form to use * **Department** - auto-fills from the employee record After filling in the details, click **Confirm** to move the appraisal from "To Start" to "Appraisal Sent" status, which unlocks the feedback forms. *** ## Conducting Appraisals ### Employee Self-Assessment When an appraisal is confirmed, the employee receives a notification to complete their self-evaluation. They access the form from their employee profile or from the notification. The employee fills in all sections of the employee portion of the template, answering questions about their achievements, challenges, and goals for the next period. After completing the form, they mark their section as done. ### Manager Evaluation The manager accesses the appraisal form from **Appraisals** or from the employee's profile. After reviewing the employee's self-assessment, the manager fills in the manager evaluation section. Managers can view both the employee's responses and the manager section simultaneously to ensure alignment in the final review conversation. ### Completing the Appraisal After the review meeting, the manager updates the final rating and any additional comments, then clicks **Mark as Done** to close the appraisal. The record moves to "Done" status and the completion date is recorded. *** ## 360-Degree Feedback 360 feedback gathers input from an employee's peers and colleagues beyond just their direct manager, giving a broader view of performance and collaboration. ### Requesting Feedback Open the appraisal record and click **Ask Feedback**. In the dialog: 1. Select the colleagues to send the feedback request to in the **Recipients** field. 2. Review the pre-filled email message and customize if needed. 3. The **Answer Deadline** defaults to one day after the appraisal date. Adjust as needed. 4. Click **Send**. Recipients receive an email with a link to a structured feedback survey. Their responses are collected anonymously and compiled for the manager's review. ### Viewing 360 Feedback Results Navigate to **Appraisals > Configuration > 360 Feedback** to see all feedback surveys across the organization. Each survey row displays: * Survey name * Responsible person and assignment date * Number of questions * Average completion time * Number of participants invited * Number of completed responses Click **See Results** to view response analytics including response rates per question, answer distributions, and text responses. Download a PDF of the full results using the print icon. Click **Test** on any survey to preview the questions without submitting responses. *** ## Goals Goals link performance targets to the appraisal process, allowing employees and managers to set, track, and review objectives between review cycles. Navigate to **Appraisals > Goals** to view all goals across the organization (admin view) or just your own goals (employee view). **Creating a goal:** Click **New** and fill in: * **Goal** - descriptive title of the objective * **Employee** - who the goal is assigned to * **Appraisal** - optionally link to an open appraisal * **Deadline** - target completion date * **Progress** - percentage complete (update as work progresses) * **Tags** - categories for filtering * **Description** - detailed explanation of the goal and success criteria Goals linked to an appraisal appear on the appraisal form for reference during the review discussion. *** ## Skills Evolution Track skill development over time to see how employees grow across competencies. Navigate to **Appraisals > Reporting > Skills Evolution** to view a report showing skill levels per employee across all recorded assessment periods. Skills are defined in the Skills configuration and assigned to employee profiles. During appraisals, managers update skill levels based on observed performance. The Skills Evolution report displays the progression over time. This report is useful for identifying high-potential employees, skills gaps across teams, and learning investment ROI. *** ## Appraisal Analysis Report Navigate to **Appraisals > Reporting > Appraisal Analysis** to monitor the state of all appraisals across the organization. **Default view** - bar chart grouped by month and department showing appraisal volume. **Gantt view** - switch to Gantt to see appraisals on a timeline with color-coded statuses: * Yellow: Done (completed) * Orange: Appraisal Sent (confirmed, in progress) * Red: Cancelled * Gray: To Start (scheduled, not yet confirmed) **Filtering by time period** - use the date range controls to switch between Today, This Week, This Month, This Quarter, or This Year. Enter custom date ranges in the From/To fields. **Grouping by status** - clear default filters, then group by **Status** to see a count of appraisals in each stage. Useful for identifying how many reviews need follow-up. **Filtering to your own appraisals** - add a custom filter where Employee > Manager = your name. This shows only the appraisals you are responsible for conducting. *** ## Best Practices Schedule appraisals at a consistent cadence using automatic plans rather than manually creating them each cycle. Send 360 feedback requests at least two weeks before the appraisal date to allow time for responses. Set concrete, measurable goals with deadlines rather than vague development objectives. Use the Skills Evolution report to track capability growth as part of your talent development strategy. Review the Appraisal Analysis report before each quarter end to identify overdue or unconfirmed appraisals that need attention. **Your Knowlix:** *"Show me all appraisals due this month"* or *"Which employees don't have a scheduled appraisal?"* or *"List all goals that are overdue"* or *"Show me the skills assessment for the engineering team"* or *"How many appraisals are in progress right now?"* # Attendances Source: https://docs.knowlix.ai/human-resources/attendances Knowlix Attendances functions as a digital time clock for your workforce. Employees check in and out using a kiosk device, a dedicated kiosk mode on any browser, or directly from the Knowlix interface. Managers monitor who is currently on-site, review attendance histories, identify overtime, and flag discrepancies for correction before payroll runs. **Key features:** * Kiosk-based physical check-in with PIN or badge support * Browser-based check-in for desk workers * Automatic check-out after configured tolerance period * Overtime calculation with configurable tolerances * Absence logging linked to time off records * Attendance approval workflow *** ## Access Rights **Without Attendances access:** Any Knowlix user can check themselves in and out using the status icon in the top navigation bar (red circle for checked-out, green circle for checked-in). All users can also view their own attendance records from their employee profile. **With Administrator access:** Full access to the Attendances module including all employee records, kiosk mode, reporting, and configuration settings. **Approvers:** A manager assigned as an attendance approver for specific employees can view and modify attendance records for those employees only, without needing full administrator rights. Set the approver in the employee record under the **Work Information** tab in the **Approvers** section. To configure access, go to **Settings > Users > Manage Users**, open a user's profile, and find the **Attendances** field under the Human Resources section in Access Rights. *** ## Configuration Navigate to **Attendances > Configuration** to set up attendance behavior. Settings marked with a building icon are company-specific. Settings without that icon apply to all companies in the system. ### Check-In Modes **Attendances from Backend** - when enabled, employees can check in and out directly from the Knowlix interface without using a physical kiosk. Disable this to enforce kiosk-only check-in. **Automatic Check-Out** - automatically logs employees out after their scheduled working hours end, plus a configurable tolerance buffer. Useful for preventing open-ended attendance records when employees forget to check out. **Tolerance** - the time buffer (in hours) before automatic check-out triggers. For example, with a 2-hour tolerance, an employee scheduled until 5:00 PM is automatically checked out at 7:00 PM if they haven't done so manually. **Absence Management** - when enabled, any gap between scheduled working hours and actual attendance records is logged as an absence on the attendance report. These are separate from approved time-off requests. ### Extra Hours (Overtime) Settings **Tolerance In Favor of Company** - overtime under this threshold (in minutes) is not counted. If an employee works 14 extra minutes and the tolerance is 15 minutes, no overtime is recorded. If they work 17 extra minutes, all 17 are counted. **Tolerance In Favor of Employee** - a grace period (in minutes) that protects employees from minor undertime. If an employee's total hours are less than their scheduled hours but within this tolerance, they are recorded as having worked their full schedule. **Extra Hours Validation** - choose how overtime is approved: * **Automatically Approved** - all logged overtime is approved immediately * **Approved by Manager** - overtime must be reviewed and approved by a manager before it counts **Display Extra Hours** - when enabled, the accumulated overtime balance is shown to employees when they check out via kiosk or from the browser. > **Note:** Approved extra hours can be applied toward time off requests, allowing employees to offset overtime against future leave. *** ## Attendance Overview Dashboard When opening the Attendances module, the Overview dashboard displays all attendance records the current user has permission to view. Toggle between **Gantt view** (visual timeline) and **List view** (data table) depending on your analysis needs. Use the date navigation to browse specific periods. Click **Focus Today** to return to the current date. Records with errors appear highlighted in red, indicating they need review. Common error causes include records with a check-in but no check-out, or entries spanning an unreasonably long duration. *** ## Kiosk Mode Physical check-in kiosks provide a touchscreen interface for employees who don't work at desks. Open kiosk mode from **Attendances > Kiosk Mode** on a tablet or monitor mounted in a common area. Employees identify themselves using one of the configured methods: * **PIN code** - enter a personal 4-digit PIN * **Badge scan** - swipe an NFC card or scan a barcode * **Employee name search** - search and select from a list After identifying themselves, the employee taps **Check In** or **Check Out** depending on their current status. The kiosk displays their name and the current time to confirm the action was recorded. **Kiosk configuration** (under Attendances > Configuration): **Kiosk Mode** - choose the identification method(s) available at kiosks: * Badge or PIN * PIN only * Badge only **Employee PIN** - enable or disable PIN-based identification **Kiosk Delay** - the time (in seconds) before the kiosk returns to the welcome screen after an action **Display Time** - show the current time on the kiosk welcome screen **Attendance Reminder** - send a reminder notification to employees who are still checked in past their expected end time \[Screenshot: Kiosk check-in interface] *** ## Checking In and Out from the Browser When backend check-in is enabled, employees use the status circle in the top navigation bar of any Knowlix screen: * **Green circle (Available)** - click to check out * **Red circle (Not available)** - click to check in A confirmation dialog shows the action and timestamp. The check-in or check-out is recorded immediately. *** ## Filtering and Grouping Attendance Records Use the search bar filters and groupings on the Overview dashboard to analyze specific attendance patterns: **Useful filters:** | Filter | Use Case | | ------------------------- | ---------------------------------------------------- | | At Work | See who is currently on-site | | Errors | Find records needing correction before payroll | | Automatically Checked-Out | Identify employees who regularly forget to check out | | Date | Focus on a specific pay period | | Active/Archived Employees | Switch between current and former staff | **Useful groupings:** | Group By | Use Case | | ---------------- | --------------------------------------- | | Employee | Summarize attendance per person | | Department | Compare team-level attendance patterns | | Work Location | Analyze attendance by office or site | | Check Out Reason | Review why employees left early or late | *** ## Managing Attendance Records ### Editing Individual Records Open any attendance record from the Overview or reporting views to review and edit the check-in and check-out times. Administrators and approved managers can make corrections. Common corrections needed: * Employee forgot to check out (set check-out time manually) * Employee checked in from wrong kiosk (update location) * Duplicate records from kiosk errors (delete the extra entry) ### Overtime Approval When overtime requires manager approval, navigate to **Attendances > Manager > Extra Hours** to review pending requests. Approve or reject each overtime entry. Approved overtime can be allocated toward time off balances. *** ## Reporting Access attendance reports from **Attendances > Reporting**. **Attendance Analysis** - shows check-in/check-out hours, overtime, and underhours per employee across any date range. Group by department, work location, or time period. **Key metrics available:** * Total hours worked * Expected vs. actual hours * Overtime accumulated * Number of absences * Late arrivals and early departures Export reports to spreadsheet format for payroll system integration or HR review. *** ## Best Practices Enable automatic check-out with a reasonable tolerance to prevent open-ended records from distorting payroll calculations. Review the Errors filter weekly so discrepancies are corrected before they accumulate. Use the "At Work" filter at the end of each day to verify the premises are cleared. Configure overtime approval to require manager review if your payroll policy requires sign-off on extra hours. Train employees to check out even for short breaks to maintain accurate records. **Your Knowlix:** *"Who is currently checked in?"* or *"Show me employees with overtime this week"* or *"List all attendance errors for this pay period"* or *"Which employees have worked more than 45 hours this week?"* # Employees Source: https://docs.knowlix.ai/human-resources/employees Knowlix Employees is the central hub for all personnel information. Employee profiles store contact details, employment terms, work schedules, skills, certifications, and organizational structure. HR managers use this module to maintain accurate records for payroll, compliance, capacity planning, and performance management. **Key features:** * Comprehensive employee profile management * Department hierarchy and organizational chart * Contract management with version history * Skills and certification tracking * Equipment and asset assignment * Onboarding and offboarding checklists * Badge and achievement system * Retention rate reporting *** ## Settings Navigate to **Employees > Configuration > Settings** to configure system-wide employee settings. ### Presence Display Choose how employee availability status is determined: **Based on Attendances** - an employee is marked present when they are checked into the Attendances module. **Based on Login Status** - an employee is marked present when they are logged into Knowlix. **Advanced Presence Control** - when enabled, presence can be determined by operational signals: * **Email Activity** - an employee is considered present if they send at least a specified number of emails per hour * **IP Address Restriction** - employees are only marked present when connected from designated corporate IP addresses (enter multiple addresses separated by commas) ### Skills Management Enable this option to display the Resume tab on employee profiles, allowing storage of work experience, skills, and certifications. Disable if your organization does not use skill tracking. ### Remote Work Enable this option to show a daily location schedule on each employee's Work Information tab. Managers can specify whether the employee works from home, the office, or another location for each day of the week. The employee card shows an icon indicating their current day's work location. ### Work Organization Set the **Default Company Working Hours** that applies to new employees unless overridden. Available schedules are shared with the Payroll module. ### Employee Self-Editing Enable **Employee Editing** to allow employees to update their own profile information (address, phone, emergency contacts, etc.) without requiring HR intervention. *** ## Employee Profiles ### Creating a New Employee Navigate to **Employees > Employees > New** or click the **New** button from the employee list. **General information:** * **Employee Name** and **Job Position** * **Work Email** - used for internal notifications and system communications * **Work Phone** and **Mobile** * **Manager** - who this employee reports to * **Coach** - development mentor (optional) * **Department** - organizational unit assignment * **Job Title** - display title shown on business cards and documents * **Company** - for multi-company environments * **Tags** - custom labels for filtering and grouping * **Profile Photo** \[Screenshot: Employee form general tab] ### Work Information Tab Configure the employee's practical work setup: * **Work Location** - primary work site * **Working Hours** - the employee's weekly schedule * **Timezone** - for remote or distributed teams * **Flexible Hours** - whether the employee follows a flexible schedule **Approvers section:** * **Time Off** - who approves this employee's leave requests * **Expenses** - who approves expense reports * **Attendance** - who oversees and can modify attendance records **Remote Work Schedule** (when Remote Work setting is enabled): Configure which days of the week the employee works from home vs. office. ### Private Information Tab Store sensitive personal details accessible only to HR: * Home address * Private phone and email * Emergency contact name and phone * Marital status and number of dependents * Visa/work permit information (number and expiry) * Certificate level (highest education) * Field of study This information feeds into payroll calculations and compliance reporting. ### HR Settings Tab Configure HR-specific attributes: * **Employee Type** - Employee, Student, Freelancer, or Subcontractor * **Related User** - the Knowlix user account linked to this employee profile * **PIN** - for kiosk check-in in Attendances * **Badge ID** - for NFC badge-based check-in * **Fleet** - whether the employee has a company vehicle * **Timesheet Cost** - hourly cost rate for project costing ### Resume Tab When Skills Management is enabled, this tab displays: **Work Experience** - previous positions, companies, and durations. Add entries for current and past roles to build a complete employment history. **Skills** - competency ratings across configured skill categories (technical skills, languages, certifications, etc.). Skills are rated by level and can be updated during appraisals. **Education** - academic qualifications and degrees. *** ## Departments Departments create the organizational hierarchy for reporting, access control, and team management. Navigate to **Employees > Employees > Departments** to manage the department structure. Each department has: * **Name** * **Manager** - the department head * **Parent Department** - for creating sub-departments within a hierarchy * **Company** - for multi-company configurations The organizational chart view (**Employees > Employees > Org Chart**) displays the full reporting structure visually. *** ## Contracts Employment contracts track the formal terms of each employment relationship. Navigate to **Employees > Employees > (employee) > Contracts tab** or access all contracts from **Employees > Employees > Contracts**. **Contract fields:** * **Contract Reference** - internal identifier * **Employee** and **Job Position** * **Contract Start Date** and **End Date** (leave blank for indefinite) * **Work Schedule** - the employee's working hours * **Salary Structure** - payroll calculation method * **Wage** - base salary amount and period (monthly, annual, etc.) * **HR Responsible** - the HR person managing this contract Contracts move through status stages: New, Running, Expired, Cancelled. Only one contract should be in Running status per employee at a time. *** ## Certifications Certifications validate that employees have completed specific training or hold official qualifications. Navigate to **Employees > Configuration > Certifications** to manage certification types. Certifications can be issued to employees from their profile under the Resume tab's education section, or through the eLearning module's course completion workflow. *** ## Badges Badges recognize employee achievements, performance milestones, and contributions. They can be awarded manually by managers or triggered automatically by CRM challenges or eLearning course completions. Navigate to **Employees > Configuration > Badges** to view and manage the badge library. **Creating a badge:** Click **New** and configure: * **Badge Name** * **Image** - visual icon displayed on the badge * **Description** - what this badge represents * **Who can grant this badge** - all users, selected users, or users holding a specific badge * **Monthly sending limit** - per person to prevent badge inflation * **Earned by Challenge** - link to automatic award criteria **Awarding a badge:** Click **Grant** on any badge from the Badges dashboard, or navigate to an employee's profile and click **Grant Badge** from their record. **Viewing employee badges:** Open an employee profile and go to the **Received Badges** tab to see all awards. *** ## Equipment Track company-owned equipment assigned to employees (laptops, phones, office furniture, tools, etc.). From an employee's profile, go to the **Equipment** tab to see assigned items. Create equipment records from **Employees > Employees > (employee) > Equipment > New**. Equipment assignment creates an ownership record showing who has each asset, when it was assigned, and its current condition. *** ## Onboarding Onboarding activities guide new employees through their first days with structured task lists. Navigate to **Employees > Configuration > Activity Plans > Onboarding** to configure the default onboarding checklist. Activities can include setting up equipment, completing paperwork, attending orientation sessions, and meeting key team members. When a new employee record is created, the system can automatically assign onboarding activities to HR, IT, and the new employee's manager. *** ## Offboarding When an employee leaves, the offboarding workflow ensures proper knowledge transfer, asset return, and access removal. Navigate to **Employees > Employees > (employee) > Archive** to begin the offboarding process. Before archiving, complete the offboarding checklist items including equipment return, access revocation, final payroll processing, and document handover. The archived employee's historical records remain accessible for compliance and reporting purposes. *** ## Retention Reporting Navigate to **Employees > Reporting > Retention** to view employee retention metrics over time. This report shows headcount changes, new hires, and departures by period, helping HR identify turnover trends and benchmark against industry standards. *** ## Best Practices Complete all employee profile fields thoroughly, especially approvers and tax information, before running the first payroll for a new hire. Use consistent department names across all systems for accurate reporting. Update contract records whenever employment terms change rather than modifying existing contracts. Conduct skill assessments during appraisals to keep the resume tab data current. Use tags to create cross-functional groups (project teams, committees) that don't follow the department hierarchy. **Your Knowlix:** *"Show me all employees in the Sales department"* or *"Which employees have contracts expiring this month?"* or *"List employees who haven't logged in for 30 days"* or *"Show me the organizational chart for the Operations team"* or *"Which employees are working from home today?"* # Fleet Source: https://docs.knowlix.ai/human-resources/fleet Knowlix Fleet tracks company vehicles across their full lifecycle, from acquisition and assignment to maintenance, contracts, and cost analysis. Fleet managers configure vehicle profiles, log service work, manage insurance and lease contracts, and analyze total cost of ownership per vehicle. **Key features:** * Vehicle registry with driver assignments * Service request and maintenance tracking * Contract management (insurance, leases, registrations) * Accident logging by fault category * Cost analysis reporting by vehicle and service type * Fuel log tracking *** ## Vehicles ### Adding a Vehicle Navigate to **Fleet > Fleet > Vehicles** and click **New**. **Vehicle form fields:** * **Vehicle Name** - make and model (e.g., "Toyota Camry 2023") * **License Plate** - registration number * **Model** - link to a vehicle model record for shared specifications * **Driver** - the employee currently assigned to this vehicle * **Driver Type** - Employee or Contact * **State** - the current status in the vehicle lifecycle (New, In Use, Parked, etc.) * **Tags** - custom labels for filtering * **Location** - where the vehicle is based **Tabs on the vehicle form:** **Information tab:** Technical details including category (sedan, van, truck), fuel type, horsepower, and transmission. **Contract tab:** Active and historical contracts linked to this vehicle. **Services tab:** All service records for this vehicle. **Fuel Logs tab:** Fuel fill-up records with cost and mileage. **Odometer tab:** Odometer reading history. **Resume tab:** Summary of the vehicle's history and costs. \[Screenshot: Vehicle form] ### Vehicle Models Create model records to standardize specifications across multiple vehicles of the same type. Navigate to **Fleet > Configuration > Models**. Each model record stores: brand, model name, vehicle type, fuel type, power, color options, and standard equipment. When adding a new vehicle, selecting a model pre-fills technical fields automatically. Create **brands** separately under **Fleet > Configuration > Brands** to organize your model catalog. ### Vehicle States States represent lifecycle stages in the fleet. Default states include New, In Use, Parked, and Archived. Customize these under **Fleet > Configuration > States** to match your fleet management workflow. *** ## Contracts Contracts track recurring financial obligations tied to each vehicle, such as leases, insurance policies, and registrations. Navigate to **Fleet > Fleet > Contracts** and click **New** to create a contract. **Contract form fields:** * **Name** - contract reference or description * **Contract Type** - the type of obligation (insurance, lease, maintenance agreement, etc.) * **Vehicle** - the vehicle this contract covers * **Start Date** and **End Date** - contract duration * **Recurring Cost** - amount and frequency (monthly, quarterly, annually) * **Cost Generated** - how the cost is handled (expense, invoice, etc.) Upcoming contract expirations trigger alerts so renewals are not missed. Configure reminder settings under **Fleet > Configuration > Settings**. *** ## Service Records Track all maintenance and repair work from a single service view. Navigate to **Fleet > Fleet > Services** and click **New** to log service work. **Service form fields:** * **Description** - what was done or needs to be done * **Service Type** - category of service (oil change, tire rotation, accident repair, etc.) * **Date** - when the service occurred or is scheduled * **Cost** - the total service expense * **Vendor** - the shop or mechanic performing the work * **Vehicle** - the vehicle being serviced (auto-fills driver and odometer unit) * **Driver** - the driver at the time of service * **Odometer Value** - mileage reading at time of service Attach invoices, estimates, or photos using the attachment icon in the activity feed. ### Service Stages Services move through four stages: | Stage | Meaning | | --------- | ------------------------------------- | | New | Requested but not started | | Running | Work in progress, estimate known | | Completed | All repairs done, final cost recorded | | Cancelled | Request cancelled | Update the stage from the service form using the status buttons at the top right, or drag service cards between columns in Kanban view. ### Service Types Create custom service types to categorize work. Navigate to **Fleet > Configuration > Service Types**. Common categories: oil change, tire rotation, inspection, bodywork, accident repair, registration renewal. *** ## Accident Tracking Accidents are logged as service records using dedicated service type categories. This approach organizes accident-related repairs separately from routine maintenance and enables cost analysis by fault. ### Setting Up Accident Service Types Create two service types in **Fleet > Fleet > Services** when first logging an accident: * "Accident - Driver's Fault" * "Accident - No Fault" When creating the service type, set the category to **Service**. ### Logging an Accident Navigate to **Fleet > Fleet > Services** and click **New**. 1. In **Service Type**, select the appropriate accident category. 2. Set the **Date** to when the accident occurred. 3. Leave **Cost** blank until the repair estimate is known. 4. Select the **Vendor** performing repairs. 5. Select the **Vehicle** involved (auto-fills driver). 6. Confirm or update the **Driver** if someone other than the assigned driver was operating the vehicle. 7. Enter the **Odometer Value** at time of accident. 8. In the **Notes** section, describe the incident in detail (e.g., "Rear-end collision at intersection, vehicle stationary"). For accidents requiring repairs from multiple vendors, create a separate service record for each vendor. Copy the notes field and attach the same supporting documents (police report, insurance claim) to each record. Attach documentation (police reports, insurance correspondence, repair estimates) using the paperclip attachment icon. ### Viewing Accident Data Navigate to **Fleet > Fleet > Services** and filter by service type to see all accident records. Group by Vehicle to compare accident history across your fleet. Group by Driver to identify patterns in driver behavior. Use the **At Fault** filter to see driver-caused accidents separately from no-fault incidents. *** ## Cost Analysis Navigate to **Fleet > Reporting > Costs** to view the total cost analysis across your fleet. The default report shows a bar chart of contract costs and service costs by month for the current year. The combined total line shows overall fleet spend. **Analyzing by vehicle:** 1. Click the search toggle to reveal filter and group options. 2. In **Group By**, select **Vehicle**. 3. The chart shows total cost per vehicle (contract + service combined). 4. Hover over any bar for the exact cost breakdown. 5. Switch to pivot view for a tabular breakdown showing contract cost, service cost, and total per vehicle. **Filtering accident costs:** Filter by service type "Accident - Driver's Fault" or "Accident - No Fault" to isolate accident-related spend. This helps calculate the true total accident cost per vehicle or driver over any period. **Managing active repairs:** Filter the services list to show only **New** and **Running** stage records to focus on work in progress. Save this as a favorite filter for quick access during daily fleet management. *** ## Fuel Logs Track fuel expenses and consumption to monitor efficiency and control costs. Navigate to **Fleet > Fleet > Vehicles**, open a vehicle, and go to the **Fuel Logs** tab. Click **Add a line** to record each fill-up with: * Date * Liters or gallons added * Price per unit * Total cost * Odometer reading Fuel data feeds into the cost analysis report alongside contract and service expenses. *** ## Reporting **Cost Analysis** (Fleet > Reporting > Costs) - total spend by vehicle combining contracts and services. **Services** (Fleet > Fleet > Services in list view) - all service history filterable by type, vehicle, driver, stage, and date. Both reports support pivot view for tabular export and can be filtered by any combination of vehicle, driver, date range, or service type. *** ## Best Practices Log every service and accident event, even minor ones, to build an accurate cost history per vehicle. Review the cost analysis report quarterly to identify vehicles whose total cost of ownership exceeds their value. Set contract expiration reminders far enough in advance to allow time for renewal negotiations. Standardize service type names across your team for consistent reporting. Use the accident service types consistently so driver fault vs. no-fault data remains clean and reportable. **Your Knowlix:** *"Which vehicles are due for service this month?"* or *"Show me the total maintenance cost per vehicle this year"* or *"List all open accident repairs"* or *"Which contracts expire in the next 30 days?"* # Frontdesk Source: https://docs.knowlix.ai/human-resources/frontdesk Knowlix Frontdesk provides a digital visitor management system for offices and facilities. Visitors check in at self-service kiosks, notify their host upon arrival, and optionally request refreshments while they wait. The module suits any location without dedicated reception staff or designated waiting areas. **Key features:** * Kiosk-based self-check-in with optional QR code support * Automatic host notification by email, SMS, or internal message * Drink request and fulfillment tracking * Visitor logs with check-in and check-out times * Planned visitor pre-registration for faster arrival *** ## Configuration ### Creating Stations A station represents any location where visitors arrive and wait. Each station gets its own kiosk interface. Create as many stations as your facility requires. Navigate to **Frontdesk > Configuration > Stations** and click **New**. **Required fields:** * **Frontdesk Name** - short, descriptive label shown on the kiosk (e.g., "Main Lobby", "East Wing Reception") * **Responsibles** - the person or people alerted when a visitor checks in at this station After saving, the **Kiosk URL** field populates automatically. Use this URL to access the kiosk on a dedicated device. **Adding a background image:** Hover over the camera icon in the top-right of the station form and click the Edit icon to upload a photo. This image appears as the background on the kiosk welcome screen. ### Station Options In the **Options** tab of each station form, configure the check-in experience: **Host Selection:** When enabled, visitors can select the person they are meeting from a list. Enabling this reveals additional notification settings: * **Notify by email** - sends an email to the host when the visitor checks in. Customize the email template as needed. * **Notify by SMS** - sends a text message to the host upon check-in. SMS messages are limited to 242 characters. Select or customize the SMS template. * **Notify by Discuss** - sends an internal message to the host via the communication module. This is enabled by default when host selection is active. **Authenticate Guest:** Collect visitor contact information during check-in. For each field (Email, Phone, Organization), choose **Required**, **Optional**, or **None**. **Theme:** Choose **Light** (pale gray) or **Dark** (dark gray/black) to match your space's aesthetic. **Self Check-In:** Displays a QR code on the kiosk screen. Visitors scan it with their phone to complete check-in on their own device. Recommended for high-traffic kiosks where multiple guests arrive simultaneously. **Offer Drinks:** Activates the drink request feature after check-in. After enabling this option, click **Configure Drinks** to set up available drink options, then select which drinks to display at this station. ### Side Message Tab Enter any text you want displayed to visitors after they complete check-in, such as a welcome message or instructions for finding the waiting area. This text appears on the right side of the confirmation screen. *** ## Setting Up Drink Options Navigate to **Frontdesk > Configuration > Drinks** and click **New** to add each drink option. **Drink form fields:** * **Drink Name** - the name displayed on the kiosk (required) * **People to Notify** - who receives a notification in the communication module when this drink is requested (required) * **Sequence** - controls the display order on the kiosk; lower numbers appear first Add a photo by hovering over the image field and clicking the Edit icon. The image appears on the drink selection screen in the kiosk. *** ## Kiosk Setup Each station should run on a dedicated device such as a tablet. Open the kiosk in one of two ways: * From the Frontdesk dashboard, click **Open Desk** on the station card. The kiosk opens in a new browser tab. * Go to **Frontdesk > Configuration > Stations**, open the station, copy the **Kiosk URL**, and paste it into a browser. > **Security note:** When the kiosk URL is opened, the current Knowlix session on that device is automatically signed out. This prevents visitors from accessing the system. Mount the device securely at the station and lock it to the kiosk URL to prevent users from navigating away. *** ## Visitor Check-In Flow ### Standard Check-In When a visitor arrives at the kiosk, they tap **Check In** and fill in the requested information. Fields marked with a red asterisk are required. After completing the form, they tap **Check In** to submit. If no input is detected for 10 seconds at any point during the process, the kiosk returns to the welcome screen automatically. ### Planned Visitor Check-In If visitor information was entered in advance, a **Quick Check In** panel appears on the right side of the kiosk screen listing expected visitors for the day. The visitor taps their name to check in instantly without re-entering their information. ### Drink Selection If the station has drinks configured, a prompt appears after check-in: "Do you want something to drink?" The visitor selects a drink or declines. A confirmation message appears if a drink was requested, and the designated staff member receives an internal notification. ### Notifications After check-in, configured notifications are sent immediately: * The host receives their selected notification (email, SMS, or internal message) * Staff assigned to deliver drinks receive a notification in the communication module The notification message format includes the station name, visitor name, phone number, organization, and who they are visiting. *** ## Visitor Management ### Visitor List Navigate to **Frontdesk > Visitors** to view all current and past visitors. By default, the list shows **Checked-In** and **Planned** visitors for today. **Visible columns:** | Column | Description | | --------------- | ---------------------------------------------- | | Name | Visitor's name | | Visitor Company | The organization they represent | | Phone | Contact number | | Host | Who they are visiting | | Check In | Arrival date and time | | Duration | Time elapsed since check-in | | Station | Which kiosk they used | | Status | Checked-In, Planned, Checked-Out, or Cancelled | Additional columns (Drinks, Checkout, Email, Company) can be enabled using the column settings icon in the top-right of the list. **Checking out a visitor:** When a visitor leaves, click the **Check Out** button at the end of their row. The departure time is recorded. Visitors do not self-checkout - staff must mark departures for accurate records. **Confirming a drink was served:** If a visitor requested a drink, a **Drink Served** button appears on their row. Click it after delivery to remove the visitor from the drink service queue. **Printing a visitor badge:** For planned visitors, a **Print Badge** button appears. The badge PDF includes the visitor's name, company, host name, check-in time, and your company logo. Print on adhesive labels or insert into badge holders. ### Pre-Registering Planned Visitors When expecting guests in advance (job candidates, auditors, client visits), register them before they arrive to streamline their check-in. Navigate to **Frontdesk > Visitors** and click **New**. Enter visitor details including: * **Name** (required) * **Station** where they will arrive (required) * Phone, email, company, and host information > **Important:** Planned visitors should be checked in from the **Visitors list** in the Frontdesk module by staff, not through the kiosk. If a planned visitor uses the kiosk, a separate check-in record is created, and the planned entry remains in "Planned" status. Inform pre-registered guests to skip the kiosk and have staff handle their arrival. *** ## Reporting Access reports from **Frontdesk > Reporting**. **Visitors report** - shows the number of visitor check-ins by month for the current year. Filter and group by station, date range, or status for specific analysis. **Drinks report** - displays total requests for each drink option. Useful for understanding demand and planning refreshment supplies. *** ## Best Practices Use a dedicated tablet for each kiosk and secure it with a kiosk browser app or similar restriction. Pre-register expected visitors to reduce check-in friction for important guests. Assign drink delivery responsibilities clearly so requests are fulfilled promptly. Check out all visitors when they leave to maintain accurate occupancy records, especially relevant for safety and security compliance. Review the visitor log periodically to ensure your reception flow meets building security requirements. **Your Knowlix:** *"Show me visitors currently checked in"* or *"How many visitors did we have this week?"* or *"List all planned visitors for tomorrow"* or *"Which drinks were requested most this month?"* # Lunch Source: https://docs.knowlix.ai/human-resources/lunch Knowlix Lunch enables employees to browse daily food offerings, place orders, and manage meal accounts directly within the system. Managers configure vendors, products, and pricing, then coordinate order delivery and employee notifications. The module tracks individual account balances, supports overdraft limits, and sends delivery confirmations through the internal communication module. **Key features:** * Employee self-service food ordering with account balance tracking * Vendor and product catalog management * Order lifecycle management (submit, send to vendor, confirm delivery, notify employee) * Configurable alerts for order deadlines and announcements * Multi-location support *** ## Settings Navigate to **Lunch > Configuration > Settings** to configure two global options: **Lunch Overdraft** - the maximum negative balance allowed per employee. Employees with balances below zero can still order up to this overdraft limit. The currency uses your company's localization setting. **Reception Notification** - the message sent to employees via the internal communication module when their food arrives. The default message is: *"Your lunch has been delivered. Enjoy your meal!"* Customize this text as needed. If your system has multiple languages installed, a language code button appears next to translatable fields. Click it to open a translation window and enter the message in each installed language. *** ## Configuration ### Locations Each delivery location must be configured before creating vendors and products. By default, one location (Head Office) is created during installation. Navigate to **Lunch > Configuration > Locations** to add more. Click **New**, enter the location name, and fill in the delivery address. Create one location for each office, building, or floor where food is delivered. ### Vendors Navigate to **Lunch > Configuration > Vendors** and click **New** to add each food supplier. **Vendor form fields:** * **Vendor Name** - the restaurant or caterer name * **Contact information** - phone, email, and address * **Availability** - the days of the week this vendor is available * **Order deadline** - the cutoff time for accepting orders * **Delivery time** - expected arrival after ordering * **Locations** - which office locations this vendor serves * **Pricelist tab** - add product options and pricing for this vendor Configure the availability schedule and order deadline so employees know when to place their orders before the cutoff. ### Product Categories Group related menu items for easier browsing. Navigate to **Lunch > Configuration > Product Categories** and create categories such as "Hot Meals", "Sandwiches", "Drinks", or "Desserts". Assign a category color for visual organization on the order screen. ### Products Navigate to **Lunch > Configuration > Products** and click **New** to add each menu item. **Product form fields:** * **Product Name** - displayed on the ordering screen * **Vendor** - which vendor supplies this item * **Category** - the product category for filtering * **Price** - base cost of the item * **Description** - optional details shown to employees when browsing * **Extras** - optional add-ons with prices (toppings, sides, drink upgrades, etc.) * **Photo** - item image shown during ordering *** ## Alerts Set up time-sensitive announcements visible on the Lunch module or delivered via chat notification. Navigate to **Lunch > Configuration > Alerts** and click **New**. **Alert form fields:** * **Alert Name** - short descriptive label (required) * **Display** - choose between **Alert in app** (banner visible in Lunch module) or **Chat notification** (message sent via internal communication module) * **Recipients** - visible only for chat notifications. Choose from: Everyone, Employees who ordered last week, Employees who ordered last month, or Employees who ordered last year * **Locations** - which locations see this alert (required; select all that apply) * **Show Until** - the date the alert expires (optional) * **Active** - toggle to enable or disable the alert * **Message** - the alert text content (required) * **Notification Time** - days of the week the alert is active. For chat notifications, also set the specific send time Common uses: order cutoff reminders, new vendor announcements, temporary menu changes. *** ## Placing Orders Employees access the ordering screen from **Lunch > My Lunch > New Order** or from the Lunch module homepage. The order dashboard shows available products for the day, the employee's current account balance, and the status of any orders already placed today. **Ordering a product:** 1. Browse available items by category or use the search bar. 2. Click a product to view details and extras. 3. Select desired extras and add a note to the vendor if needed. 4. Click **Order** to add to the cart. 5. Review the cart and click **Confirm Order** to submit. The order appears in Today's Orders with status **Ordered** (red indicator). **Checking order status:** * **Ordered** (red) - submitted, not yet sent to vendor * **Sent** (blue) - sent to vendor, awaiting delivery * **Received** (green) - delivered and confirmed *** ## Order Management Lunch administrators manage the daily order cycle from **Lunch > Manager**. ### Today's Orders Navigate to **Lunch > Manager > Today's Orders** to see all orders placed for the current day, grouped by vendor. **Order lifecycle:** **1. Send orders to vendors** When orders are ready to transmit, the manager places the actual order with the vendor (by phone, online, or other means). After placing the order externally, click **Send Orders** next to the vendor name in the Lunch module. The status updates from "Ordered" to "Sent" for all items from that vendor. **2. Confirm delivery** When the vendor delivers the order, click **Confirm Orders** next to the vendor name. The status updates to "Received". Individual items can be confirmed separately if a partial delivery arrives. **3. Notify employees** After confirming delivery, click the **Send Notification** button at the end of each product line to alert the employee that their food is ready. Notifications are sent individually. The message uses the template configured in Settings. **Cancelling an order:** Click the **Cancel** button at the end of any order line with "Ordered" status. Only unconfirmed orders can be cancelled. ### Control Vendors Navigate to **Lunch > Manager > Control Vendors** to view all orders across all dates, not just today. This view is useful for vendor reconciliation, billing verification, and historical reporting. All order management actions (cancel, send, confirm, notify) work the same way as on Today's Orders. *** ## Employee Accounts Each employee has a lunch account balance that decreases when orders are placed. Administrators can add funds to employee accounts, set overdraft limits, and review spending history. Navigate to **Lunch > Manager > Cash Moves** to add credits to employee accounts. Create a new cash move, select the employee, enter the amount, and add an optional description (e.g., "Monthly lunch benefit", "Expense reimbursement"). Employees can view their own balance on the order dashboard or from **Lunch > My Lunch > My Account**. *** ## Reporting Access lunch reports from **Lunch > Reporting** to analyze usage patterns, track spending by employee or vendor, and review order history. Filter by date range, location, vendor, or employee to focus on specific data sets. Export results for payroll reconciliation or budget planning. *** ## Best Practices Set order deadline alerts to remind employees to submit orders before the cutoff time. Pre-configure products and prices at the start of each week if menus change regularly. Use the account balance system to manage monthly lunch benefits by adding credits at the start of each period. Review the Control Vendors report monthly to verify vendor invoices match the system's order records. **Your Knowlix:** *"Show me today's lunch orders"* or *"Which employees have a negative lunch balance?"* or *"How much did we spend on lunch last month?"* or *"List all orders from this vendor this week"* # Payroll Source: https://docs.knowlix.ai/human-resources/payroll Knowlix Payroll handles the complete employee compensation cycle, from contract setup through payslip generation to final payment processing. The module connects with Attendance, Time Off, and Planning to pull accurate worked hours, then applies salary structures and rules to compute each employee's net pay. **Key features:** * Contract management with salary structure types and wage configurations * Payslip batch processing for efficient period-end payroll runs * Commission and warrant payslip support * Salary structures, rules, and rule parameters for configurable pay computation * Work entry tracking with conflict resolution * Salary attachments for deductions, garnishments, and recurring payments * Time off deferral for late-submitted leave requests * Payroll analysis and work entry reporting * Country-specific localization packages \[Screenshot: Payroll module dashboard with warnings panel and employer cost report] *** ## Settings Navigate to **Payroll > Configuration > Settings** to configure the module behavior. ### Accounting * **Payroll Entries** - select how payroll journal entries are posted (one entry per payslip, one per batch, or one per work entry type) * **Payroll Exchange Difference** - account used to record rounding differences in payroll journals ### Localizations Install a country-specific localization package to activate the tax schedules, salary structures, and work entry types required for legal compliance in that region. Once a localization is installed, additional fields and tabs appear throughout the module to capture country-required information. ### Time Off * **Deferred Time Off** - when enabled, time off requests submitted after payroll has already been processed can be deferred to the next pay period instead of requiring paycheck cancellation and reissuance * **Deferred Time Off Cut-off** - the day of the month after which late time off requests are automatically flagged for deferral ### Payroll * **Contract Expiration Notice** - number of days before contract end to generate an expiration warning on the dashboard * **Batch Payslip Email Template** - template used when sending payslips to employees by email * **Sent Payslip Email** - default email template for individual payslip distribution * **Work Permit Expiration Notice** - days before permit expiry to trigger a warning \[Screenshot: Payroll settings page] *** ## Contracts Contracts define the relationship between an employee and the company, specifying salary, working schedule, and the rules used to compute payslips. Navigate to **Payroll > Contracts > Contracts** (or click the Contracts smart button on an employee record). ### Contract Dashboard The dashboard displays contracts in Kanban view, organized by status stage. Default stages are **New**, **In Progress**, **On Hold**, and **Contract Ended**. The stage indicator at the top of each contract form reflects the current status, and contracts can be moved by dragging cards or clicking the stage. Use the **To Renew** filter to surface contracts approaching their end date. \[Screenshot: Contract dashboard showing Kanban stages] ### Creating a Contract Click **New** and complete the form. **General information section:** * **Contract Reference** - internal name for the contract * **Employee** - the person this contract applies to * **Job Position** - role associated with the contract * **Contract Start Date** - required; the date the contract becomes active * **Contract End Date** - leave blank for indefinite contracts; populating this field generates an expiration warning as the date approaches * **Working Schedule** - the schedule used to generate work entries and calculate attendance * **Work Entry Source** - determines how hours are recorded: Working Schedule (auto-generated), Attendances (requires clock-in/out), or Planning (pulled from shift assignments) * **HR Responsible** - the HR team member managing this contract * **Status** - New, In Progress, On Hold, or Contract Ended **Salary tab:** * **Salary Structure Type** - determines which salary structures, rules, and wage type apply * **Wage Type** - Fixed Wage for salaried employees; Hourly Wage for employees paid by hours worked * **Wage** - the agreed compensation amount per the pay schedule * **Scheduled Pay** - pay frequency (monthly, bi-weekly, weekly, etc.) * **Annual Gross** - auto-calculated based on wage and pay frequency **Details tab:** * **Analytic Distribution** - assign payroll costs to specific analytic accounts for financial reporting * **Notice Period** - required notice before contract termination * **Notes** - internal context about the contract **Signatories tab:** Assign the company signatory and the employee signatory for contract signing. If Knowlix Sign is configured, contracts can be sent for electronic signature directly from this tab. **Personal Documents tab:** Upload identity documents required by the company or local regulations. Supported document types include passport, national ID, and work permit. Each document has an expiration date field; approaching expiry triggers a warning on the payroll dashboard. **Salary Attachments tab:** Displays all active salary attachments configured for this employee. New attachments can be added from this tab or from **Payroll > Contracts > Salary Attachments**. \[Screenshot: Contract form showing salary tab] ### Sending a Contract To send the contract for electronic signature, click **Send** on the contract form. A compose email dialog appears pre-populated with the recipient and the configured email template. Adjust the message and click **Send** to deliver the contract. Once the employee signs, the contract status updates automatically. ### Contract Status Indicators | Status | Meaning | | -------------- | --------------------------------------------- | | New | Contract created but not yet active | | In Progress | Active contract; used for payslip generation | | On Hold | Temporarily paused (leave of absence, etc.) | | Contract Ended | Terminated; excluded from payslip batches | | To Renew | Contract end date is within the notice window | ### Contract Templates Reuse common contract configurations with templates. Navigate to **Payroll > Configuration > Contract Templates** and click **New**. Define the salary structure type, wage type, working schedule, and other defaults. When creating a new contract, select the template from the **Contract Template** field to pre-fill all configured values. *** ## Payslips Payslips are the individual compensation records generated for each employee for a specific pay period. ### Creating a Payslip Navigate to **Payroll > Payslips > All Payslips** and click **New**, or generate payslips through a batch. **Header fields:** * **Employee** - selecting an employee auto-fills contract, structure, and period fields * **Batch** - associate this payslip with a processing batch * **Structure** - the salary structure used for computation; defaults from the contract * **Period** - start and end dates for the pay period (required) #### Worked Days and Inputs Tab Displays all attendance records for the pay period, auto-populated from work entries. Each line shows the type, description, number of days, number of hours, and the total amount. The **Other Inputs** section allows adding manual entries for items not tracked as work entries, such as tips, reimbursements, bonuses, or commissions. Click **Add a Line** and choose the input type, description, and count. #### Salary Computation Tab Lists all salary rules applied to compute the final paycheck. This tab is blank when the payslip is first created. Click **Compute Sheet** to calculate all rule values. The tab is read-only; edits must be made on the Worked Days tab or contract, then recomputed. Click **Compute Sheet** again at any time before finalizing to recalculate after changes. #### Other Info Tab * **Payslip Name** - auto-generated from employee name and period; editable * **Company** - auto-filled from the employee record; not editable * **Close Date** - the date payment is issued to the employee * **Date Account** - the accounting end date for the payslip period * **Salary Journal** - the accounting journal where the paycheck is logged; not editable * **Internal Note** - optional field for notes visible only to HR and payroll staff ### Processing a Payslip Before processing any payslips, check the **Warnings** section on the payroll dashboard (**Payroll > Dashboard**). Warnings flag issues such as employees without active contracts or employees missing bank account information. Unresolved warnings can cause errors during processing. **Step 1: Create Draft Entry** Click **Create Draft Entry** and confirm when prompted. The status changes to Done and a **Journal Entry (Draft)** smart button appears. Click the smart button and then **Post** to post the journal entry. The button updates to **Journal Entry (Posted)** once posted. Employees cannot be paid until the journal entry is posted. **Step 2: Create Payment Report** Click **Create Payment Report**. In the popup, select the export format (NACHA for ACH transfers, CSV for manual processing, or country-specific formats when a localization is installed), the bank journal, and the effective date. Click **Generate** to produce the report file, which attaches to the payslip. **Step 3: Pay Employee** Click **Pay** to open the payment form. Fields are pre-filled from the payslip but can be adjusted except for the Amount field, which is locked to the computed value. * **Journal** - the accounting journal for the payment * **Payment Method** - Manual Payment, Check, or NACHA (direct deposit) * **Group Payments** - combine multiple payslips from the same period into one payment * **Payment Date** - date the employee receives payment Click **Create Payments** to process. After confirming that funds have been transferred or checks issued, click **Mark as Paid**. For payment to work, the employee must have a bank account on record in the Private Information tab of their employee profile, and that account must be marked as Trusted. \[Screenshot: Pay dialog with payment method options] ### Refunding a Payslip To reverse a payment, open the payslip and click **Refund**. This creates a new payslip with a negative amount matching the original. Process the refund payslip using the same steps as a regular payslip. ### Printing a Payslip Click **Print** on the payslip form. A PDF downloads and the file attaches to the payslip record via the activity feed. ### Viewing All Payslips Navigate to **Payroll > Payslips > All Payslips** for a nested list organized by batch. Click the arrow next to a batch name to expand it and view individual payslips. Each payslip shows its status: | Status | Meaning | | ------- | ---------------------------------------------- | | Draft | Created; amounts not yet calculated | | Waiting | Calculated; ready for review before finalizing | | Done | Calculated and ready for payment | | Paid | Employee has been paid | To export payslips, use the gear icon next to the page title and select **Export All**, or select specific payslips using their checkboxes and use the **Actions > Export** option. Navigate to **Payroll > Payslips > To Pay** to filter to only payslips that are pending payment. *** ## Batches Batches group multiple payslips for a common pay period, making it possible to process the entire payroll run as a single operation. ### Creating a Batch Navigate to **Payroll > Payslips > Batches** and click **New**. * **Batch Name** - a descriptive label such as "March 2025 Monthly Payroll" * **Period** - the pay period start and end dates * **Department** - optionally filter the batch to one department ### Generating Payslips Click **Generate Payslips** to open the employee selection dialog. Filter by department or job position if needed, then click **Generate**. One payslip is created per qualifying employee in the Waiting status. Review individual payslips by clicking them from the batch view. Make adjustments to work entries or other inputs before finalizing. ### Processing a Batch Click **Validate** to mark all payslips in the batch as Done and generate journal entries. After validation, click **Close** to move the batch to Closed status. Use **Create Payment Report** from the batch view to generate a single export file covering all payslips in the batch. \[Screenshot: Batch view showing payslip count and status buttons] ### Commission Payslips For warrant or commission payments outside the regular payroll cycle, create a separate batch with the appropriate salary structure. Select the employees receiving commissions, generate payslips, add commission amounts in the Other Inputs section of each payslip, and process normally. *** ## Salaries Salaries are calculated through a hierarchy of five components: structure types, structures, rules, rule parameters, and other input types. ### Structure Types Structure types group related salary structures and define the high-level payroll framework for a category of employees. Key settings on a structure type: * **Wage Type** - Fixed Wage or Hourly Wage * **Default Scheduled Pay** - typical pay frequency for this type * **Default Working Hours** - standard hours per week * **Regular Pay Structure** - the structure used by default for payslip generation Two default structure types ship with the module: **Employee** (salaried, fixed wage) and **Worker** (hourly wage). Additional types can be created at **Payroll > Configuration > Structure Types**. When creating a custom structure type, click **New** and complete: * **Structure Type** - descriptive name * **Country** - the country this type applies to * **Wage Type** - Fixed or Hourly * **Default Scheduled Pay** - pay frequency * **Default Working Hours** - standard weekly hours * **Regular Pay Structure** - name for the main pay structure * **Default Work Entry Type** - the work entry category used by default #### Creating Custom Working Hours In the Default Working Hours field, type a name and select **Create and Edit**. Configure: * **Name** - descriptive label (e.g., "Part-Time 20 Hours/Week") * **Flexible Hours** - allow variable start/end times while maintaining total daily hours * **Company Full Time** - weekly hours required for full-time status * **Timezone** - used for scheduling and attendance * **Working Hours Tab** - individual shift lines specifying day of week, day period (morning/afternoon), start time, and end time in 24-hour format Working hours are company-specific. Multi-company setups require a separate working hours record for each company, even if the schedules are identical. For bi-weekly schedules, click **Switch to 2 Week Calendar** to configure alternating week patterns. ### Structures Salary structures define specific pay situations within a structure type, such as Regular Pay, End of Year Bonus, or Overtime. Each structure contains a set of salary rules. View all structures at **Payroll > Configuration > Structures**. Click any structure to see its salary rules. ### Salary Rules Salary rules define how each line item on a payslip is computed. Rules use conditions and computation methods to determine whether a rule applies and how much it contributes. Navigate to **Payroll > Configuration > Rules** to view all rules by structure. **Creating a new rule:** Click **New** and fill in: * **Rule Name** - required; clear and descriptive * **Category** - the type of pay (Basic Pay, Allowances, Deductions, etc.) * **Code** - used in other rules to reference this rule's value; required * **Sequence** - controls calculation order (lower numbers compute first) * **Salary Structure** - the structure this rule belongs to; required * **Active** - toggle off to disable without deleting * **Appears on Payslip** - controls visibility on the payslip even if not computed * **View on Employer Cost Dashboard** - include in the employer cost report * **View on Payroll Reporting** - include in payroll reports **General tab:** * **Condition Based on** - Always True, Range, Other Input, or Python Expression * **Amount Type** - Fixed Amount, Percentage, Other Input, or Python Code **Accounting tab:** * **Debit Account** - the account this rule debits * **Credit Account** - the account this rule credits * **Not Computed in Net Accountability** - show the rule independently from net salary for cleaner reporting ### Rule Parameters Rule parameters provide the numeric values referenced by salary rules. View them at **Payroll > Configuration > Rule Parameters**. Parameters list their name, code, validity period, and current value. ### Other Input Types Other input types define the additional manual entries that can be added to payslips, such as bonuses, deductions, reimbursements, or expense claims. Navigate to **Payroll > Configuration > Other Input Types** to view existing types. Click **New** to create a custom type: * **Description** - the label for this input * **Code** - used by salary rules to reference this input * **Available in Structure** - restrict to a specific structure, or leave blank for all payslips * **Available in Attachments** - tick if this input can be used as a salary attachment *** ## Salary Attachments Salary attachments are recurring deductions or additions applied to payslips automatically over a defined period. They handle voluntary deductions, court-ordered garnishments, child support orders, and recurring bonus installments. ### Attachment Types Three default types are preconfigured: **Attachment of Salary**, **Assignment of Salary**, and **Child Support**. View all types at **Payroll > Configuration > Other Input Types**. Do not modify existing salary attachment types that have been used on payslips. Changes can break salary rule computations. Create new types only when required by specific legal or contractual situations. To create a new type, click **New** and check **Available in Attachments**. Provide a description, code, and optionally restrict it to a specific structure. ### Creating a Salary Attachment Navigate to **Payroll > Contracts > Salary Attachments** and click **New**. * **Employees** - one or more employees this attachment applies to * **Description** - brief label for the deduction or payment * **Type** - the attachment type * **Start Date** - when deductions begin * **Document** - attach supporting documentation (court orders, agreements, etc.) * **No End Date** - tick for indefinite attachments; hides the Total Amount field * **Payslip Amount** - the amount deducted or added each pay period * **Total Amount** - total amount to be paid before the attachment completes * **Negative Amount** - tick if the attachment represents a negative value * **Occurrences** - auto-calculated number of payslips needed to fulfill the total amount (read-only) When creating an attachment for multiple employees, fill in all fields and click **Create Individual Attachments**. This generates a separate record for each employee in the Employees field. \[Screenshot: Salary attachment form with fields] ### Managing Attachments Attachments cycle through three statuses: * **Running** - active; deductions are applied to each payslip * **Completed** - total amount has been paid; deductions stop automatically * **Cancelled** - manually stopped before completion To manually mark an attachment as complete, open the record and click **Mark as Completed**. To stop an attachment before completion, click **Cancel**. View all attachments at **Payroll > Contracts > Salary Attachments** sorted by Start Date. Click any column header to sort by that field. *** ## Work Entries Work entries are the individual records of employee time, covering attendance, time off, public holidays, training, and other work-related activities. The payroll module uses work entries to compute hours-based compensation and to verify time off balances. Work entries are generated automatically from an employee's working schedule, and from records in the Planning, Attendance, and Time Off modules. Manual entries can be created when records are missing. ### Work Entry Dashboard Navigate to **Payroll > Work Entries > Work Entries** to view the monthly calendar of all employee work entries. The current day is highlighted. The default **Conflicting** filter shows only entries with unresolved conflicts. Remove the Conflicting filter from the search bar to view all entries for all employees. ### Adding a Work Entry Click **New** on the work entry dashboard. In the form popup: * **Description** - brief label such as "Sick Time" or "Overtime" * **Employee** - the employee this entry belongs to * **Work Entry Type** - the category (Attendance, Sick Time Off, Training, Public Holiday, etc.) * **From / To** - start and end date and time for the entry * **Duration** - auto-calculated from the From/To values; editing this field adjusts the To time Click **Save and Close** to add the entry. ### Conflicts A conflict occurs when a work entry overlaps with another entry or when a time off request has not been approved. Conflicts must be resolved before payslips can be generated for the affected period. Conflicting entries display an orange triangle indicator. Click any conflicting entry to view the conflict explanation. **Resolving time off conflicts:** The most common conflict occurs when a time off request is submitted for a period that already has an auto-generated work entry. Two entries exist for the same slot: one for the time off request and one for regular attendance. To resolve directly on the work entry: click the entry, review the conflict details, and click **Approve Time Off** or **Refuse Time Off**. Click **Save and Close**. To review additional detail before deciding: click the internal link icon next to the Time Off field in the conflict popup. This opens the full time off request form. Approve or refuse from there, then return to the work entry popup and close it. ### Regenerating Work Entries After resolving conflicts caused by other modules (Planning, Attendance, Time Off), regenerate work entries to sync the corrected data. Click **Regenerate Work Entries** on the Work Entry dashboard. In the popup, select the affected employees and the date range, then click **Regenerate Work Entries**. Best practice: fix the root cause in the originating module first, then regenerate. Regenerating without fixing the source causes the same conflicts to reappear. ### Work Entry Types Work entry types categorize time records and link them to the appropriate payroll computation and time off policies. Navigate to **Payroll > Configuration > Work Entries > Work Entry Types** to view existing types. **Creating a new work entry type:** Click **New** and fill in: **General Information:** * **Work Entry Type Name** - short descriptive label (required) * **Payroll Code** - code used on payslips; coordinate with the accounting team (required) * **External Code** - code for third-party payroll service exports * **Color** - color shown on the work entry calendar dashboard **Display in Payslip:** * **Rounding** - No Rounding, Half Day, or Day * **Rounding Type** - Up or Down (appears when Half Day or Day is selected) **Time Off Options:** * **Time Off** - tick if this type can be selected in time off requests; activates the Time Off Type field * **Keep Time Off Right** - tick to allow unused time off to roll over to the next year **Reporting:** * **Unforeseen Absence** - tick to include this type in unforeseen absence reports *** ## Time Off to Report When payroll is processed before the end of a pay period and an employee takes unexpected time off afterward, the time off request cannot simply be inserted into the already-processed payslip. Instead, the request is flagged for deferral to the next pay period. Navigate to **Payroll > Work Entries > Time Off to Report** to see all pending requests with a payslip state of "To defer to next payslip." ### Deferring Multiple Entries Select the entries to defer by checking the boxes on the left side of each row. To select all entries, check the box next to the Employee column header. Once entries are selected, click the **Actions** button and choose **Defer to Next Month**. All selected entries are deferred to the following pay period. ### Deferring Individual Entries Click on a specific time off entry to open its detail view. The request details appear on the left; the employee's full time off history appears on the right. Click **Report to Next Month** to defer the entry. The Payslip State changes from "To defer to next payslip" to "Computed in Current Payslip," and the button disappears. *** ## Work Entry Analysis The Work Entry Analysis report provides a pivot view of validated work entries. Navigate to **Payroll > Reporting > Work Entry Analysis**. The default view shows the current month's validated work entries with totals by work entry type. Click the **Total** column header to add secondary groupings: Work Entry Type, Employee, Department, or Company (in multi-company setups). ### Period Comparison Click the search dropdown arrow and select a comparison under the **Comparison** section: * **Current Month: Previous Period** - compare this month to last month * **Current Month: Previous Year** - compare this month to the same month last year The report adds columns for the comparison period and a Variation percentage column. ### Custom Analysis To filter for a specific work entry type, click the search dropdown, go to **Add Custom Filter**, and set Work Entry Type is \[type name]. Add groupings and comparisons as needed for targeted analysis such as overtime comparison by employee across two periods. *** ## Working Schedules Working schedules define the expected hours and days for each employee category, and determine how work entries are generated and how salary computations treat attendance records. Navigate to **Payroll > Configuration > Working Schedules** to view all configured schedules. Schedules are company-specific; multi-company setups require separate schedule records for each company. ### Creating a Working Schedule Click **New** and complete: * **Name** - descriptive label (e.g., "Standard 40 Hours/Week") * **Flexible Hours** - allow employees to vary their start and end times * **Company Full Time** - weekly hours required for full-time classification * **Average Hour Per Day** - auto-calculated from the Working Hours tab entries * **Work Time Rate** - auto-calculated percentage relative to Company Full Time; should be between 0% and 100% * **Company** - restrict to a specific company; leave blank for all companies * **Timezone** - time zone for schedule calculations In the **Working Hours** tab, configure each day's periods. The default pre-fills a 40-hour week with morning (08:00-12:00), lunch (12:00-13:00), and afternoon (13:00-17:00) blocks. Each row specifies the day of the week, day period, work entry type, and start/end times in 24-hour format. For bi-weekly alternating schedules, click **Switch to 2 Week Calendar** to configure both weeks independently. \[Screenshot: Working schedule form with Working Hours tab] *** ## Reporting ### Headcount Report Navigate to **Payroll > Reporting > Headcount Report** to view a period-over-period breakdown of employee headcount by department, job position, or other dimensions. Use this report for workforce planning and HR analytics. ### Payroll Analysis Navigate to **Payroll > Reporting > Payroll Analysis** for a breakdown of payroll costs by employee, department, job position, or structure. Use the filters and grouping options to build the specific view needed. Common use cases: * Total payroll cost per department per month * Year-to-date gross vs. net pay comparison * Individual employee earnings history \[Screenshot: Payroll analysis pivot table with department grouping] *** ## Localization Packages Knowlix Payroll includes country-specific localization packages that install the appropriate tax schedules, salary structures, work entry types, and compliance forms for each jurisdiction. When a localization is active, additional tabs and fields appear throughout the module to capture required information. Available localizations include: Argentina, Australia, Austria, Belgium, Brazil, Canada, Chile, China, Colombia, Congo, Côte d'Ivoire, Finland, France, Germany, Honduras, Hong Kong, India, Indonesia, Ireland, Italy, Kenya, Luxembourg, Malaysia, Mexico, Morocco, Netherlands, New Zealand, Pakistan, Peru, Philippines, Saudi Arabia, Senegal, Singapore, South Africa, Sri Lanka, Sudan, Thailand, Tunisia, United Arab Emirates, United States, and Vietnam. Contact your implementation team for guidance on activating and configuring the localization appropriate for your region. Each localization has its own setup requirements and compliance considerations. *** ## Best Practices Configure contract templates for each common employment type to speed up onboarding. Always check dashboard warnings before running payroll to catch missing bank accounts and expired contracts before they block payment processing. Generate payslips in batches by department to keep processing organized and auditable. Use work entry regeneration after resolving conflicts in Planning or Attendance rather than editing work entries directly in Payroll. Review the Work Entry Analysis report before closing each period to verify all overtime and time off has been recorded correctly. Set deferred time off cut-off dates to match your payroll processing schedule so late leave requests flow automatically to the next period. **Your Knowlix:** *"Show me all employees with missing bank accounts for this payroll run"* or *"Generate payslips for the warehouse team for March"* or *"Which contracts are expiring in the next 30 days?"* or *"Show me all work entry conflicts for this month"* or *"List all active salary attachments for the sales team"* or *"What is the total payroll cost by department for Q1?"* or *"Which employees have deferred time off pending for next period?"* or *"Create a new contract for an hourly worker starting next Monday"* # Recruitment Source: https://docs.knowlix.ai/human-resources/recruitment Knowlix Recruitment organizes every candidate through a structured hiring pipeline. From the moment an application arrives to the day a new employee is onboarded, each applicant moves through defined stages with automated communications, interview scheduling, and contract delivery built in. Recruitment teams get a clear Kanban view of every candidate across all active positions, with color-coded status indicators showing at a glance where attention is needed. **Key features:** * Kanban pipeline with customizable hiring stages * Automated email notifications on stage transitions * Interview survey distribution and tracking * Self-service interview scheduling for candidates * Contract generation and digital signature workflow * Job board publishing and external posting management * Source analysis and recruiter performance reporting * Velocity analysis for identifying pipeline bottlenecks *** ## Settings Navigate to **Recruitment > Configuration > Settings** to configure the module before creating job positions. ### Interview Surveys Enable **Send Interview Survey** to allow the recruitment team to distribute questionnaires, assessments, or skills tests to applicants at any stage. Once activated, an **Interview Survey** link appears in settings, directing to a list of all surveys in the system. Enabling this option installs the Surveys module if it is not already present. ### Salary Package Configurator Set the number of days an offer remains valid in the **Offer Validity (days)** field. After this period expires without candidate acceptance, the offer becomes unavailable and a new one must be generated. ### Resume Display When applicants submit their application, the attached CV is stored in the Documents module and linked to the applicant card. Enable **Resume Display** to render the CV directly within the applicant form on the right side of the screen. When this option is off, the CV is accessible only through a download link in the activity feed. The inline display requires the browser window to occupy the full screen width. In narrower windows, the CV appears as a linked file beneath the applicant card rather than alongside it. ### Resume Digitization (OCR) Enable **Resume Digitization (OCR)** to extract candidate contact details (name, phone, email) from uploaded CVs automatically, populating the applicant form without manual data entry. Three modes are available once this option is enabled: * **Do Not Digitize** - keeps the module installed but paused without uninstalling it * **Digitize on Demand** - adds a Digitize Document button to each applicant card; extraction runs only when clicked * **Digitize Automatically** - processes every submitted CV immediately upon receipt The "Do Not Digitize" option differs from simply turning off OCR because it preserves the installed module, allowing reactivation without a fresh installation. ### Online Posting Enable **Online Posting** to publish job listings directly on your company website. This option requires the Website module to be installed. *** ## Job Positions The main Recruitment dashboard displays all active and inactive job positions as Kanban cards. Published positions show a green **PUBLISHED** banner in the top corner of their card. ### Creating a Job Position From the Recruitment dashboard, click **New**. A dialog appears requesting: * **Job Position** - the role title (such as Product Manager or Data Analyst) * **Application Email** - a dedicated address where applicants can submit CVs; Knowlix automatically creates an applicant card from every email received at this address Click **Create** to save the position and generate its Kanban card on the dashboard. \[Screenshot: Create job position dialog] ### Configuring Job Position Details Click the dropdown icon on the job position card and select **Configuration** to open the full job position form. #### Recruitment Tab Configure all visible and internal details for the role: * **Department** - the organizational unit the position belongs to (visible on the website) * **Job Location** - the physical work site; leave blank for remote positions * **Industry** - the job sector for job board categorization * **Email Alias** - the application email address (pre-filled if set during creation) * **Employment Type** - Permanent, Temporary, Full-Time, Intern, Apprenticeship, and others depending on installed localizations * **Working Schedule** - the expected weekly work hours * **Salary Range** - minimum and maximum compensation with the pay period (hourly, monthly, annual, etc.) * **Expected Skills** - competencies required for the role, drawn from the Employees module skill library * **Company** - relevant in multi-company environments * **Mission Dates** - start and optional end date for temporary positions * **Target** - the number of hires planned for this position * **Website** - which company website the listing appears on * **Recruiter** - the person managing the hiring process * **Interviewers** - team members who will conduct interviews * **Interview Form** - the survey sent to candidates prior to interviews * **Contract Template** - the default contract structure used when generating offers #### Job Summary Tab Enter the full position description in this tab. The content appears on the company website and job board listings, visible to all prospective applicants. #### Application Info Tab This tab holds the **Process Details** section, which informs candidates about the hiring timeline: * **Time to Answer** - days before the candidate hears back (default: 2 business days) * **Process** - the steps candidates go through (default: 1 Phone Call, 1 Onsite Interview) * **Days to Get an Offer** - expected wait after the final stage (default: 4 days after interview) The text entered here appears on the public job listing exactly as written. ### Creating Interview Forms To create a new interview form from the job position's Recruitment tab, type a name in the **Interview Form** field and select **Create and Edit**. This opens a survey builder form. Configure the form as a standard Knowlix survey, adding questions, scoring rules, and answer options as needed. Interview forms can range from technical skills assessments to culture-fit questionnaires, depending on what the recruiting team wants to evaluate at each stage. ### Publishing a Job Position Toggle the **Not Published / Published** switch on the bottom left of the job position card to make the listing visible on the company website. Published positions display a green **PUBLISHED** banner. Click **Job Page** at the bottom right of the card to preview the listing as it appears to visitors. ### Posting to Job Boards To distribute a position to external job boards: 1. Navigate to **Recruitment > Configuration > Settings** and configure the relevant job board integration. 2. From the job position card, click the applicant count button. 3. Click **Publish on Job Board** and fill in the posting form: * **Job Board** - select the target platform * **Apply Method** - direct email or redirect to company website * **Email or Job URL** - the application destination * **From / To dates** - the active period for the listing * **Description tab** - the job description shown on the board (defaults to the Job Summary) 4. Click **Post** to submit the listing. All active job board listings are accessible from **Recruitment > Applications > Job Boards Posts**. #### Job Board Email Parsing When a candidate applies directly on a job board (LinkedIn, Indeed, etc.), the board sends an automated email to Knowlix. The system uses regex rules to extract the candidate's name and create an applicant record automatically. Preconfigured parsing rules for common job boards are available at **Recruitment > Configuration > Emails**. To add a new board, click **New** and provide the platform name, the sender email address, and the regex expression to extract applicant data. *** ## Kanban Pipeline Click the **New Applications** smart button on any job position card to enter the Kanban pipeline view for that role. \[Screenshot: Recruitment Kanban pipeline with stage columns] ### Default Stages Six stages are included out of the box: | Stage | Description | | --------------------- | --------------------------------------------------------------------------------- | | New | All incoming applications, whether submitted online, emailed, or entered manually | | Initial Qualification | Candidates who show promise and warrant further evaluation | | First Interview | Candidates scheduled for their first conversation with the team | | Second Interview | Candidates advancing to a follow-up interview | | Contract Proposal | Candidates who have cleared interviews and are receiving an offer | | Contract Signed | Hired candidates with countersigned contracts | The **Contract Signed** stage is collapsed by default. Click the narrow gray column to expand it and view hired candidates. ### Applicant Status Indicators A color bar beneath each stage name reflects the combined status of cards in that column: * **Green** - candidate is ready to advance to the next stage * **Red** - candidate is blocked from progressing * **Gray** - candidate is still being evaluated in the current stage Set individual card status by clicking the small circle in the lower-left corner of any applicant card. A status selector appears with the three options. *** ## Customizing Stages ### Adding a Stage Click **+ Stage** at the right end of the Kanban board to add a new column. Enter a stage title and click **Add**. To exit without saving, click anywhere outside the column. ### Editing a Stage Hover over the stage name to reveal the settings icon in the top-right corner. Click it and select **Edit**. The stage configuration form includes: * **Stage Name** - the label shown on the Kanban board * **Email Template** - the template sent automatically when an applicant enters this stage * **Folded in Kanban** - whether the stage is collapsed in the default view * **Hired Stage** - marks this stage as the point of hire; applicant cards display a green HIRED banner when they reach it * **Job Specific** - limits the stage to selected job positions only; leave blank to apply the stage to all positions * **Show in Referrals** - makes this stage visible in the Referrals module and awards referral points when a referred candidate reaches it * **Points** - the referral point value awarded when enabled * **Tooltips** - the display names for the three status dot labels (In Progress, Blocked, Ready for Next Stage); colors are fixed but labels are editable * **Requirements** - internal notes describing what must happen before a candidate advances from this stage ### Deleting a Stage Hover over the stage name, click the settings icon, and select **Delete**. A confirmation prompt appears. Stages containing active applicant cards cannot be deleted until those cards are moved, archived, or removed. *** ## Adding Applicants ### Quick Add Click the **(+) plus icon** in the top-right corner of any stage column to create a minimal applicant card directly in that stage. Enter the candidate name and job position, then click **Add**. Click **Edit** on the new card to open the full applicant form. ### New Applicant Form Click **New** in the top-left corner of the Applications page for a blank applicant form. #### Candidate Section * **Evaluation** - star rating for the applicant (one star: Good, two stars: Very Good, three stars: Excellent) * **Candidate** - the applicant's full name (the only required field) * **Email** - the applicant's email address * **Phone** - the applicant's contact number * **LinkedIn Profile** - URL for the candidate's professional profile * **Job Position** - the role being applied for (pre-filled from the current position) * **Recruiter** - the team member responsible for this application * **Interviewers** - the people who will conduct interviews (must have recruiter or officer access rights in the Recruitment module) * **Tags** - custom labels for filtering and grouping; new tags can be created inline #### Notes Tab Internal notes about the candidate, visible only to users with the appropriate access rights. #### Details Tab **Applicant section:** * **Degree** - highest academic qualification (Graduate, Bachelor, Master, Doctoral) * **Availability** - the candidate's earliest possible start date; blank indicates immediate availability **Salary Package section:** * **Expected** - the compensation the candidate is requesting * **Other Benefits (Expected)** - any additional benefits requested (e.g., remote work, extra leave) * **Proposed** - the compensation the team intends to offer * **Other Benefits (Proposed)** - the benefits package being offered **Job section:** * **Department** - the organizational unit (pre-filled from job position configuration) * **Company** - relevant for multi-company environments **Sourcing section:** * **Source** - where the applicant learned about the position (Search engine, LinkedIn, Glassdoor, job fairs, etc.) * **Medium** - how the listing was discovered (Direct, Email, Banner, Google Ads, social media, etc.) * **Referred By** - the employee who made the referral (requires the Referrals module) #### Skills Tab Add competency assessments to the applicant card. Skills are drawn from the categories configured in the Employees module. \[Screenshot: New applicant form with all sections] *** ## Email Communication ### Built-In Email Templates Knowlix includes several pre-built templates for standard recruitment communications: | Template | When to Use | | -------------------------------------- | -------------------------------------------------------------------------------- | | Recruitment: Applicant Acknowledgement | Confirm receipt of the application (auto-sent in the New stage) | | Recruitment: Interest | Notify the candidate they have been shortlisted | | Recruitment: Schedule Interview | Send interview scheduling information (auto-sent in Initial Qualification stage) | | Recruitment: Not Interested Anymore | Acknowledge when a candidate withdraws | | Recruitment: Refuse | Notify a rejected candidate formally | ### Sending a Manual Email From any applicant's activity feed, click **Send message**. Use the **Full Composer** icon to open the full email editor, where you can select a template from the template menu, edit the body, add attachments, and send. Templates with dynamic placeholders insert personalized data (the candidate's name, applied position, recruiter's name, etc.) automatically at send time. To save a customized message as a reusable template, open the template menu after editing the body and select **Save as Template**. Choose to overwrite an existing template or create a new one. *** ## The Recruitment Pipeline ### New Stage All incoming applications land here, regardless of submission method. When a CV is attached to the application, it appears in the activity feed under Files and is also stored in the Documents module under the Recruitment folder. If Resume Display is enabled in settings, the CV renders inline on the right side of the applicant form. ### Sending an Interview Survey At any stage, click **Send Interview** on the applicant card. An email composer appears with the selected interview form linked. Set an **Answer Deadline** if the assessment must be completed before a specific date. If no email address is on file, a prompt appears to add one before the survey can be sent. ### Initial Qualification Recruiters move promising candidates to this stage manually by dragging the card on the Kanban board or clicking the stage name on the applicant form status bar. No automatic emails are triggered here. The stage serves as a holding area for candidates under internal review before committing to an interview. ### First Interview Move the card to this stage when an interview is scheduled. Optionally configure the stage to auto-send the **Recruitment: Schedule Interview** template, which includes a calendar link for self-service booking. To enable automated scheduling, edit the First Interview stage and set the **Email Template** field to Recruitment: Schedule Interview. ### Second Interview After the first interview, advance successful candidates to the second interview stage. The same scheduling tools used for the first interview are available here. No automatic actions are set by default for this stage. ### Contract Proposal When the team is ready to extend an offer: 1. Move the applicant's card to the Contract Proposal stage. 2. Open the applicant card and click **Generate Offer**. 3. The offer form loads with contract details pre-filled from the job position configuration. **Offer form fields:** * **Title** - the offer reference * **Contract Template** - the template used to structure the offer * **Employer Budget** - the salary being offered * **Job Title** - the position title (can be customized for the specific role context) * **Employee Job** - the formal job position name from the recruitment dashboard * **Department** - the organizational unit * **Contract Start Date** - when the contract takes effect * **Offer Validity Date** - the deadline for candidate acceptance * **Validity Days Count** - number of days the offer is open (default: 30) Click **Send By Email** to dispatch the offer. The offer email uses the default salary package template, with all fields pre-populated. Attach any relevant documents before sending. A green **Offers** smart button appears on the applicant card once the offer has been sent. Candidates receive the offer and can review or configure their compensation package through the self-service link included in the email. Personal details entered by the candidate in this process are imported to their employee record upon hire. The candidate accepts by clicking **Review Contract and Sign**, then signing through the built-in signature tool. ### Contract Signed Once both the candidate and the HR representative have signed, Knowlix automatically moves the applicant to the Contract Signed stage. A green **HIRED** banner appears on the card. Click **Create Employee** to generate the employee record. Information from the application and contract pre-fills the employee form. Complete any remaining fields and save to the Employees module. *** ## Scheduling Interviews ### Team-Scheduled Interviews From any applicant card, click the **Meetings** smart button (labeled **No Meeting** if none are scheduled). A calendar view opens showing availability for the recruiter and assigned interviewers. Click on a time slot in the Day or Week view to open the **New Event** popup: * **Meeting Title** - defaults to the candidate name * **Start / End** - the interview time window * **All Day** - toggle for full-day scheduling * **Attendees** - the candidate and recruiter are added automatically; add additional participants as needed * **Videocall URL** - generates a secure meeting link automatically * **Description** - formatted notes for the meeting agenda **Additional options (click More Options):** * **Duration** - calculated automatically from the time window * **Recurrent** - enable for repeating meetings with configurable frequency and end conditions * **Location** - physical address for in-person meetings * **Tags** - organizational labels * **Privacy** - control who can see the meeting (Public, Private, Internal only) * **Reminders** - set automated notifications via email, push notification, or SMS Send the meeting invitation to all attendees using the **Email** button next to the Attendees field. A pre-formatted calendar invitation is generated using the default event update template. ### Candidate Self-Scheduling When the interview stages are configured to send the Schedule Interview email template, candidates receive an automated email when their card enters that stage. The email contains a **Schedule My Interview** button linking to a private booking page. On the booking page: 1. The candidate views available time slots on a calendar. 2. The candidate selects a preferred day and time. 3. The system prompts for name, email, and phone number to create a reminder record. 4. The candidate clicks **Confirm Appointment** to finalize. After confirmation, the candidate receives a summary page with calendar export options (iCal, Outlook, Google Calendar) and the ability to cancel or reschedule if needed. The scheduled slot is blocked on the recruiter's calendar and all relevant attendee calendars automatically. *** ## Refusing Applicants Applicants can be declined at any point in the pipeline. ### Refusing a Candidate Open the applicant card and click **Refuse** at the top of the form. The Refuse Reason popup appears. ### Refusal Reasons Predefined refusal reasons determine which email template is sent to the candidate: | Email Template | Refusal Reason | | ----------------------------------- | ----------------------------- | | Recruitment: Refuse | Does not fit job requirements | | Recruitment: Refuse | Job already filled | | Recruitment: Refuse | Duplicate application | | Recruitment: Refuse | Spam | | Recruitment: Not Interested Anymore | Withdrew: job fit | | Recruitment: Not Interested Anymore | Withdrew: salary | Select a reason and confirm whether to send the refusal email using the **Send Email** checkbox. The email address from the applicant card is used automatically. Click **Refuse** to finalize the decision. A red **Refused** banner appears on the card. Refused cards are hidden from the active Kanban view. ### Viewing Refused Candidates Navigate to **Recruitment > Applications > All Applications**, open the search panel, and apply the **Refused** filter. All declined candidates appear, organized by the stage they had reached before refusal. ### Creating Custom Refusal Reasons Navigate to **Recruitment > Configuration > Refuse Reasons** and click **New**. Enter a short description (such as "Offer expired" or "Skills mismatch") and link an email template. New templates can be created inline from this form using the **Create and Edit** option in the Email Template field. *** ## Reporting ### Applicant Analysis Navigate to **Recruitment > Reporting > Applicant Analysis** to view a line chart showing hiring outcomes for the past 365 days, with separate lines for In Progress, Hired, and Refused candidates. Switch to **Pivot** view for a detailed breakdown by job position, showing total applicants alongside hired, refused, and in-progress counts. **Use case: measuring referral effectiveness** From the Pivot view, click **Measures** and activate **Has Referrer** and **Count** while deactivating the default applicant metrics. The resulting table shows how many applicants for each position came through the referral program. Expand individual job position rows and group by **State** to see how many referred candidates were ultimately hired. ### Source Analysis Navigate to **Recruitment > Reporting > Source Analysis** for a bar or line chart showing applicant volume by acquisition source over the past year. Switch to **Pivot** view and click the **Total** column header to group results by **Source**. Use the **Flip Axis** icon to swap rows and columns so sources appear as rows and job positions as columns. Expand any source row and group by **Medium** to see which specific channel (Google Ads, direct, email, social, etc.) within that source generated the most applicants. This report helps recruiting teams reallocate budgets toward the channels producing the highest hire rates rather than just applicant volume. ### Team Performance Navigate to **Recruitment > Reporting > Team Performance** to see applicant counts by recruiter, broken down by outcome (Hired, Refused, In Progress). **Use case: recruiter comparison over time** In Pivot view, group by **Recruiter** and apply a quarter filter from the search bar. Add a **Comparison** column to measure changes between quarters for each team member, revealing trends in individual recruiter effectiveness. ### Velocity Analysis Navigate to **Recruitment > Reporting > Velocity Analysis** for a line chart or bar chart showing the average number of days candidates spend in each pipeline stage. Long averages at specific stages indicate bottlenecks where candidates are waiting too long. Switch to **Pivot** view for a table showing days-in-stage by job position. **Use case: identifying seasonal delays** In Pivot view, collapse job position rows and group by **Start Date** to see how stage durations vary month by month. This approach reveals whether hiring slows during certain periods, such as summer vacation season or year-end budget freezes. *** ## Best Practices Configure email templates for each pipeline stage before activating any job positions to ensure candidates receive timely, professional communications without manual intervention. Use stage-specific templates rather than sending manual emails, so communication history is attached to the applicant card automatically. Set meaningful refusal reasons that give your HR team useful data for reporting without revealing internal decision criteria to candidates. Archive refused applicants rather than deleting them to preserve pipeline metrics in reporting. Review Source Analysis regularly and cut budget from low-performing channels. Use the self-service scheduling option to reduce recruiter time spent on calendar coordination. **Your Knowlix:** *"Show me all applicants currently in the First Interview stage"* or *"Which job positions have been open for more than 60 days without a hire?"* or *"List all candidates who were refused for salary reasons this quarter"* or *"How many days on average do candidates spend in the Contract Proposal stage?"* or *"Show me the top 3 recruitment sources by hire rate"* or *"Which recruiter has the highest hire-to-applicant ratio this year?"* or *"Schedule a second interview for the applicant in the Marketing Manager pipeline"* or *"Create a new job position for a Senior Data Engineer in the Technology department"* # Referrals Source: https://docs.knowlix.ai/human-resources/referrals Knowlix Referrals is an employee-driven recruitment tool that incentivizes staff to recommend people they know for open positions. Employees earn points as their referred candidates advance through the hiring pipeline, then redeem those points for rewards. The program includes gamification with levels, achievement avatars, and a points shop to keep engagement high. **Prerequisites:** The Employees, Recruitment, and Website modules must all be active for Referrals to function. **Key features:** * Point-based reward system tied to recruitment pipeline stages * Social sharing via email, SMS, WhatsApp, and social media * Gamified progression with levels and avatar customization * Alert banner system for program announcements * Analytics to identify top referrers and most effective channels *** ## Getting Started The first time a user opens the Referrals module, an onboarding sequence of four slides introduces the program's key concepts. Read through each slide and click **Next** to advance. After the final slide, click **Start Now** to reach the main dashboard. Clicking **Skip** at any point during onboarding also takes you to the main dashboard. The onboarding sequence repeats on each visit until **Start Now** is clicked. ### Customizing Onboarding Slides Recruitment administrators can modify onboarding content to reflect company branding or messaging. Navigate to **Referrals > Configuration > Onboarding**. Click any slide to open its form. Edit the **Text** field to change the message. In multi-company setups, set the **Company** field to limit a slide to that specific company (leave blank to show to all). Drag slides in the list using the drag handle icon to reorder them. *** ## Sharing Job Positions Employees earn referral points by sharing job openings with their network and having their contacts apply. Points accumulate as referred candidates move through the recruitment stages. ### Viewing Available Jobs Click **View Jobs** on the Referrals dashboard to see all currently published positions. Each job card displays: * Position title * Number of open spots * Total points earnable if the referral is hired * Job description summary Only published positions appear here. Contact your recruitment team if a position should be visible but is not. ### Sharing an Individual Position From the job listing, each card offers multiple sharing methods: **Email** - Click **Send Email** to open a pre-filled message template. Enter the recipient's address, customize the subject or body if desired, and click **Send Mail**. The email includes a tracking link so the referral is attributed to you if the candidate applies. **SMS** - Click **Send SMS** and enter the recipient's mobile number. Edit the pre-filled message if needed and send. Note that SMS sending requires available credits in your Knowlix account. **WhatsApp** - Click **Send WhatsApp** to share via WhatsApp. WhatsApp integration must be configured in your Knowlix workspace for this option to work. **Tracking Link** - Click **Share Now** to copy a personal tracking link to your clipboard. Share this link anywhere - in a chat, on a forum, or in a document. Any application submitted through this link is attributed to you. **Social Media** - Click the Facebook, X (Twitter), or LinkedIn icon on the job card to share directly to that platform. You must be logged into the respective platform for the share to work. ### Sharing the Full Job List To share all current openings at once, click **Email a Friend** at the bottom of the Referrals dashboard. Enter one or more email addresses (separate multiple addresses with commas) and send. This shares a link to your organization's complete job listings page with tracking enabled. *** ## Referral Points ### How Points Are Earned Points accumulate each time a referred candidate advances to the next stage in the recruitment pipeline. The default point structure is: | Recruitment Stage | Points Earned | | --------------------- | ------------- | | Initial Qualification | 1 | | First Interview | 20 | | Second Interview | 9 | | Contract Proposal | 5 | | Contract Signed | 50 | The maximum total for a fully hired referral is 85 points. Administrators can adjust stage-level points in the Recruitment module configuration. ### Tracking Your Referrals The Referrals dashboard shows: * **Total points earned** (lifetime) * **Points available to spend** (not yet redeemed) * Count of **Referrals** (total), **Ongoing** (in pipeline), and **Successful** (hired) Click **Referrals** to see individual referral cards. Cards with a green stripe and **Hired** badge represent successful referrals. Cards with a purple **In Progress** badge show active pipeline candidates. Each card displays: * Applicant name * Job position title * Assigned recruiter * Points earned to date * Progress bar showing earned vs. total possible points * Stage-by-stage breakdown with checkmarks for completed stages *** ## Levels and Gamification As points accumulate over time, users progress through levels that change their avatar appearance on the dashboard. The current level is shown below the profile photo in **Level: #** format. A colored ring around the photo fills with cyan as points accumulate toward the next level. When enough points are earned to level up, a **LEVEL UP!** prompt appears. Click the prompt, photo, or level text beneath the photo to advance to the next level. Leveling up does not deduct points. After reaching the highest configured level, the ring stays fully cyan and points continue accumulating for rewards. ### Hired Referral Avatars When a referred candidate is hired, the user is prompted to choose an avatar for their new "team member." These avatars appear on the dashboard alongside the user's own avatar. If multiple referrals are hired before the app is opened, the user is prompted to select avatars for each one in sequence. ### Modifying Levels Recruitment administrators can adjust level configurations by navigating to **Referrals > Configuration > Levels**. Each level has: * **Level Name** - the display label (can be a number or descriptive title) * **Requirements** - total lifetime points needed to reach this level (not incremental from previous) * **Image** - the avatar image displayed at this level > **Warning:** Replacing level images is permanent. The original images cannot be recovered without reinstalling the Referrals module. Use only images with transparent backgrounds. ### Modifying Friend Avatars Navigate to **Referrals > Configuration > Friends** to manage the team member avatar library. Each friend has a **Dashboard Image** and a thumbnail image. The **Position** setting (Front or Back) controls where the avatar appears relative to the user's own avatar. *** ## Rewards Points accumulated through referrals are exchangeable for rewards configured by administrators. ### Creating Rewards Navigate to **Referrals > Configuration > Rewards** and click **New**. **Reward form fields:** * **Product Name** - how the reward appears in the shop (required) * **Cost** - points required to redeem (if left at zero, the reward appears as free) * **Company** - in multi-company environments, each company configures its own reward set * **Gift Responsible** - the person notified when this reward is purchased; responsible for delivery * **Photo** - image shown on the reward card in the shop (recommended) * **Description** - visible beneath the reward title in the shop (required) ### Redeeming Rewards Click **Rewards** on the Referrals dashboard to open the points shop. Each reward card shows: * Reward name and image * Required point cost in the top-right corner * **Buy** button (if enough points are available) * "You need X more points to buy this" (if points are insufficient) Click **Buy** and confirm the purchase. Points are deducted immediately and the Gift Responsible receives a notification to fulfill the reward. *** ## Alerts Administrators can post announcements on the Referrals dashboard to keep users informed about program updates, new rewards, or urgent hiring needs. ### Creating an Alert Navigate to **Referrals > Configuration > Alerts** and click **New**. **Alert form fields:** * **Date From** and **Date To** - the active date range for the alert * **Company** - limit to specific companies (leave blank for all companies) * **Alert** - the message text displayed in the banner * **On Click** behavior: * **Not Clickable** - displays text only * **Go to All Jobs** - links to the full job listings page * **Specify URL** - links to a custom URL you provide After saving an alert, click **Send Mail** to email all Referrals users immediately rather than waiting for them to open the module. ### Dismissing Alerts Users can dismiss individual alerts by clicking the remove icon (X) on the right side of the alert banner. Dismissed alerts do not reappear, even in new sessions. *** ## Reporting Navigate to **Referrals > Reporting** to access the **Employee Referral Analysis** report. This report shows referral outcomes by channel (Facebook, LinkedIn, email, etc.) with breakdowns for hired, in-progress, and rejected candidates. Default view shows the current month in a stacked bar chart. The x-axis shows the referral medium and the y-axis shows volume. ### Identifying Top Referrers 1. Switch to pivot view using the pivot icon in the top-right. 2. Remove the current filter and add a year filter. 3. Click **Measures** and deselect **Earned Points** and **Employee Referral Refused** to focus on hiring outcomes. 4. The table shows total referrals and hires per employee. This view identifies who is driving the most successful hires and which channels produce the highest quality candidates. Pivot data can be inserted into a spreadsheet from the **Insert in Spreadsheet** button for further analysis or sharing. *** ## Best Practices Launch the referral program alongside a new hiring campaign so employees have positions to share immediately. Set meaningful rewards that motivate participation - experiences and visible perks tend to outperform generic gift cards. Use the alert system to highlight urgent openings or limited-time bonus point offers. Review the referral analytics report monthly to identify top contributors and high-performing channels. Update points per stage in the Recruitment module to ensure the total payout reflects the value of a successful hire. **Your Knowlix:** *"Show me which employees have the most referral points"* or *"Which job positions have no referrals yet?"* or *"How many referrals were hired this quarter?"* or *"List all available rewards in the referral shop"* # Time Off Source: https://docs.knowlix.ai/human-resources/time-off Knowlix Time Off centralizes all leave management in one place. Employees request time off, track their balances, and view their leave history. Managers allocate leave entitlements, approve or reject requests, and monitor team availability. HR administrators configure leave types, accrual plans, and public holidays. **Key features:** * Multiple leave type configuration with custom approval workflows * Accrual plans for earned leave (vacation, PTO) * Allocation management for employees, teams, and the whole company * Public holiday calendars by country or region * Real-time balance tracking per employee * Approval workflow with configurable required approvers * Integration with payroll work entries *** ## Access Rights All Knowlix users can view their personal time off records and submit requests. Access to manage other employees' leave, run reports, and modify configurations requires the Time Off Officer or Administrator role assigned in the user's access rights. Approvers are assigned per employee on the **Work Information** tab of the employee record. Approvers can only view and approve leave for employees they are assigned to. *** ## Time Off Types Time off types define the categories of leave available to employees (vacation, sick leave, parental leave, etc.) and the rules governing each type. Navigate to **Time Off > Configuration > Time Off Types** to manage leave categories. Knowlix includes preconfigured types: Paid Time Off, Sick Time Off, Unpaid, Compensatory Days, and Extra Hours. ### Creating a Time Off Type Click **New** and fill in the type name. Configure the following sections: **Time Off Requests:** * **Approval** - who must approve requests for this leave type: * **No Validation** - requests auto-approve immediately * **By Time Off Officer** - the designated leave officer approves * **By Employee's Approver** - the employee's assigned approver approves * **By Employee's Approver and Time Off Officer** - both must approve **Allocation Requests:** * **Requires Allocation** - select **Yes** if employees must have a balance allocated before requesting, or **No Limit** if requests are unlimited without allocation * **Employee Requests** - if allocation is required, choose whether employees can request extra days beyond their allocation * **Approval** - separate approval workflow for allocation requests (same options as above) **Configuration:** * **Notified Time Off Officer** - the user responsible for this leave type * **Take Time Off In** - format: Day, Half Day, or Hours * **Deduct Extra Hours** - when enabled, any overtime hours are used first before the leave balance is consumed * **Public Holiday Included** - automatically substitutes public holidays within a leave request rather than consuming the employee's personal balance * **Allow Supporting Documents** - employees can upload documentation with requests (useful for medical leave) * **Kind of Time Off** - **Worked Time** (counts toward accruals) or **Absence** (does not count) * **Company** - limit this type to a specific company in multi-company setups **Negative Cap:** Enable **Allow Negative Cap** to let employees request more leave than they currently have. Set the **Maximum Excess Amount** to limit how far negative their balance can go. **Payroll Integration:** Link a **Work Entry Type** to create corresponding entries in the Payroll module when this leave is approved. **Display:** Choose a **Color** and **Cover Image** for visual identification on the Time Off dashboard. *** ## Accrual Plans Accrual plans define how employees earn leave over time. Instead of receiving a fixed allocation upfront, employees accumulate leave incrementally as they work. Navigate to **Time Off > Configuration > Accrual Plans** and click **New**. **Accrual plan fields:** * **Name** - descriptive label (e.g., "Standard PTO Accrual", "Senior Employee Plan") * **Accrued Gain Time** - whether time is credited at the start or end of each accrual period * **Carry-Over Time** - when unused time rolls over: January 1, on allocation date, or a custom date * **Based on Worked Time** - when enabled, accrual only counts working days, not absences or non-working days * **Milestone Transition** - when multiple milestones are configured, whether employees advance immediately or at the end of the current period ### Accrual Rules (Milestones) Each accrual plan requires at least one rule defining the earning rate. Click **New Milestone** to add a rule. **Rule fields:** * **Employee Accrues** - the amount (days or hours) earned per period. Set the frequency: Hourly, Daily, Weekly, Twice a month, Monthly, Twice a year, or Yearly * **Cap Accrued Time** - maximum total balance this milestone can build to * **Start Accruing** - waiting period before earnings begin (useful for probationary periods) * **Carry Over** - what happens to unused balance at year end: * None (reset to zero) * All accrued time carried over * Maximum carry-over amount (excess is forfeited) Multiple milestones support tenure-based accrual increases (e.g., employees earn more vacation per year after 3 years of service). *** ## Allocations Allocations distribute leave entitlements to employees. An allocation creates a balance an employee can draw from when requesting leave. Navigate to **Time Off > Managers > Allocations** and click **New** to create an allocation. **Allocation form fields:** * **Time Off Type** - the leave category being allocated * **Allocation Mode** - allocate to an individual **Employee**, a **Department**, or the entire **Company** * **Allocation Type** - **Fixed** (one-time grant) or **Accrual Plan** (ongoing accrual) * **Validity Period** - the date range during which this allocation can be used * **Number of Days** - for fixed allocations, the amount being granted * **Accrual Plan** - for accrual allocations, link to the appropriate plan After filling in details, click **Confirm** to submit for approval, or **Validate** directly if you have the necessary rights. ### Batch Allocations To allocate leave to multiple employees at once, use the allocation form with **Department** or **Company** mode. This creates individual allocation records for each employee in the selected group. *** ## Time Off Requests ### Submitting a Request (Employee View) Navigate to **Time Off > My Time Off > New Time Off Request**. Select: * **Time Off Type** - the leave category * **Start Date** and **End Date** * Optional: description or supporting documents if the type allows attachments Click **Confirm** to submit. The request enters the approval workflow based on the type's configuration. **From the calendar view:** In **Time Off > My Time Off > Overview**, click and drag on dates to create a request for that range. ### Approving Requests (Manager View) Navigate to **Time Off > Managers > Approvals** to see all pending requests. For each request, review the details and choose: * **Approve** - grants the time off and deducts from the employee's balance * **Refuse** - rejects the request and notifies the employee * **Reset to Draft** - returns the request to draft status for editing Approved requests appear on the team calendar and are visible in the attendance overview. *** ## Public Holidays Configure public holidays to automatically exclude them from leave consumption calculations. Navigate to **Time Off > Configuration > Public Holidays** and click **New** to add a holiday. **Holiday fields:** * **Name** - the holiday name * **Date** - the holiday date (or date range for multi-day events) * **Work Hours** - the work schedule this holiday applies to (leave blank for all) * **Company** - limit to a specific company or leave blank for all When an employee submits a leave request spanning a public holiday and the time off type has **Public Holiday Included** enabled, the holiday day is automatically excluded from their leave balance deduction. *** ## Team Calendar and Overview Navigate to **Time Off > Overview** to see a visual calendar of all approved leave requests across the organization or filtered by department, employee, or leave type. Managers can quickly see upcoming coverage gaps, high-leave periods, and plan team capacity accordingly. **Filters available:** * By department * By employee * By leave type * By status (pending, approved, refused) * By date range *** ## Reporting ### Leave Analysis Navigate to **Time Off > Reporting > Leave Analysis** to see leave usage across the organization by type, employee, department, and time period. Switch between graph, list, and pivot views. Group results by employee, department, leave type, or month for different analysis perspectives. Useful for HR reviews: identifying employees with high sick leave usage, departments with coverage gaps during peak periods, or leave type popularity trends. ### Allocation Analysis Navigate to **Time Off > Reporting > Allocation Analysis** to see all allocations by type, employee, and validity period. Identify employees with unused balances or those approaching negative balances. ### By Employee Navigate to **Time Off > Reporting > By Employee** for a quick view of each employee's current leave balances across all types. *** ## Best Practices Create distinct leave types for each category rather than using one general type. This enables accurate payroll coding and meaningful reporting. Set appropriate approval workflows per type: auto-approval for routine requests (sick days), single approval for common leave, dual approval for extended leave. Review accrual plan rules annually to ensure they match your HR policy. Send allocation confirmations to employees at the start of each year so they know their entitlements. Use the team overview calendar to identify coverage gaps before approving leave. **Your Knowlix:** *"Show me all pending time off requests"* or *"Which employees have the most vacation days remaining?"* or *"How many sick days have been taken this quarter?"* or *"Allocate 15 days of vacation to all employees in the Sales department"* or *"Who is on leave next week?"* # Welcome To Knowlix AI Source: https://docs.knowlix.ai/index Your complete guide to Knowlix - the all-in-one AI business platform with integrated AI applications Your complete guide to **Knowlix** - the all-in-one AI business platform with integrated AI applications. Knowlix replaces 50+ standalone tools with intelligent AI apps that work together seamlessly. Each app is powered by your personal AI Teammate that works 24/7 to automate your business operations. ## What is Knowlix? Knowlix is an AI-powered business platform featuring: * **Specialized AI Apps** - From CRM to Inventory, all in one place * **AI Teammates** - Personal AI assistants that create leads, draft emails, manage projects, and more * **Unified Platform** - All apps share data and work together seamlessly * **Free to Start** - Get started at no cost and scale as you grow ## Explore AI Apps Browse our AI-powered applications organized by business function: Intelligent customer relationship management with automated lead tracking, pipeline management, and AI-powered follow-ups. Sales automation and quote generation with AI-powered proposal creation, deal tracking, and revenue forecasting. Financial management and accounting with automated bookkeeping, expense tracking, and real-time financial insights. Project management and collaboration with AI task assignment, timeline optimization, and team coordination. Event planning and calendar management with AI-powered scheduling, attendee management, and meeting coordination. Procurement and purchase management with AI vendor selection, cost optimization, and approval workflows. Stock and inventory tracking with automated reordering, demand forecasting, and multi-location management. ## Why Choose Knowlix? ### All-in-One Platform Stop paying for dozens of separate tools. Knowlix gives you everything you need in one integrated platform. ### AI-Powered Automation Your AI Teammate works 24/7 to handle repetitive tasks - creating leads, drafting emails, managing inventory, and more. ### Seamless Integration All apps share data automatically. A lead in AI CRM becomes a quote in AI Sales, then an invoice in AI Accounting - no manual work required. ### Free to Start Begin with our free tier and upgrade as your business grows. No credit card required to get started. ## Getting Started New to Knowlix? Here's how to begin: 1. **Choose Your App** - Browse the AI apps above and pick the one that matches your immediate needs 2. **Follow the Setup Guide** - Each app has a detailed overview guide for quick setup 3. **Explore Features** - Learn about all capabilities in the "Features" section ## Need Help? * **Ask Your AI Teammate** - Available 24/7 in any app * **Search Documentation** - Use the search bar at the top * **Browse by App** - Use the left sidebar to navigate * **Contact Support** - [support@knowlix.ai](mailto:support@knowlix.ai) *** Ready to transform your business with AI? Pick an app from the sidebar and get started! # AI Events Source: https://docs.knowlix.ai/marketing/ai-events Event planning and calendar management with AI-powered scheduling, attendee management, and meeting coordination The Knowlix calendar acts as your central hub for time management, seamlessly integrated with your daily workflows. It combines a familiar, intuitive visual interface with the speed of AI-assisted scheduling. Calendar Dashboard ### 1. Calendar Interface Overview **The Workspace (Right Panel):** A robust calendar view that supports Monthly, Weekly, and Daily perspectives. It allows you to visualize your schedule, filter by attendees (e.g., specific team members), and manage appointments via drag-and-drop. **The Assistant (Left Panel):** Your scheduling coordinator. Instead of manually hunting for open slots, you can instruct the AI to "Find time for a meeting" or "Reschedule my morning calls," and watch the calendar update instantly. **Key Capabilities:** * **Unified Scheduling:** Manage client meetings, internal syncs, and deadlines in one place. * **Team Visibility:** Filter views to see colleagues' availability using the "Attendees" sidebar. * **Smart Coordination:** Use the AI to draft meeting invites and check availability without leaving the chat. ### 2. Flexible Viewing Options Knowlix provides versatile viewing modes to suit different planning needs, allowing you to zoom in for daily details or zoom out for long-term strategy. **Switching Perspectives:** By clicking the view dropdown menu in the top navigation bar, you can instantly toggle between four distinct layouts: Calendar Views
**Day:** A granular, hourly breakdown perfect for managing a packed schedule of back-to-back meetings. **Week:** The ideal view for balancing workload and coordinating team availability over the upcoming days. **Month:** The standard strategic overview to track deadlines and key milestones (Default view). **Year:** A high-level perspective to visualize annual goals and long-term projects.
**Customization:** * **Show/Hide Weekends:** You can easily toggle the **"Show weekends"** option to focus strictly on business days or include personal time in your schedule. View Customization ### 3. Conversational Meeting Scheduling Scheduling a meeting usually involves clicking specific time slots, searching for contacts, and typing out descriptions manually. Knowlix simplifies this into a quick conversation. You simply tell the Assistant what you need, and it handles the logistics. **Intelligent Clarification:** The Assistant understands that a meeting requires specific details to be effective. If your initial request is vague, the AI will not guess; it will ask for the missing pieces. * **Scenario:** You ask to *"create a meeting with Alex for tomorrow, 3 pm"*. * **AI Detection:** The system recognizes "Alex" is ambiguous or missing from your contacts. Instead of failing, it prompts you for: * Full Name or Email Address * Meeting Subject * Duration * Location (Online vs. Physical) **Automated Event Creation:** Once you provide the details (e.g., *"Mail address is [alexfathor@gmail.com](mailto:alexfathor@gmail.com)... max last 1 hour"*), the Assistant instantly compiles them into a complete calendar event. * **Smart Parsing:** The AI extracts key data points from your natural language input: * **Attendees:** Automatically links the provided email to the invite. * **Contextual Title:** Generates a professional subject line, *"Project Discussion with Alex"*, based on your description. * **Timing:** Sets the correct Start and End times (3:00 PM - 4:00 PM) based on your "1 hour" input. Meeting Creation ### 4. Event Details & Management Panel After the Assistant creates the meeting, the Right Panel instantly opens the detailed event card. This gives you a comprehensive view of the booking, allowing you to review all specifics before the meeting starts. **Key Information:** * **Meeting Context:** Clearly displays the **Subject** and the specific **Date/Time** so you know exactly what was booked. * **Attendee Status:** The **Attendees** section lists everyone invited, confirming that the correct contacts were linked. * **Fine-Tuning:** While the AI handles the setup, this panel allows you to manually add **Reminders**, insert a **Video Call URL**, or attach **Tags** for better organization. Event Details ### 5. Quick Event Preview & Actions You do not need to open the full event page just to check a time or verify an attendee. Knowlix allows you to access a "Quick View" summary directly from the calendar grid. **At-a-Glance Details:** By simply interacting with an event on your calendar, a summary card pops up to display the most critical information immediately: * **Timing:** Instantly verify the Date and Duration. * **Context:** Read the meeting description without leaving the view. * **Attendees:** See who is joining at a glance. **Rapid Management:** This pop-up is not just for viewing; it is actionable: * **Edit:** Click to modify details if plans change. * **Delete:** Remove cancelled meetings instantly. Event Preview ### 6. List View & Custom Reporting For times when you need to analyze your schedule as data rather than a visual timeline, Knowlix offers a powerful **List View**. This transforms your calendar into a structured table, making it easy to sort, filter, and customize the information you see. **Column Customization:** You are not stuck with a default view. You can tailor the table to show exactly the data points relevant to you. * **Select Fields:** Click the **Settings/Slider icon** on the far right of the column headers. A dropdown menu will appear, allowing you to check or uncheck fields such as **Privacy**, **Reminders**, **Location**, or **Description**. * **Dynamic Update:** As you toggle these options, the list updates in real-time, allowing you to build a custom report. List View Column Customization *** ## More Information Event planning and attendee management Survey creation and response analysis AI assistant tips for the Marketing module # AI Marketing Source: https://docs.knowlix.ai/marketing/ai-marketing Plan, execute, and analyze email marketing campaigns with audience management and performance tracking Knowlix AI Marketing gives you a complete email marketing platform to plan campaigns, build audiences, design professional emails, and measure results — all integrated with your business data. ## Campaign Dashboard Campaign Dashboard The **Mailings** dashboard is your command center for all email campaigns. Each row shows a campaign with its Subject, Responsible person, Sent count, Delivered %, Opened %, Clicked %, Replied %, and Status (**Draft**, **In Queue**, **Sending**, or **Sent**). Click any campaign to open the editor, or click **New** to create a fresh one. ## Building Your Audience Before sending campaigns, set up your mailing lists to define who receives your emails. Mailing Lists Navigate to **Mailing Lists** to manage your subscriber lists. Each list tracks: * **Total Contacts**: Number of subscribers. * **Mailings**: Campaigns sent to this list. * **Bounce / Opt-Out / Blacklist %**: Delivery health metrics to monitor list quality. Click **Import Contacts** to upload subscribers from a CSV or Excel file. Click **Send Mailing** to create a campaign targeting this list directly. ## Creating a Campaign Click **Mailings** → **New** to start a new campaign. Choose from a library of pre-built templates. Template Selection Select a template that fits your goal — **Plain Text** for simple announcements, **Welcome Message** for onboarding, **Event Promo** for events, **Newsletter** for regular updates, or **Start From Scratch** for full creative control. Set your campaign details at the top: * **Subject**: The subject line recipients will see in their inbox. * **Recipients**: Choose a **Mailing List** (e.g., Newsletter) as your target audience. * **A/B Tests**: Create content variants to test which version performs best. * **Settings**: Configure tracking and delivery options. ## Designing Your Email Email Campaign Editor The drag-and-drop editor lets you visually design your email. The left side shows a live preview, and the right panel provides three editing modes: * **BLOCKS**: Drag pre-built elements into your layout — headers, text blocks, images, offers, feature grids, comparisons, and more. * **CUSTOMIZE**: Click any element to edit its content, layout, background, and text formatting. Use the **AI** button to generate or rewrite copy instantly. * **DESIGN**: Set global styles for your entire email — body width, background colors, heading sizes, font families, button styles, and link formatting. ## Testing Your Campaign Before sending to your full audience, verify your email by sending a test. Test Campaign Click the **Test** button to open the Test Mailing dialog. Enter a recipient address and click **Send test** to receive a preview in your inbox. Use **Schedule** to set a future delivery date, or click **Send** when you are ready to dispatch to the full list. ## Campaign Analytics Marketing Analytics Navigate to **Reporting** → **Mass Mailing Analysis** to track the performance of all your campaigns. The dashboard provides: * **Bar Charts**: Visual comparison of performance across all mailings (REF0001, REF0002, etc.). * **Key Metrics**: Replies, clicks, and bounces for each campaign. * **Measures Dropdown**: Switch between different metrics to focus on what matters. * **Chart Types**: Toggle between bar, line, pie, and pivot table views. Use these insights to identify your best-performing campaigns and optimize future sends. *** ## More Information Bulk email campaigns and automation SMS campaigns and message management Social media management and scheduling Automated marketing workflows and triggers AI assistant tips for the Marketing module # Email Marketing Source: https://docs.knowlix.ai/marketing/email-marketing Knowlix Email Marketing creates professional email campaigns with drag-and-drop design tools, responsive templates, and comprehensive analytics. Design newsletters, promotional emails, and automated campaigns that engage audiences and drive conversions. The email marketing platform provides visual email builders that require no coding knowledge, allowing marketers to create branded emails quickly. Choose from pre-built templates or design custom layouts with text blocks, images, buttons, columns, and dynamic content. All emails automatically adapt to mobile devices for optimal display across smartphones, tablets, and desktops. Campaign management coordinates multi-send initiatives with audience segmentation, A/B testing, and scheduled delivery. Target specific customer segments based on database fields, purchase history, engagement levels, or any custom criteria. Test subject lines, content variations, and send times to optimize campaign performance. Analytics track delivery rates, open rates, click-through rates, and conversion metrics for every campaign. Monitor individual recipient engagement, identify highly engaged contacts, and measure revenue generated from email campaigns through integration with CRM and eCommerce systems. **Key capabilities:** * Drag-and-drop email design builder * Responsive templates for all devices * Audience segmentation and targeting * A/B testing for optimization * Email scheduling and automation * Mailing list management * Blacklist and unsubscribe handling * Comprehensive engagement analytics * Link tracking and click measurement > **Important:** Email marketing requires compliance with anti-spam regulations (CAN-SPAM, GDPR, CASL). Obtain proper consent before sending marketing emails, include clear unsubscribe mechanisms, and honor opt-out requests immediately. **💡 Pro Tip:** Ask Your Knowlix for email marketing tasks: *"Create a monthly newsletter campaign"* or *"Show me open rates for last week's promotion email"* *** ## Email Marketing Dashboard The dashboard displays all email campaigns with performance metrics. ### Dashboard Views **List view (default):** Table showing: * Mailing name * Send date * Recipients count * Sent/Delivered/Opened/Clicked counts * Bounce and failure rates **Kanban view:** Card-based display with campaign cards showing key metrics and quick action buttons. **Calendar view:** Timeline showing scheduled and sent campaigns by date. Click dates to schedule new campaigns. **Graph view:** Visualizations of campaign performance: * Open rates over time * Click rates by campaign * Delivery success rates * Engagement trends Switch views using icons in upper-right corner. \[Screenshot: Email marketing dashboard] **Dashboard filters:** **My Mailings:** Shows only campaigns you created (default filter) **Remove filter:** Click X to show all campaigns in database **💡 Your Knowlix:** *"Show me email campaigns sent this month"* or *"What's the average open rate for our campaigns?"* *** ## Creating Email Campaigns Design and configure email marketing messages. ### Starting New Campaigns **To create campaigns:** 1. Navigate to **Email Marketing** dashboard 2. Click **Create** 3. Configure campaign settings: * **Subject:** Email subject line * **Recipients:** Target audience selection * **Mailing list:** Choose recipient list * **Responsible:** Campaign owner 4. Design email content 5. Schedule or send 6. Review analytics **Subject line best practices:** * Keep under 50 characters for mobile display * Include personalization (recipient name, company) * Create urgency or curiosity * Avoid spam trigger words (FREE, URGENT, ACT NOW) * A/B test different subject lines \[Screenshot: Campaign creation form] ### Recipient Selection **To define audience:** In **Recipients** section, choose targeting method: **Mailing List:** Send to pre-defined audience segment. Select mailing list from dropdown. **Database Filters:** Target specific records from database models: * Contacts * Leads/Opportunities * Event registrations * Other database objects **Filter rules:** Click **Add Filter** to create targeting criteria: * Country equals specific country * Tag contains specific label * Last purchase within time period * Email not blacklisted Multiple rules refine audience to precise segments. **Excluded recipients:** Optionally exclude specific recipients or segments from campaign even if they match targeting rules. ### Email Design **Drag-and-drop editor:** Visual builder with content blocks: **Structure blocks:** * Single column * Two columns * Three columns * Four columns * Custom layouts **Content blocks:** * Text paragraphs * Headings * Images * Buttons/calls-to-action * Dividers and spacers * Social media icons * Video embeds * HTML code (for advanced users) **Design workflow:** 1. Drag structure blocks to email canvas 2. Add content blocks to structures 3. Click blocks to edit content, styling, links 4. Adjust colors, fonts, spacing via style panel 5. Preview on desktop and mobile 6. Save design \[Screenshot: Drag-and-drop email builder] **Dynamic content:** Insert database fields into email content: * `${object.name}` - Recipient name * `${object.company_id.name}` - Company name * `${object.email}` - Email address * Custom fields from database Dynamic content personalizes each recipient's email automatically. ### Email Templates **Using templates:** Click **Choose a Template** to select pre-built designs: * Newsletter layouts * Promotional offers * Event invitations * Product announcements * Thank you messages Customize template content and styling while maintaining proven design structure. **Saving templates:** After designing email, click **Save as Template** to reuse design in future campaigns. **💡 Design Tip:** Keep email width 600-700 pixels maximum. Use large, tappable buttons for mobile users. Include compelling call-to-action above the fold. *** ## Mailing Lists Organize contacts into targeted audience segments. ### Creating Mailing Lists **To create lists:** 1. Navigate to **Email Marketing → Mailing Lists → Mailing Lists** 2. Click **Create** 3. Enter **Mailing List Name** 4. Enable **Is Public** to allow subscriber self-management 5. Save **Public vs. private lists:** **Public lists:** Subscribers can view and manage their subscriptions through preference center links in emails. **Private lists:** Internal segmentation not visible to subscribers. ### Adding Contacts to Lists **Manual addition:** 1. Open mailing list 2. Click **Add a line** in contacts section 3. Select contacts from dropdown 4. Save **Import contacts:** 1. Click **Import** button 2. Upload CSV file with contact data 3. Map columns to database fields 4. Confirm import **Automatic list membership:** Create automation rules that add contacts to lists based on behaviors: * Add to "Customers" list after first purchase * Add to "Webinar Registrants" list after event signup * Add to "VIP" list when lifetime value exceeds threshold \[Screenshot: Mailing list configuration] ### Mailing List Contacts **To view list members:** Navigate to **Email Marketing → Mailing Lists → Mailing List Contacts** Contact dashboard shows: * Name and email * Associated mailing lists * Subscription date * Blacklist status * Opt-in/opt-out history **Contact communication history:** Each contact's activity feed (chatter) records all emails sent to them, providing complete communication history. **💡 List Segmentation:** Create multiple focused lists rather than one giant list. Targeted messages to specific segments outperform generic blasts to entire database. *** ## Blacklist Management Handle unsubscribe requests and maintain opt-out compliance. ### Understanding Blacklists Blacklisted email addresses cannot receive marketing emails. Blacklist ensures: * Regulatory compliance with opt-out requirements * Respect for recipient preferences * Better sender reputation and deliverability * Reduced spam complaints **Automatic blacklisting:** Recipients who click **Unsubscribe** links automatically add to blacklist. **Manual blacklisting:** Administrators can manually blacklist addresses for bounces, complaints, or other reasons. ### Unsubscribe Process **Recipient experience:** 1. Recipient clicks **Unsubscribe** link in email footer 2. Lands on unsubscribe confirmation page 3. Confirms unsubscribe intent 4. Optionally provides reason for unsubscribing 5. Receives confirmation message **Unsubscribe reasons collected:** * No longer interested * Too many emails * Never signed up * Content not relevant * Other (free text) Analyze unsubscribe reasons to improve email strategy. \[Screenshot: Unsubscribe confirmation page] ### Viewing Blacklisted Addresses **To access blacklist:** Navigate to **Email Marketing → Configuration → Blacklisted Email Addresses** Blacklist dashboard displays: * Email address * Blacklist date * Reason (if provided) * Associated contact record ### Unblacklisting Contacts **To remove from blacklist:** 1. Open blacklisted record 2. Click **Unblacklist** button 3. Enter reason for unblacklisting 4. Click **Confirm** Contact immediately becomes eligible for marketing emails again. **Use cases for unblacklisting:** * Accidental unsubscribe (contact requests re-subscribe) * Business relationship renewed * Manual testing purposes * Administrative corrections > **Compliance note:** Only unblacklist with explicit recipient consent. Unsolicited re-subscription violates anti-spam regulations. *** ## Email Campaign Scheduling ### Send Options **Send immediately:** Click **Send** to deliver campaign right away. Use for time-critical announcements or when audience is currently engaged. **Schedule for later:** 1. Select **Schedule** option 2. Choose date and time 3. Confirm timezone 4. Click **Schedule** Campaign sends automatically at designated time. **Scheduled campaign management:** View scheduled campaigns on calendar view. Edit or cancel before send time if needed. **Optimal send times:** Research shows best email engagement occurs: * Tuesday-Thursday * 9-11am or 1-3pm in recipient timezone * Avoid Mondays (inbox overload) and Fridays (weekend prep) Test send times for your specific audience through A/B testing. \[Screenshot: Campaign scheduling interface] ### Test Campaigns **Before sending to full list:** 1. Click **Send a test email** 2. Enter test email addresses (separated by commas) 3. Click **Send** Test emails deliver immediately to specified addresses, allowing you to: * Verify design renders correctly * Check all links work * Review personalization displays properly * Spot typos or formatting issues **💡 Testing Checklist:** Test in multiple email clients (Gmail, Outlook, Apple Mail). View on desktop and mobile. Click every link to verify functionality. *** ## A/B Testing Optimize campaign performance through systematic testing. ### Creating A/B Tests **To enable A/B testing:** 1. Create campaign 2. Enable **A/B Testing** option 3. Configure test parameters: * **Test percentage:** Portion of list receiving test versions (typically 10-20%) * **Winner criteria:** How to determine best performer (open rate, click rate, revenue) * **Send winner after:** How long to run test before sending winning version to remainder 4. Click **Create Alternative** to add test variation 5. Modify test version (subject line, content, images, etc.) 6. Schedule test **Test execution:** 1. Test versions send to specified percentage 2. System tracks winner criteria metric 3. After test period, winning version sends to remaining recipients automatically **What to test:** **Subject lines:** Test length, personalization, questions vs. statements, emojis **Send times:** Test morning vs. afternoon, weekdays vs. weekends **Content:** Test different offers, messaging approaches, content length **Design:** Test image-heavy vs. text-heavy, button colors, layout **Calls-to-action:** Test button text, positioning, urgency level \[Screenshot: A/B test configuration] **💡 Testing Best Practice:** Test one element at a time to isolate what drives performance improvement. Testing multiple changes simultaneously makes it impossible to determine which change caused result. *** ## Email Analytics Track campaign performance and recipient engagement. ### Campaign Metrics **Key performance indicators:** **Sent:** Total emails sent to recipients **Delivered:** Successfully delivered (sent minus bounces) **Delivery rate:** Percentage successfully delivered **Opened:** Unique recipients who opened email **Open rate:** Opened / Delivered (industry average: 15-25%) **Clicked:** Unique recipients who clicked links **Click rate:** Clicked / Delivered (industry average: 2-5%) **Click-to-open rate:** Clicked / Opened (measures content effectiveness independent of subject line) **Bounced:** Delivery failures (hard and soft bounces) **Bounce rate:** Bounced / Sent (healthy list: under 2%) **Unsubscribed:** Recipients who opted out **Spam complaints:** Recipients marking email as spam \[Screenshot: Campaign analytics dashboard] ### Detailed Analysis **Link tracking:** View click counts for each link in email. Identify which content elements drive engagement. **Geographic data:** See recipient locations to optimize send times and content relevance. **Device breakdown:** Monitor desktop vs. mobile opens to prioritize design optimization. **Temporal patterns:** Track when recipients open and click to identify optimal send times. ### Recipient-Level Tracking **To view individual engagement:** 1. Open campaign 2. Click **Delivered** or **Opened** metrics 3. View list of individual recipients and their actions 4. Click recipient to see complete interaction history **Engagement scoring:** Highly engaged recipients (frequent opens and clicks) are valuable for: * VIP segmentation * Product feedback surveys * Beta testing programs * Referral campaigns *** ## Email Marketing Best Practices ### Build Lists Organically Only email people who explicitly opted in. Purchased lists generate spam complaints, damage sender reputation, and produce poor results. Grow lists through website signups, event registrations, and customer interactions. ### Segment Your Audience Send targeted messages to specific groups rather than one-size-fits-all blasts. Segmented campaigns achieve 30-50% higher open rates than non-segmented campaigns. ### Personalize Beyond Names Use database fields to customize content based on purchase history, location, industry, or interests. Dynamic content creates relevance that drives engagement. ### Optimize Subject Lines Test different approaches. Avoid spam triggers. Keep under 50 characters. Include clear value proposition. Create curiosity without clickbait. ### Design for Mobile First Over 60% of emails open on mobile devices. Use single-column layouts, large touch-friendly buttons, and concise copy. Test every email on mobile before sending. ### Include Clear Calls-to-Action Every email should have clear next step. Use compelling button text. Make buttons large and tappable. Include CTA above the fold. ### Maintain Consistent Sending Schedule Set audience expectations through consistent frequency (weekly newsletter, monthly update). Erratic sending creates unsubscribes or inbox apathy. ### Clean Lists Regularly Remove hard bounces immediately. Consider removing subscribers who haven't engaged in 12+ months. Smaller engaged list outperforms larger unengaged list. ### Honor Unsubscribe Requests Immediately Process opt-outs within 24 hours (preferably instantly). Include unsubscribe links in every marketing email (legally required in many jurisdictions). ### Monitor Sender Reputation Track bounce rates, spam complaints, and blacklist status. Poor sender reputation causes emails to land in spam folders, killing campaign effectiveness. ### Test Before Sending Always send test emails to multiple email clients. Click all links. Review on desktop and mobile. Verify personalization works correctly. ### Analyze and Iterate Review campaign metrics within 48 hours of send. Identify successful elements to replicate and unsuccessful elements to avoid in future campaigns. *** ## Troubleshooting Common Issues ### Low Open Rates **Possible causes:** * Weak subject lines * Poor sender reputation * Bad send timing * Inactive/old contact lists **Resolution:** Test compelling subject lines. Verify sender authentication (SPF, DKIM, DMARC). Send when audience is active. Clean lists regularly. ### Low Click Rates **Possible causes:** * Unclear calls-to-action * Broken or missing links * Content not relevant to audience * Poor mobile design **Resolution:** Add prominent CTA buttons. Test all links. Improve audience segmentation. Optimize for mobile display. ### High Bounce Rates **Possible causes:** * Invalid or outdated email addresses * Typos in email addresses * Recipient inboxes full * Domain reputation issues **Resolution:** Remove hard bounces from lists. Implement double opt-in to verify addresses. Monitor soft bounces for patterns. ### Emails Landing in Spam **Possible causes:** * Poor sender reputation * Spam trigger words in content * Missing unsubscribe links * Authentication not configured **Resolution:** Set up SPF, DKIM, and DMARC records. Avoid spam keywords. Include prominent unsubscribe option. Warm up new sending domains gradually. ### High Unsubscribe Rates **Possible causes:** * Too frequent sending * Irrelevant content * Didn't expect emails (poor list quality) * Value proposition unclear **Resolution:** Reduce send frequency. Improve targeting and personalization. Only email people who explicitly opted in. Provide consistent value in every send. *** ## Related Documentation * [SMS Marketing](Sms_marketing.md) - Coordinate SMS and email campaigns * [Marketing Automation](Marketing_automation.md) - Automated email workflows * [Social Marketing](Social_marketing.md) - Multi-channel campaign coordination * [CRM](../03_Sales/CRM.md) - Customer communication history *** ## Need Help? **Ask Your Knowlix:** * "Create a newsletter campaign for our monthly update" * "Show me the open rate for last week's promotion" * "Add all customers who purchased in the last 30 days to VIP mailing list" * "Schedule a product announcement email for Friday at 10am" * "Which links got the most clicks in the last campaign?" * "Create an A/B test for the welcome email subject line" **Contact Support:** For questions about email deliverability, template design, segmentation strategies, or analytics interpretation, contact Knowlix support through the Help menu. # Events Source: https://docs.knowlix.ai/marketing/events Knowlix Events creates, manages, and promotes conferences, workshops, webinars, and other gatherings with comprehensive planning tools, online registration, ticket sales, and attendee analytics. Coordinate every aspect of event execution from initial planning through post-event analysis. The events platform provides complete lifecycle management for in-person and virtual gatherings. Design registration pages, sell tiered tickets, manage speaker schedules, coordinate exhibitor booths, send automated communications, and track attendance. Integration with website, sales, and CRM modules connects event data to broader business processes. Event registration systems handle online ticket purchases with multiple pricing tiers, early-bird specials, and promotional codes. Attendees register through branded event pages, receive automated confirmations, and access digital tickets with QR codes for quick check-in. Real-time registration tracking shows ticket sales progress and capacity status. Comprehensive analytics measure event performance through attendee counts, revenue generation, registration sources, and engagement metrics. Track which marketing channels drive registrations, monitor ticket sales velocity, and analyze attendee demographics for improved future planning. **Key capabilities:** * Multi-view event dashboards (Kanban, list, calendar, Gantt) * Online ticket sales with tiered pricing * Event website builder with registration forms * Speaker and session management * Booth sales and exhibitor coordination * Automated email campaigns and reminders * QR code badge scanning for check-in * Revenue and attendee analytics > **Important:** Event data privacy regulations (GDPR, CCPA) require proper handling of attendee information. Obtain necessary consents, secure personal data appropriately, and provide attendees access to their registration information. **💡 Pro Tip:** Ask Your Knowlix for event tasks: *"Create a conference event for next month"* or *"Show me ticket sales for the product launch event"* *** ## Events Dashboard The main dashboard displays all events with key metrics and organizational tools. ### Dashboard Views **Kanban view (default):** Events displayed as cards across pipeline stages: * New * Booked * Announced * Ended (folded by default) * Cancelled (folded by default) Each event card shows: * Scheduled date * Event name * Location * Expected attendee count * Scheduled activities * Current status * Responsible person Drag cards between stages to update event status. Click the plus icon at the top of any stage to quick-add events directly to that stage. **List view:** Table format displaying: * Event name * Date * Location * Attendees (expected vs. registered) * Responsible * Status **Calendar view:** Timeline showing scheduled events by date. Click dates to schedule new events. Visualize event spacing and avoid scheduling conflicts. **Gantt view:** Project-style timeline showing event duration from start to end date. Ideal for planning event sequences and resource allocation. Switch views using icons in upper-right corner. \[Screenshot: Events dashboard Kanban view] **💡 Your Knowlix:** *"Show me all events scheduled for next quarter"* or *"Create a workshop event for the sales team"* *** ## Event Configuration Configure features and capabilities for event management. ### Events Settings Navigate to **Events → Configuration → Settings** to enable features. **Schedule & Tracks section:** **Schedule & Tracks:** Enables session scheduling with individual presentations, workshops, panels, and demonstrations. When enabled, two additional options appear: **Live Broadcast:** Stream sessions online through video platform integration. Configure YouTube links for virtual attendance alongside in-person participation. **Event Gamification:** Create quizzes for sessions to test attendee knowledge. Results help evaluate presentation effectiveness and identify areas for improvement. **Online Exhibitors:** Display sponsors and exhibitors on event pages. Showcasing partners encourages business participation and creates sponsorship value. **Community Chat Rooms:** Virtual conference rooms for attendee networking and discussion. Participants connect to discuss topics related to event themes. **Booth Management:** Create and sell exhibitor booths with tiered pricing. Configure booth categories, display floor plans, and manage reservations. **Registration section:** **Tickets:** Sell event tickets through standard sales orders in the system. **Online Ticketing:** Enable direct ticket purchases through event website. Attendees register and pay online without sales team involvement. **Attendance section:** **Use Event Barcode:** Enable QR code scanning for event check-in. Attendees show digital or printed badges with codes for quick entry and attendance tracking. **Barcode Nomenclature:** Configure barcode format. Default nomenclature works for most situations but can be customized for specific requirements. \[Screenshot: Events settings page] *** ## Creating Events Design and configure events for promotion and registration. ### Event Form Navigate to **Events → New** to create events. **Basic information:** **Event Name:** Descriptive title displayed on all event materials and registration pages. (Required) **Date:** Event start and end date/time in your local timezone. (Required) **Display Timezone:** Timezone shown to attendees on website. Important for virtual events with global audiences. (Required) **Language:** Translate event communications to specific languages for international attendees. **Template:** Select pre-configured event template to apply standard settings. Templates expedite setup for recurring event formats. **Tags:** Categorize events for filtering and organization. Examples: Conference, Training, Webinar, Networking. **Organizer:** Company, contact, or employee organizing the event. **Responsible:** User responsible for event coordination and execution. **Website:** Restrict event publishing to specific website (if using multiple sites). Leave blank to publish on all sites. **Venue:** Event location details pulled from Contacts. Enter venue name, address, city, postal code, and country. **Exhibition Map:** Upload venue floor plan or event map for attendee navigation. **Limit Registrations:** Enable to cap attendee count. Enter maximum registration number to prevent overselling. **Badge Dimension:** Select badge paper format. Options: A4 foldable, A6, 4 per sheet. **Badge Background:** Upload custom background image for printed attendee badges. \[Screenshot: Event creation form] ### Tickets Tab Create ticketing tiers with different pricing and availability. **To add tickets:** Click **Add a line** in Tickets tab. **Ticket configuration:** **Name:** Ticket tier name (e.g., Early Bird, VIP, General Admission). **Product:** Select Event Ticket product type. Existing event products appear in dropdown or create new ones. **Price:** Registration cost for this ticket tier. Overrides default product price. **Sales Start:** Date and time ticket sales begin. Use for early-bird releases or tiered launch schedules. **Sales End:** Date and time ticket sales close. Typically set before event date to allow planning. **Maximum:** Cap on tickets sold for this tier. Leave blank for unlimited availability. **Taken:** Displays number of tickets already sold (auto-populated). **Color:** Badge color to differentiate ticket tiers visually during event. **Description (optional column):** Explain perks or amenities included with ticket purchase. Toggle visibility through column options menu. Delete tickets using trash icon on corresponding line. \[Screenshot: Tickets tab configuration] **💡 Your Knowlix:** *"Add an early bird ticket tier for \$99"* or *"Create VIP tickets with special access"* ### Communication Tab Schedule automated emails, SMS, and social posts for event marketing. **Default communications:** Knowlix provides three pre-configured communications: * Registration confirmation (sent immediately after purchase) * Event reminder (one week before) * Event reminder (one day before) **To add communications:** Click **Add a line** and select communication type: * Mail * SMS * Social Post * WhatsApp **Email configuration:** **Template:** Select existing email template or create new one. **Interval:** Number of time units before/after trigger. **Unit:** Time measurement (Immediately, Hours, Days, Weeks, Months). **Trigger:** When to send (After each registration, Before the event, After the event). **Status indicators:** Running (three gears icon), Sent (checkmark), Scheduled (hourglass). **Example:** Send thank-you email 1 hour after event ends: * Interval: 1 * Unit: Hours * Trigger: After the event Modify existing templates by clicking the arrow icon next to template name. ### Questions Tab Collect attendee information during registration. **Default questions:** Every event includes three questions: * Name (required) * Email (required) * Phone (optional) **To add questions:** Click **Add a line** to open question creation window. **Question types:** **Selection:** Multiple-choice with predefined answers. **Text Input:** Open-ended short response. **Name:** Dedicated name field. **Email:** Dedicated email address field. **Phone:** Dedicated phone number field. **Company:** Associated organization field. **Question settings:** **Mandatory Answer:** Require response before registration completes. **Ask once per order:** Request information once for all tickets in multi-ticket purchases. Unchecked prompts question for each attendee. View collected responses through **Attendees** smart button on event form. Individual attendee records display all question responses. Stats button (for Selection and Text Input types) shows response analytics and distributions. \[Screenshot: Questions tab] ### Notes Tab Internal documentation and attendee instructions. **Note field:** Internal notes for event staff. Include checklists, contact information, setup instructions, and coordination details. **Ticket Instructions field:** Information printed on attendee tickets. Directions, parking information, dress code, or other attendee-facing details. *** ## Publishing Events Make events visible and accessible for registration. ### Publishing Workflow 1. Complete event configuration on event form 2. Click **Go to Website** smart button 3. Customize event page using website editor 4. Click **Unpublished** toggle to change to **Published** 5. Event becomes visible to all website visitors Event website pages can be customized like any other site page through the Edit button and building block tools. \[Screenshot: Published event page] ### Sending Invitations Invite potential attendees through direct email campaigns. **To send invites:** 1. Navigate to event form 2. Click **Invite** button 3. Configure email message 4. Add recipients 5. Include registration page link 6. Send invitations Recipients receive direct invitation with easy registration access. > **Note:** Default email sending limit is 200 per day. High-volume campaigns may require increasing limits or batch sending across multiple days. **💡 Your Knowlix:** *"Send event invitations to all VIP customers"* or *"Create an invitation email for the product launch"* *** ## Mailing Lists ## Event Templates Standardized configurations for recurring event formats. ### Template Benefits Templates expedite event creation by pre-configuring: * Ticket tiers and pricing * Communication schedules * Registration questions * Booth categories * Website menu settings * Session tracks Create templates for frequently hosted events like monthly webinars, quarterly conferences, or annual summits. ### Template Configuration Navigate to **Events → Configuration → Event Templates** or create directly from event form. **Template settings:** **Event Template:** Descriptive name for template (e.g., "Monthly Product Webinar", "Annual User Conference"). **Website Submenu:** Enable event-specific navigation menu with options: * Tracks Menu Item (session schedule) * Track Proposals Menu Item (attendee-submitted presentations) * Booth Menu Item (exhibitor booth sales) * Exhibitors Menu Item (sponsor showcase) * Community (virtual networking rooms) * Allow Room Creation (attendee-created discussion rooms) * Register Button (registration call-to-action) **Timezone:** Default timezone for template-based events. **Tags:** Standard categorization tags applied to template events. **Limit Registrations:** Pre-configure attendee capacity limits. **Template tabs:** **Tickets:** Pre-configured ticket tiers with standard pricing. **Communication:** Standard email sequences for template events. **Booths:** Default booth categories and pricing. **Questions:** Standard registration questions for event type. **Notes:** Template instructions and guidelines. ### Using Templates Select template from Template dropdown on event form. Pre-configured settings populate automatically while remaining fully editable for event-specific customization. Drag templates on Template page to reorder appearance in dropdown menu. \[Screenshot: Event template form] *** ## Event Booths Sell exhibitor space with tiered pricing and online booking. ### Booth Management Setup Enable booth features: Navigate to **Events → Configuration → Settings** and activate **Booth Management**. Enabling creates Event Booth product type for booth category assignment. ### Booth Categories Navigate to **Events → Configuration → Booth Categories** to view and create booth types. **Category information:** **Name:** Booth category title (e.g., "Premium Corner Booth", "Standard 10x10"). **Create Sponsor:** Automatically designate booth purchasers as event sponsors. **Product:** Event Booth product associated with category. **Price:** Booth rental cost. **Sponsor Level (if Create Sponsor enabled):** Gold, Silver, Bronze tier assignments with visual ribbons on event website. **Sponsor Type:** Categorization for sponsor recognition. **Description:** Booth specifications like square footage, display screen size, electrical access, or included amenities. \[Screenshot: Booth category configuration] ### Adding Booths to Events **Access booth management:** Click **Booths** smart button on event form. **Booth stages:** **Available:** Booths ready for purchase. **Unavailable:** Sold booths no longer available. **To create booths:** Click **New** on Booths page. **Booth form fields:** **Name:** Specific booth identifier (e.g., "Booth A12", "Corner Suite 3"). **Booth Category:** Select from configured categories (determines product and price). **Product:** Auto-populated from category (non-editable). **Price:** Auto-populated from category (non-editable). **Renter fields:** Auto-populate when purchased online or enter manually for offline sales: * Renter (contact record) * Renter Name * Renter Email * Renter Phone Booths automatically move to Unavailable upon successful online purchase. Manual sales require dragging booth to Unavailable stage. ### Selling Booths Online Booths appear on event website through **Get A Booth** submenu link (when booth management enabled). **Enable booth submenu:** Enter website edit mode → Customize tab → Enable "Sub-Menu (Specific)". Or use developer mode on event form and enable **Booth Register** checkbox. **Booth purchase flow:** 1. Visitor selects booth category 2. Chooses location/booth number 3. Clicks "Book my Booth(s)" 4. Completes contact or sponsor details form 5. Proceeds to payment 6. Receives confirmation Purchased booth automatically moves to Unavailable. Sponsor information (if applicable) appears in Sponsors smart button on event form. **💡 Your Knowlix:** *"Show available booths for the trade show"* or *"Create a premium booth category at \$5,000"* *** ## Session Tracks Manage presentations, workshops, and demonstrations within events. ### Track Configuration Enable track features in **Events → Configuration → Settings**: **Schedule & Tracks:** Core track management capability. **Live Broadcast:** Stream sessions via video platform integration. **Event Gamification:** Create post-session quizzes for attendee knowledge testing. ### Track Management **Access tracks:** Click **Tracks** smart button on event form. **Track views:** Kanban (default), List, Gantt, Calendar, Graph, Activity. **Track stages:** Proposal, Confirmed, Announced, Published, Refused (folded), Cancelled (folded). ### Creating Tracks Click **New** on Tracks page. **Track information:** **Title:** Session name displayed on event website and schedule. (Required) **Track Date:** Session start time. **Location:** Room or venue area. Configure locations at **Events → Configuration → Track Locations**. **Duration:** Session length in minutes. **YouTube Video Link:** Live stream or recording URL (if Live Broadcast enabled). **Always Wishlisted:** Automatically favorite session for all registered attendees. **Responsible:** Person managing session logistics. **Event:** Associated event (auto-populated when created from event's Tracks page). **Tags:** Session categorization for website filtering. **Speaker tab:** **Contact Details:** Primary contact for session coordination. **Speaker Bio:** Presenter information displayed on event website: * Name * Email * Phone * Speaker photo * Job Position * Company Name * Biography **Description tab:** Session overview displayed on event website. Explain topics covered, learning objectives, and target audience. **Interactivity tab:** **Magic Button:** Display call-to-action button to attendees during session. Configure: * Button Title * Button Target URL * Show Button (minutes after track start) **Add Quiz (if Event Gamification enabled):** Create post-session assessment. Configure: * Quiz title * Allow multiple tries * Multiple-choice questions with correct answers * Point values * Extra comments for answer options \[Screenshot: Track creation form] ### Publishing Tracks Move tracks to **Published** stage or click **Go to Website** smart button and toggle **Unpublished** to **Published**. Published tracks appear on event website Talks page, organized by day with favorite bell icons for attendee wishlist management. *** ## Event Website Pages Attendee-facing pages for registration, information, and engagement. ### Talks Page Displays all published sessions with filtering capabilities. **Filter options:** **Favorites:** Shows only sessions attendee marked as favorites. **All Talks:** Complete session list. **Tag categories:** Custom dropdowns based on track tag configurations for filtering by topic, speaker, difficulty level, or other categorizations. Session cards show title, speaker, time, location, and favorite toggle. ### Talk Proposals Page Attendee-submitted session proposals. Customizable form where attendees suggest topics, provide session descriptions, and volunteer as speakers. Submissions appear in Proposal stage on event's Tracks page for review and approval. Accepted proposals move through stages (Confirmed → Announced → Published) for inclusion in final event schedule. ### Agenda Page Calendar view showing complete event schedule with session times and locations. Clicking sessions opens detail pages with speaker bios, descriptions, and favorite toggles. Visual timeline helps attendees plan which sessions to attend and identify scheduling conflicts. **💡 Your Knowlix:** *"Create a keynote session for 9am on opening day"* or *"Show me all submitted talk proposals"* *** ## Registration Desk Quick check-in system for event entrance. ### Access Registration Desk Navigate to **Events → Registration Desk** (recommended on mobile device for portability). Two check-in methods available: ### Scan Badge Use device camera to scan QR codes on attendee badges. 1. Select **Scan a badge** 2. Grant camera access 3. Position badge code in viewfinder 4. Automatic scan and attendance logging Invalid codes trigger error messages. Successful scans grant immediate entry and record attendance timestamp. ### Manual Selection Manually confirm attendee arrival. 1. Select **Select Attendee** 2. View attendee list (Kanban view) 3. Click checkmark on attendee card to mark attended 4. Use counter-clockwise arrow to undo actions **Recommended filter:** Apply event-specific filter through search bar to show only relevant attendees. Group by Event in search dropdown for organized attendee columns by event. \[Screenshot: Registration desk interface] **💡 Your Knowlix:** *"Show attendee check-in status for the conference"* or *"Mark John Smith as attended"* *** ## Ticket Sales Sell registrations through sales orders and online purchases. ### Sales Order Method Create quotations in Sales app with Event Ticket products. **Sales workflow:** 1. Navigate to **Sales → New** 2. Add customer information 3. Click **Add a product** in Order Lines 4. Select Event Ticket product 5. Configure event and ticket tier in popup 6. Confirm quotation **Configure an event popup:** **Event:** Select which event ticket is for. **Event Ticket:** Choose pricing tier. Re-open configuration by clicking pencil icon on product line. ### Website Method Attendees purchase directly through event registration page. **Registration flow:** 1. Visitor clicks **Register** on event page 2. Selects ticket tier and quantity 3. Completes attendee questionnaire 4. Provides billing information 5. Chooses payment method 6. Receives confirmation Multi-ticket purchases collect information for each attendee unless questions configured with "Ask once per order" setting. Sales orders automatically created in backend with full attendee data and payment confirmation. **💡 Your Knowlix:** *"Create a sales order for 3 conference tickets"* or *"Show revenue from online ticket sales"* *** ## Event Analytics Measure performance through comprehensive reporting. ### Revenue Reports Navigate to **Events → Reporting → Revenues** for financial analysis. **Default display:** Line chart with stacked data showing revenue trends over time. **Filters:** **Non-free tickets:** Exclude complimentary registrations. **Free:** Show only complimentary registrations. **Pending payment:** Registrations awaiting payment completion. **Sold:** Successfully completed transactions. **Registration Date:** Filter by when tickets were purchased. **Upcoming/Running:** Current and future events. **Past Events:** Completed events. **Event Start Date / End Date:** Filter by event timing. **Published Events:** Only published events. **Group By options:** Event Type, Event, Product, Ticket tier, Registration Status, Sale Order Status, Customer. **Measures:** **Revenues:** Total income generated. **Untaxed Revenues:** Pre-tax revenue figures. **Count:** Number of registrations. **View options:** Line chart, bar chart, pie chart, or pivot table. Switch using icons in upper-right corner. \[Screenshot: Revenue analytics dashboard] ### Sample Analysis: Ticket Type Performance **Configuration:** 1. Navigate to Revenues report 2. Apply filters: Free + Sold + Published Events 3. Group by: Event, then Ticket 4. View in graph mode **Result:** Visual comparison of ticket tier performance across events, showing which pricing strategies generate most revenue and registrations. ### Sample Analysis: Event Type Profitability **Configuration:** 1. Navigate to Revenues report 2. Switch to pivot table view 3. Keep filters: Non-free tickets + Event Start Date (current year) 4. Deselect Count in Measures 5. Click Total → Select Event Type **Result:** Revenue comparison across event categories (conferences, workshops, webinars) organized by expandable columns for profitability analysis. *** ## Event Best Practices ### Start Promotion Early Begin marketing events at least 6-8 weeks before date. Early-bird pricing incentivizes early registrations and helps gauge interest for planning purposes. ### Use Tiered Pricing Offer multiple ticket levels (early-bird, regular, VIP) to accommodate different budget levels and create urgency for early purchases. ### Collect Relevant Information Only Registration forms with too many questions increase abandonment. Ask essential information only and make optional fields truly optional. ### Send Reminder Communications Automated reminders reduce no-shows. Send confirmations immediately, reminders one week before, and final reminders one day before event. ### Enable Online Registration Self-service registration reduces administrative burden and provides 24/7 registration availability for potential attendees. ### Track Registration Sources Monitor which marketing channels (email, social media, website) drive registrations to optimize future promotion strategies. ### Provide Clear Venue Information Include detailed directions, parking information, and venue maps. Reduce attendee confusion and late arrivals. ### Test Registration Process Complete full registration as test attendee before launching event. Verify all emails send correctly, payment processing works, and questions display properly. ### Plan for Virtual and Hybrid Consider remote attendance options to expand audience reach and accommodate geographic diversity. ### Follow Up Post-Event Send thank-you emails, share presentation materials, distribute certificates, and collect feedback through surveys. Maintain engagement for future events. ### Monitor Sales Velocity Track ticket sales rate to identify if adjustments needed. Slow sales may indicate pricing or marketing issues requiring correction. ### Create Sponsor Value Showcase sponsors prominently on event website and materials. Strong sponsor recognition encourages future participation and support. *** ## Troubleshooting Common Issues ### Low Registration Numbers **Possible causes:** * Unclear event value proposition * Pricing not competitive * Insufficient marketing reach * Poor event timing **Resolution:** Clarify event benefits in descriptions. Offer early-bird discounts. Expand marketing channels. Survey target audience for timing preferences. ### Registration Form Not Displaying **Possible causes:** * Event not published * Online Ticketing setting disabled * Website visibility restrictions **Resolution:** Verify event published status. Enable Online Ticketing in settings. Check website field on event form (blank = available on all sites). ### Badge Scanning Not Working **Possible causes:** * Camera permissions denied * Invalid barcode format * Barcode nomenclature mismatch **Resolution:** Grant camera access to application. Verify Use Event Barcode setting enabled. Check barcode nomenclature configuration matches badge generation. ### Tracks Not Appearing on Website **Possible causes:** * Schedule & Tracks setting disabled * Tracks not published * Website submenu not enabled **Resolution:** Enable Schedule & Tracks in settings. Move tracks to Published stage. Enable website submenu through Customize tab or developer mode. ### Payment Processing Failures **Possible causes:** * Payment provider not configured * Invalid payment credentials * Network connectivity issues **Resolution:** Configure payment providers in system settings. Verify API credentials current and valid. Test payment processing before event launch. *** ## Related Documentation * [Email Marketing](Email_marketing.md) - Event invitation campaigns * [Surveys](Surveys.md) - Post-event feedback collection * [Social Marketing](Social_marketing.md) - Event promotion on social platforms * [CRM](../03_Sales/CRM.md) - Lead generation from event attendees *** ## Need Help? **Ask Your Knowlix:** * "Create a conference event for 500 people next month" * "Show me ticket sales for the product launch event" * "Add a VIP ticket tier for \$299" * "Send reminder emails to all registered attendees" * "Which events generated the most revenue this year?" * "Create a booth category for premium exhibitors" **Contact Support:** For questions about event configuration, ticket sales integration, website customization, or analytics interpretation, contact Knowlix support through the Help menu. # Marketing Automation Source: https://docs.knowlix.ai/marketing/marketing-automation Knowlix Marketing Automation creates dynamic, multi-step campaigns that execute automatically based on customer behavior and defined triggers. Design workflows combining emails, SMS messages, and internal actions that respond to how contacts engage with your marketing content. Automation workflows nurture leads through sales funnels, onboard new customers with timed welcome sequences, re-engage dormant contacts, and execute complex multi-touch campaigns without manual intervention. Once configured, campaigns run continuously, engaging new contacts as they enter your database and progressing existing contacts through carefully designed customer journeys. The system tracks individual participant progress through workflows, records engagement metrics at each step, and branches campaign paths based on recipient actions (email opens, link clicks, form submissions, or non-action after defined periods). This behavioral tracking enables sophisticated marketing strategies that adapt to each contact's level of interest and engagement. Integration with CRM, email marketing, and SMS platforms provides unified campaign coordination. Lead scores update automatically based on automation engagement. Sales opportunities generate from highly engaged automation participants. Revenue attributes back to campaigns that initiated customer relationships. **Key capabilities:** * Multi-step workflow creation with conditional branching * Behavior-based triggering (opens, clicks, replies, time delays) * Email and SMS campaign automation * Lead nurturing and scoring workflows * Customer onboarding sequences * Re-engagement campaigns for inactive contacts * A/B testing for workflow optimization * Comprehensive engagement analytics > **Important:** Marketing automation requires careful planning to avoid overwhelming contacts with excessive communications. Design workflows that provide value at each touchpoint, respect engagement signals, and include clear opt-out mechanisms. **💡 Pro Tip:** Ask Your Knowlix for automation tasks: *"Create a welcome email series for new newsletter subscribers"* or *"Show me participants who opened the welcome email but didn't click"* *** ## Campaign Creation Design automated marketing workflows for specific business objectives. ### Starting New Campaigns **To create campaigns:** 1. Navigate to **Marketing Automation** dashboard 2. Click **New** 3. Configure campaign settings: * **Campaign Name:** Descriptive identifier * **Responsible:** Campaign owner * **Target:** Record type (Contact, Lead, Event Registration) * **Filter:** Audience targeting rules 4. Build workflow activities 5. Test campaign 6. Launch \[Screenshot: Campaign creation form] ### Campaign Templates **Pre-built templates for common scenarios:** **Tag Hot Contacts:** Send welcome email and tag contacts who click links (identifies engaged prospects). **Welcome Flow:** Send welcome series to new subscribers, remove bounced addresses automatically. **Double Opt-In:** Confirm subscription consent via email confirmation link (regulatory compliance). **Commercial Prospection:** Send catalog and follow up based on engagement levels. **Schedule Calls:** When lead is created for existing contact, schedule call with assigned salesperson. **Prioritize Hot Leads:** Send email to new leads and flag high priority if they open it (lead scoring). **To use templates:** Navigate to **Marketing Automation** dashboard. Template cards display when no campaigns exist. Select desired template to create pre-configured campaign. Customize settings and workflow, then launch. \[Screenshot: Campaign template cards] **💡 Template Strategy:** Start with templates for proven workflows. Customize based on your industry, audience, and business goals rather than building from scratch. *** ## Target Audience Definition Define which contacts receive campaign communications. ### Target Selection **To configure audience:** In the **Target and Filter** section: **Target:** Select record type for campaign: * **Contact:** All database contacts * **Lead/Opportunity:** CRM prospects * **Event Registration:** Event attendees * **Mailing List Contact:** Email subscribers * **Other models:** Any database object with contact information **Unicity based on:** Choose field to prevent duplicates (typically Email). System excludes records with duplicate values in this field. **Filter:** Define targeting rules using domain logic. \[Screenshot: Target audience configuration] ### Filter Rules **To define audience filters:** 1. Click **Add condition** in Filter section 2. Configure rule parameters: * **Field:** Database field to evaluate * **Operator:** Comparison type (equals, contains, greater than, etc.) * **Value:** Comparison value 3. Add multiple rules for precise targeting 4. Choose match logic: * **Match all:** Record must meet every rule (AND logic) * **Match any:** Record must meet at least one rule (OR logic) **Example filters:** Target US-based leads with revenue over \$1,000: * Country equals United States * Expected Revenue > 1,000 * Type equals Lead OR Type equals Opportunity **Records count:** Number displayed shows how many records currently match filter criteria. Click number to view actual record list. **Include archived:** Enable to include archived records in campaign (typically leave disabled). **Save as Favorite Filter:** Save filter configuration for reuse in future campaigns targeting same audience. **💡 Segmentation Best Practice:** Start with broad targeting and refine based on campaign performance. Over-segmentation fragments audiences and reduces statistical significance for optimization. *** ## Workflow Activities Build campaign sequences with timed communications and actions. ### Activity Types **Available activity options:** **Email:** Send email messages to participants. Configure email template, subject line, content, and design. **SMS:** Send text messages to participants. Configure SMS template and message content. **Server Action:** Execute internal database actions: * Update lead scores * Change record states * Create CRM activities * Add/remove tags * Assign to users * Trigger external integrations \[Screenshot: Add activity button and activity types] ### Creating Activities **To add activities to workflow:** 1. In campaign form, click **Add new activity** in Workflow section 2. Configure activity settings: * **Activity Name:** Internal identifier * **Activity Type:** Email, SMS, or Server Action * **Template:** Select or create template (Email/SMS) * **Trigger:** When activity executes * **Activity Filter:** Optional additional targeting 3. Click **Save & Close** or **Save & New** **Email activity configuration:** 1. Select **Email** as Activity Type 2. Choose **Mail Template** (or create new) 3. Configure email content, design, and settings 4. Set trigger timing 5. Save **SMS activity configuration:** 1. Select **SMS** as Activity Type 2. Choose **SMS Template** (or create new) 3. Configure message text 4. Set trigger timing 5. Save **Server action configuration:** 1. Select **Server Action** as Activity Type 2. Choose existing server action or create new: * Update Record * Create Activity * Send Email/SMS * Add/Remove Followers * Create Record * Execute Code * Send Webhook * Execute Multiple Actions 3. Configure action parameters 4. Set trigger timing 5. Save ### Activity Triggers **Define when activities execute:** **Timing configuration:** **Interval number:** How many time units to wait **Interval type:** Unit of time (Hours, Days, Weeks, Months) **Example:** 2 Days means activity executes 2 days after trigger event occurs. **Trigger types:** **Beginning of workflow:** Activity executes when participant enters campaign. **After another activity:** Executes specified time after previous activity completes. **Email-specific triggers:** * **Mail: opened:** Recipient opened email * **Mail: not opened:** Recipient didn't open email within specified time * **Mail: replied:** Recipient replied to email * **Mail: not replied:** No reply received * **Mail: clicked:** Recipient clicked link in email * **Mail: not clicked:** No link click detected * **Mail: bounced:** Email delivery failed **SMS-specific triggers:** * **SMS: clicked:** Recipient clicked link in SMS * **SMS: not clicked:** No link click detected * **SMS: bounced:** SMS delivery failed \[Screenshot: Activity trigger configuration] **Trigger logic:** Activities can branch based on engagement: * Send follow-up if email opened * Send reminder if email not opened * Tag highly engaged contacts who click links * Remove non-engaged contacts who don't respond ### Child Activities **Create branching workflows:** Child activities execute conditionally based on parent activity outcomes. **To add child activities:** 1. Hover over activity in workflow 2. Click **Add child activity** button below activity 3. Select trigger condition: * After parent activity completes * If parent email opened/not opened * If parent email clicked/not clicked * If parent email replied/not replied * If parent SMS clicked/not clicked 4. Configure child activity same as regular activity 5. Save **Branching strategy:** **Engaged path:** For contacts who open/click, send next content piece **Non-engaged path:** For contacts who don't engage, send reminder or change messaging approach **High engagement path:** For contacts clicking multiple times, flag for sales follow-up \[Screenshot: Child activity branching] ### Activity Filters **Further refine activity targeting:** In **Activity Filter** section, add additional rules that apply only to this specific activity (not entire campaign). **Use case:** Campaign targets all contacts, but specific activity only sends to contacts in specific locations or with specific attributes. **Applied Filter:** Shows combined rules from campaign filter plus activity filter, displaying total records targeted by activity. ### Expiry Duration **Set activity timeouts:** Enable **Expiry Duration** to cancel activity if not executed within specified timeframe. **Example:** If welcome email trigger is "after lead created" with 24-hour expiry, email won't send if 24 hours pass before trigger conditions are met. **Use case:** Time-sensitive communications (event reminders, flash sales) that become irrelevant after deadline. **💡 Your Knowlix:** *"Add a follow-up email activity 3 days after welcome email is sent"* or *"Create a server action to tag contacts who click the pricing link"* *** ## Testing Campaigns Validate workflows before launching to full audience. ### Running Tests **To test campaigns:** 1. Open campaign form 2. Ensure activities are configured in workflow 3. Click **Launch a Test** button 4. Select or create test contact 5. Enter required contact information (email, mobile) 6. Click **Launch** Test environment opens showing workflow for selected contact. **Executing test steps:** 1. Click **Run** button (play icon) next to first activity 2. System executes activity and displays results 3. Review activity analytics (sent, opened, clicked) 4. Continue clicking Run for subsequent activities 5. Complete all workflow steps **Test completion:** When all activities execute, status updates to **Completed**. Review entire workflow performance before launching to full audience. \[Screenshot: Test campaign execution interface] **Test best practices:** * Test with realistic contact data (valid email, mobile number) * Verify emails display correctly in multiple email clients * Click all links to ensure tracking works * Review SMS character counts and formatting * Check that server actions execute as expected * Test both engaged and non-engaged paths in branching workflows **Stopping tests:** Click **Stop** button to end test before completion if issues are discovered. **💡 Testing Tip:** Create multiple test contacts representing different scenarios (engaged vs. non-engaged, different segments) to validate all workflow branches. *** ## Running Campaigns Launch campaigns to engage target audiences. ### Starting Campaigns **To run campaigns:** 1. Open campaign form 2. Verify all activities configured correctly 3. Review target audience count 4. Click **Start** button Campaign status updates to **Running**. Activities begin executing for participants who meet trigger conditions. **Real-time execution:** As campaign runs, activity blocks display engagement metrics: * Messages sent * Open rates * Click rates * Bounce rates * Success/rejected counts Smart buttons at top of form populate with aggregated data: * **Templates:** Email/SMS templates used * **Clicks:** Total link clicks * **Tests:** Test runs conducted * **Participants:** Active campaign participants \[Screenshot: Running campaign with populated metrics] ### Campaign Updates **Modifying running campaigns:** If changes are needed after campaign starts: 1. Click **Stop** to pause campaign 2. Make necessary modifications to activities or filters 3. Click **Start** again 4. System prompts to **Update** campaign 5. Existing participants may re-enter modified workflow > **Caution:** Updating running campaigns can create duplicate communications for participants already in workflow. Test modifications thoroughly or create new campaign for major changes. ### Stopping Campaigns **To stop campaigns:** 1. Open campaign form 2. Click **Stop** button 3. Campaign status updates to **Stopped** Stopped campaigns cease all activity execution. Participants remain in current workflow positions if campaign restarts. *** ## Campaign Analytics ### Activity Metrics **In workflow section, each activity displays:** **Graph tab (default):** Line graph showing success (green) and rejected (red) activity outcomes over time. Hover over points for daily breakdown. **Detail metrics below graph:** * **Sent:** Total communications sent * **Clicked:** Percentage clicking links * **Replied:** Percentage replying (email activities) * **Bounced:** Percentage delivery failures Click any metric to view individual participant records for that data point. **Filter tab:** Shows targeting rules applied to activity and count of matching records. Click records link to view list of targeted participants. \[Screenshot: Activity metrics display] ### Link Tracking **To analyze campaign URLs:** Navigate to **Marketing Automation → Reporting → Link Tracker** **Available data:** * All URLs used in campaigns * Click counts per URL * Click rates over time * Participant-level click tracking **View options:** * **Bar Chart:** Compare click volumes * **Line Chart:** Track clicks over time * **Pie Chart:** See URL distribution **Export to spreadsheet:** Click **Insert in Spreadsheet** to analyze data in Knowlix Spreadsheet application. ### Traces **Activity execution tracking:** Navigate to **Marketing Automation → Reporting → Traces** Displays all activity executions across all campaigns: * **Processed:** Successfully executed activities * **Scheduled:** Activities queued for future execution * **Rejected:** Activities that failed to execute Filter and group by campaign, activity type, date, or outcome. ### Participants **Contact-level engagement:** Navigate to **Marketing Automation → Reporting → Participants** Shows all contacts engaged by campaigns: * Participant identification * Campaign association * Current workflow position * Engagement history * Activity completion status Group by campaign, status, or date to analyze participant patterns. **💡 Optimization Strategy:** Review activity metrics weekly. Identify activities with low engagement and test improvements (subject lines, content, timing, messaging). Replicate high-performing activities in other campaigns. *** ## Double Opt-In Campaigns Confirm subscription consent for regulatory compliance. ### Double Opt-In Concept Double opt-in requires subscribers to confirm subscription via email after initial signup. Benefits include: * **Regulatory compliance:** Meets anti-SPAM law requirements in many jurisdictions * **Email validation:** Confirms addresses are real and accessible * **List quality:** Eliminates spam addresses and bots * **Engagement:** Only includes contacts who actively want communications ### Using Double Opt-In Template **To implement double opt-in:** 1. Navigate to **Marketing Automation** dashboard 2. Select **Double Opt-in** campaign template 3. Campaign creates with pre-configured workflow: * **Confirmation email activity:** Sends 1 hour after contact added to list * **Add to list server action:** Executes when recipient clicks confirmation link 4. Customize confirmation email template 5. Configure expiry duration (recommended) 6. Launch campaign **Workflow operation:** 1. Contact submits website signup form 2. Contact added to "Newsletter" mailing list 3. After 1 hour, confirmation email sends 4. If contact clicks confirmation link, server action adds to "Confirmed contacts" list 5. Only "Confirmed contacts" list receives marketing emails \[Screenshot: Double opt-in workflow] **Customizing confirmation email:** 1. Click **Templates** smart button 2. Select Confirmation email template 3. Edit subject line, message content, confirmation button 4. Link confirmation button to thank-you page on website 5. Keep message brief and clear 6. Save **Confirmation button requirement:** Confirmation email should include single call-to-action link for confirmation (plus unsubscribe link). Any click except unsubscribe triggers "Add to list" action. **💡 Compliance Tip:** Implement double opt-in for all newsletter signups, especially if you operate in EU (GDPR) or send to international audiences. This demonstrates clear consent and reduces spam complaints. *** ## Marketing Automation Best Practices ### Start with Welcome Series New contacts are most engaged immediately after signup. Create onboarding workflows that deliver value quickly, set expectations, and guide contacts toward desired actions. ### Respect Timing and Frequency Don't bombard contacts with too many communications too quickly. Space activities appropriately (days, not hours) and limit total workflow length to 5-7 touchpoints. ### Provide Value at Each Step Every activity should offer something useful (information, offers, resources). Avoid pure promotional messages throughout workflows. Mix education with promotion. ### Test Everything Before Launching Run comprehensive tests with multiple test contacts. Verify all email templates display correctly, links work properly, SMS messages format correctly, and server actions execute as expected. ### Monitor Engagement Metrics Review campaign performance weekly. Identify underperforming activities and test improvements. Replicate successful elements across other campaigns. ### Use Behavioral Branching Create different paths for engaged vs. non-engaged contacts. Send more advanced content to engaged contacts, send re-engagement or different messaging to non-responsive contacts. ### Set Appropriate Expiry Durations Time-sensitive activities (event reminders, limited offers) should have expiry timeouts to prevent irrelevant communications. ### Segment Your Automation Don't send same workflow to all contacts. Create different campaigns for different audience segments (industry, role, interest level, lifecycle stage). ### Include Clear Opt-Out Options Every email must include unsubscribe links. Honor opt-out requests immediately. Consider offering preference center for contact control over communication types and frequency. ### Maintain List Hygiene Remove hard bounces automatically. Monitor soft bounce patterns and remove consistently failing addresses. Periodically remove long-term non-engaged contacts. ### Document Your Workflows Maintain clear documentation of campaign purposes, target audiences, and expected outcomes. This helps team members understand automation strategy and troubleshoot issues. ### Review and Update Regularly Market conditions, products, and messaging change. Review automation workflows quarterly and update content, offers, and strategies to stay current. *** ## Troubleshooting Common Issues ### Activities Not Executing **Possible causes:** * Campaign not started (still in draft) * Trigger conditions not met * Activity filters excluding all participants * Server cron jobs not running **Resolution:** Verify campaign status is "Running." Review trigger conditions and activity filters. Check that contacts meet all targeting criteria. ### Emails Not Sending **Possible causes:** * Email template missing or malformed * Participant email addresses invalid * Email service provider issues * Daily sending limits reached **Resolution:** Test email template outside campaign. Verify contact email addresses are valid format. Check email service provider status and quota limits. ### Low Engagement Rates **Possible causes:** * Poor subject lines * Non-compelling content * Wrong target audience * Bad timing * List quality issues **Resolution:** A/B test subject lines. Improve content value proposition. Verify audience targeting. Test different send times. Clean inactive contacts from lists. ### Participants Not Progressing **Possible causes:** * Activity expiry durations too short * Trigger conditions never satisfied * Server actions failing * Child activity configuration errors **Resolution:** Review participant traces to see where workflow stops. Check activity configurations and trigger logic. Verify server actions execute successfully. ### Duplicate Communications **Possible causes:** * Campaign restarted after modifications * Participants match multiple filters * Same contact in multiple targeting segments **Resolution:** Review unicity field configuration. Check for duplicate contact records. Use proper filters to exclude previously contacted participants. *** ## Related Documentation * [Email Marketing](Email_marketing.md) - Email campaign creation and templates * [SMS Marketing](Sms_marketing.md) - Text message campaigns * [Social Marketing](Social_marketing.md) - Multi-channel coordination * [CRM](../03_Sales/CRM.md) - Lead scoring and opportunity creation *** ## Need Help? **Ask Your Knowlix:** * "Create a welcome email series that sends 3 emails over 10 days" * "Show me contacts who opened the welcome email but didn't click" * "Add a child activity that tags contacts who click the pricing page link" * "How many participants completed the onboarding workflow?" * "Create a double opt-in campaign for newsletter signups" * "Launch a test of the lead nurture campaign" **Contact Support:** For questions about workflow design, server action configuration, campaign optimization strategies, or technical troubleshooting, contact Knowlix support through the Help menu. # SMS Marketing Source: https://docs.knowlix.ai/marketing/sms-marketing Knowlix SMS Marketing delivers text message campaigns to mobile audiences, providing direct communication channels with high open rates and immediate delivery. Create SMS campaigns, schedule bulk messages, segment audiences, and track engagement metrics from one centralized platform. Text message marketing reaches customers where they are most attentive: their mobile phones. SMS messages achieve 90%+ open rates within minutes of delivery, compared to email open rates typically below 20%. This immediacy makes SMS ideal for time-sensitive promotions, event reminders, appointment confirmations, and urgent customer communications. SMS campaigns integrate with mailing lists for audience segmentation, marketing campaigns for coordinated multi-channel initiatives, and CRM systems for personalized messaging based on customer data. Track click-through rates on links, monitor opt-out rates, and measure campaign ROI through conversion tracking. Compliance features include automatic opt-out link inclusion, blacklist management, and consent tracking to meet regulatory requirements (TCPA in United States, GDPR in Europe, and local regulations worldwide). Provide recipients control over their subscription preferences while maintaining efficient bulk messaging capabilities. **Key capabilities:** * Bulk SMS message creation and scheduling * Audience segmentation via mailing lists * Link tracking and engagement analytics * Opt-out and blacklist management * A/B testing for message optimization * Multi-channel campaign coordination * Template library for common messages * Character count optimization for cost efficiency > **Important:** SMS marketing requires compliance with telecommunications regulations. Obtain proper consent before sending marketing messages, provide clear opt-out mechanisms, and maintain blacklist compliance. Consult legal counsel regarding SMS marketing regulations in your jurisdiction. **💡 Pro Tip:** Ask Your Knowlix for SMS tasks: *"Create an SMS campaign for our sale event next week"* or *"Show me the delivery rate for yesterday's SMS blast"* *** ## SMS Dashboard The SMS Marketing dashboard displays all message campaigns with status tracking and analytics. ### Dashboard Views **Kanban view (default):** Displays SMS mailings as cards showing: * Subject line * Target audience * Send date/time * Status (Draft, In Queue, Sending, Sent) * Delivery metrics \[Screenshot: SMS dashboard kanban view] **List view:** Traditional table layout showing detailed information: * Mailing name * Recipients count * Sent/Failed/Delivered counts * Send date * Campaign linkage **Calendar view:** Timeline visualization of scheduled and sent messages: * Click future dates to schedule new messages * View message density by date * Identify campaign timing conflicts **Graph view:** Charts and visualizations of SMS performance: * Delivery rates over time * Engagement metrics by campaign * Cost analysis * Customizable measures and groupings Switch between views using icons in the upper-right corner. *** ## Creating SMS Messages Compose and configure SMS campaigns for targeted audiences. ### Message Setup **To create SMS messages:** 1. Navigate to **SMS Marketing** dashboard 2. Click **Create** 3. Configure message settings: * **Subject:** Internal campaign name * **Recipients:** Target audience selection * **SMS Content:** Message text * **Settings:** Opt-out link, responsible person, tracking * **Scheduling:** Immediate send or future date/time 4. Review character count and credit estimate 5. Click **Send**, **Schedule**, or **Test** \[Screenshot: SMS message creation form] ### Recipient Selection **To choose message recipients:** Select from **Recipients** dropdown: **Mailing List:** Send to predefined audience segments. Select mailing list from **Select Mailing List** field. **Contact:** Send to all contacts in database (or filtered subset). **Lead/Opportunity:** Target CRM prospects and opportunities. **Event Registration:** Message event attendees. **Other record types:** Any database object with phone numbers (orders, subscriptions, memberships). **Recipient filtering:** After selecting recipient type, click **Add Filter** to create targeting rules: **Example filters:** * Country equals United States * Tag contains VIP Customer * Last Purchase Date within last 30 days * Not Blacklisted Multiple filter rules narrow audience to specific segments. ### Message Content **To write SMS messages:** 1. Click in the **SMS Content** text field 2. Type message text 3. Include links (automatically shortened for character efficiency) 4. Add emojis for visual appeal 5. Monitor character count displayed below field **Character limits:** **GSM7 standard format:** * 160 characters per SMS * Uses standard Latin alphabet and common symbols * Most cost-efficient **Unicode format:** * 70 characters per SMS * Required when using special characters, emojis, or non-Latin scripts * Higher cost per message **Multi-part messages:** Messages exceeding single SMS limits split into multiple parts: * GSM7: 153 characters per segment (after first) * Unicode: 67 characters per segment (after first) The system displays how many SMS credits each message consumes based on character count and format. \[Screenshot: SMS content editor with character counter] **Link tracking:** Links in SMS messages automatically generate tracking codes. Analytics capture: * Click-through rates * Individual recipient clicks * Conversion from clicks to desired actions View link performance in **Configuration → Link Tracker**. ### Message Settings **Settings tab configuration:** **Include opt-out link:** Enable to add unsubscribe option at message end. Recipients clicking opt-out automatically add to blacklist. > **Compliance requirement:** Many jurisdictions legally require opt-out mechanisms in marketing messages. **Responsible:** Assign campaign owner for tracking purposes. **Tracking options:** Configure what events to track (delivery, clicks, conversions). ### Sending Options **Send immediately:** Click **Send** to deliver messages right away. Use for time-critical announcements or flash promotions. **Schedule for later:** Click **Schedule**, select date and time, then click **Schedule**. Messages send automatically at designated time. Ideal for coordinating with other marketing activities or reaching audiences at optimal engagement times. **Test before sending:** Click **Test** to send sample messages to test phone numbers. Enter multiple numbers separated by commas. Verify formatting, link functionality, and content display before full send. **💡 Your Knowlix:** *"Create an SMS campaign for our weekend flash sale targeting VIP customers"* or *"Schedule an SMS reminder for tomorrow's webinar to all registrants"* *** ## Mailing Lists Organize contacts into targeted audience segments. ### Viewing Mailing Lists **To access mailing lists:** Navigate to **SMS Marketing → Mailing Lists → Mailing Lists** List displays all configured segments with: * List name * Recipient count * Public/private status * Recent mailing activity ### Creating Mailing Lists **To create new lists:** 1. Navigate to **SMS Marketing → Mailing Lists → Mailing Lists** 2. Click **Create** 3. Enter **Mailing List** name 4. Enable **Is Public** to allow subscribers to manage their preferences 5. Click **Create** 6. Add contacts to list \[Screenshot: Mailing list configuration] **Adding contacts:** **Manually:** * Click **Add a line** in recipients section * Select contacts from dropdown **Import:** * Use import function to upload contact lists (CSV format) * Map phone number fields during import * Specify mailing list assignment **Automatically:** * Create rules that add contacts based on criteria * Example: Add all customers who purchased in last 30 days * Dynamic lists update automatically as contacts meet conditions ### Mailing List Contacts **To view list members:** Navigate to **SMS Marketing → Mailing Lists → Mailing List Contacts** Contact dashboard shows: * Name * Phone number * Email * Opt-in date * Active subscriptions * Blacklist status Default filter excludes blacklisted numbers, showing only contacts eligible for messages. ### Subscription Management **Public lists:** When mailing lists are marked **Is Public**, recipients can: * View all public lists they're subscribed to * Update subscription preferences * Opt in or out of specific lists * Manage contact information Subscription management pages accessible via links in message footers. **Communication history:** Each contact's record maintains complete SMS history: * Messages sent * Delivery status * Link clicks * Opt-out events Access history through contact detail pages or activity logs. *** ## Blacklist Management Maintain opt-out lists for compliance and customer preferences. ### Understanding Blacklists Blacklisted phone numbers cannot receive marketing messages. Blacklists ensure: * Regulatory compliance (honoring opt-out requests) * Customer relationship management (respecting preferences) * Cost efficiency (not sending to non-receptive contacts) **Automatic blacklisting:** Recipients who click **Unsubscribe** links automatically add to blacklist. **Manual blacklisting:** Support staff or administrators can manually add numbers to protect customer relationships. ### Viewing Blacklisted Numbers **To access blacklist:** Navigate to **SMS Marketing → Configuration → Blacklisted Phone Numbers** Dashboard displays all blacklisted numbers with: * Phone number * Blacklist date * Reason (if provided) * Active status ### Managing Blacklist Entries **To manually blacklist numbers:** 1. Navigate to **SMS Marketing → Configuration → Blacklisted Phone Numbers** 2. Click **Create** 3. Enter phone number 4. Set **Active** checkbox 5. Click **Save** **To remove from blacklist:** 1. Select number from blacklist dashboard 2. Click **Unblacklist** button 3. Confirm removal Number immediately becomes eligible for future messages. \[Screenshot: Blacklist management interface] ### Importing Blacklists **To import existing blacklists:** 1. Navigate to **SMS Marketing → Configuration → Blacklisted Phone Numbers** 2. Click **Favorites** dropdown 3. Select **Import records** 4. Upload CSV file with phone numbers 5. Map phone number field 6. Confirm import Useful when migrating from other platforms or consolidating multiple blacklists. *** ## Marketing Campaigns Coordinate SMS with multi-channel marketing initiatives. ### Enabling Campaign Features **To activate campaigns:** Navigate to **Email Marketing → Configuration → Settings** and enable **Mailing Campaigns**. This activates: * Campaign coordination across channels * A/B testing capabilities * Unified campaign analytics ### Campaign Creation **To create campaigns:** 1. Navigate to **SMS Marketing → Campaigns** 2. Click **Create** 3. Configure campaign: * **Campaign Name:** Descriptive identifier * **Responsible:** Campaign owner * **Tags:** Categorization labels 4. Click **Add** **Adding SMS to campaigns:** From campaign detail page, click **Send SMS** button. This creates SMS mailing linked to campaign for coordinated tracking. **Multi-channel campaigns:** Add multiple communication types to same campaign: * **Send New Mailing:** Email messages * **Send SMS:** Text messages * **Send Social Post:** Social media content * **Push Notifications:** Website notifications All activities link to campaign for unified ROI analysis. \[Screenshot: Campaign detail page with smart buttons] ### A/B Testing Optimize message performance through systematic testing. **To enable A/B testing:** 1. Create SMS message 2. Navigate to **A/B Tests** tab 3. Enable **Allow A/B Testing** 4. Configure test parameters: * **Test percentage:** Portion of audience receiving test variations * **Winner Selection:** Criteria for determining best performer (manual, click rate, leads, quotations, revenue) * **Send Final On:** Date/time to send winning version to remainder 5. Click **Create an Alternate Version** to add test variations 6. Modify message content, subject, or timing in alternate versions **Test execution:** 1. System sends test versions to specified percentage of audience 2. Tracks performance metrics during test period 3. Determines winner based on selection criteria 4. Automatically sends winning version to remaining recipients at scheduled time **💡 Testing Strategy:** Test one element at a time (message content vs. call-to-action vs. timing) to isolate what drives performance improvements. *** ## SMS Analytics Track campaign performance and optimize messaging strategy. ### Reporting Dashboard **To access analytics:** Navigate to **SMS Marketing → Reporting** **Analysis options:** **Graph view (default):** Visualize SMS performance metrics: * Delivery rates over time * Click-through rates by campaign * Cost per conversion * Audience engagement trends Customize graphs using **Measures** dropdown: * Sent count * Delivered count * Failed count * Clicked count * Cost per message * Revenue generated **List view:** Detailed tabular data: * Campaign name * Recipients * Sent/Delivered/Failed counts * Click rates * Send dates Apply filters to narrow analysis: * Date ranges * Campaigns * Mailing lists * Status **Cohort view:** Track audience behavior over time: * Retention rates * Repeat engagement * Long-term campaign effects \[Screenshot: SMS analytics dashboard] ### Performance Metrics **Key indicators:** **Delivery rate:** Percentage of messages successfully delivered (excludes invalid numbers, network failures) **Click-through rate (CTR):** Percentage of recipients clicking links in messages **Opt-out rate:** Percentage of recipients unsubscribing after message **Conversion rate:** Percentage of recipients completing desired action (purchase, registration, download) **Cost per action:** Message cost divided by conversions **Revenue attribution:** Sales attributed to SMS campaigns through link tracking **Benchmark metrics:** Industry average SMS open rates: 98% Industry average SMS click-through rates: 15-30% Industry average opt-out rates: 1-2% Compare campaign performance to benchmarks to identify improvement opportunities. *** ## SMS Templates Create reusable message templates for common scenarios. ### Template Configuration **To create templates:** 1. Enable developer mode (**Settings → Activate the Developer Mode**) 2. Navigate to **Settings → Technical → SMS Templates** 3. Click **Create** 4. Configure template: * **Template Name:** Descriptive identifier * **Applies to:** Record type (Contact, Lead, Order, etc.) * **SMS Content:** Message text with dynamic variables * **Default values:** Pre-fill values for common scenarios 5. Save **Dynamic variables:** Insert database fields into messages: * `${object.name}` inserts contact name * `${object.mobile}` inserts phone number * `${object.email}` inserts email * `${object.company_id.name}` inserts company name Variables populate automatically when sending messages. **Use cases:** * Appointment reminders * Order confirmations * Payment receipts * Event notifications * Birthday greetings * Promotional offers *** ## SMS Provider Integration ### Default SMS Provider Knowlix includes built-in SMS messaging through prepaid credit system. Purchase messaging credits, use them to send SMS campaigns. **Credit management:** Navigate to **Settings → Buy Credits** to purchase messaging capacity. Credit pricing varies by destination country and message length. Consult SMS pricing documentation for current rates. ### Alternative Providers For specific regulatory requirements or regional preferences, integrate third-party SMS providers (like Twilio, Bandwidth, Plivo, or regional providers). **Provider integration requirements:** * Account with SMS provider * API credentials (account ID, auth token) * Virtual phone number from provider * Provider-specific module installation Consult SMS provider documentation and implementation guides for detailed setup instructions. *** ## SMS Marketing Best Practices ### Obtain Explicit Consent Only send messages to recipients who explicitly opted in. Maintain records of consent dates and methods. Purchased phone lists or scraped data violate regulations and damage reputation. ### Provide Clear Opt-Out Mechanisms Every marketing message must include easy opt-out instructions. Honor opt-out requests immediately (certainly within 24 hours, ideally instantly). ### Keep Messages Concise Recipients scan messages quickly. Lead with the most important information. Include clear call-to-action. Limit messages to 1-2 sentences when possible. ### Personalize When Possible Use recipient names and relevant details (recent purchases, location, interests). Personalized messages generate higher engagement than generic blasts. ### Time Messages Appropriately Avoid late nights or early mornings. Research shows best SMS engagement occurs between 10am-8pm in recipient's local timezone. Respect time zones when scheduling campaigns. ### Include Clear Calls-to-Action Every message should drive specific action. Use action verbs (Reply, Visit, Call, Register). Include shortened links for easy access. ### Monitor Delivery and Engagement Rates Track which messages perform well. Analyze why some campaigns succeed while others fail. Adjust strategy based on data, not assumptions. ### Segment Your Audience Don't send same message to everyone. Create audience segments based on interests, purchase history, location, or engagement level. Targeted messages outperform mass blasts. ### Test Before Sending to Full List Always send test messages to internal phones before launching to full audience. Verify links work, formatting displays correctly, and content reads as intended. ### Respect Frequency Limits Don't over-message audiences. One message per week is reasonable for most businesses. More frequent messaging should provide significant value (time-sensitive deals, important updates). ### Track ROI and Attribution Measure revenue generated from SMS campaigns. Use unique tracking links, promo codes, or landing pages to attribute sales to specific messages. Calculate cost per acquisition to determine campaign profitability. ### Maintain Compliance Documentation Keep records of opt-ins, opt-outs, and message content. Documentation protects against regulatory inquiries and legal challenges. *** ## Troubleshooting Common Issues ### Messages Not Sending **Possible causes:** * Insufficient credits * Invalid phone number formats * Recipient blacklisted * Network connectivity issues * Provider API temporarily unavailable **Resolution:** Verify credit balance. Check phone number formatting (include country code). Review blacklist status. Contact support if issue persists. ### High Failure Rates **Possible causes:** * Poor quality contact data * Landline numbers in mobile list * Inactive or disconnected numbers * Regional carrier restrictions **Resolution:** Clean contact lists regularly. Verify numbers are mobile (not landline). Remove numbers that consistently fail. Consider phone number validation service. ### Low Click-Through Rates **Possible causes:** * Unclear call-to-action * Poor message timing * Non-mobile-friendly destination links * Message doesn't resonate with audience **Resolution:** Test different CTAs. Analyze engagement timing patterns. Ensure landing pages are mobile-optimized. Segment audience for better targeting. ### High Opt-Out Rates **Possible causes:** * Too frequent messaging * Irrelevant content * No value provided * Recipients didn't explicitly opt in **Resolution:** Reduce message frequency. Improve segmentation for relevance. Provide exclusive offers or useful information. Verify opt-in quality. ### Link Tracking Not Working **Possible causes:** * Link tracking not enabled in settings * Malformed URLs * Analytics cookies blocked * Short link service issues **Resolution:** Enable link tracking in campaign settings. Verify URLs are properly formatted. Test links before sending. Use reliable URL shortening service. *** ## Related Documentation * [Email Marketing](Email_marketing.md) - Coordinate email and SMS campaigns * [Marketing Automation](Marketing_automation.md) - Automated SMS workflows * [Social Marketing](Social_marketing.md) - Multi-channel campaigns * [CRM](../03_Sales/CRM.md) - SMS from opportunities and leads *** ## Need Help? **Ask Your Knowlix:** * "Create an SMS campaign for Friday's flash sale" * "Schedule appointment reminders to tomorrow's appointments" * "Show me SMS delivery rates for last month" * "Add these phone numbers to the VIP customer mailing list" * "What's my current SMS credit balance?" * "Create an A/B test comparing two promotional messages" **Contact Support:** For questions about SMS provider configuration, compliance requirements, credit purchasing, or campaign optimization strategies, contact Knowlix support through the Help menu. # Social Marketing Source: https://docs.knowlix.ai/marketing/social-marketing Knowlix Social Media Management centralizes social media marketing operations across multiple platforms. Create posts, schedule content, track engagement metrics, and respond to followers without switching between multiple social media accounts or third-party tools. The social media system integrates with major platforms (Facebook, Instagram, LinkedIn, Twitter, YouTube) to publish content, monitor conversations, analyze performance, and manage community engagement. Schedule posts across channels simultaneously, track campaign performance, and engage with audiences through unified inbox functionality. Social media marketing connects to broader campaign management, allowing coordinated multi-channel campaigns that combine social posts with email marketing, SMS campaigns, and push notifications. Track campaign ROI by linking social media activities to CRM opportunities, website conversions, and sales revenue. Visitor tracking identifies website visitors from social media traffic, enabling retargeting campaigns and lead generation from social engagement. Convert social media comments directly into CRM leads, maintaining full attribution from initial social interaction through sales conversion. **Key capabilities:** * Multi-platform post creation and scheduling * Unified social media inbox for engagement management * Campaign coordination across social channels * Performance analytics and engagement metrics * Lead generation from social interactions * Push notification integration for website visitors * Content calendar visualization and planning > **Important:** Social media platform APIs require business accounts (not personal profiles). Each platform has specific terms of service, content policies, and rate limits. Review platform documentation and obtain necessary business account permissions before integration. **💡 Pro Tip:** Ask Your Knowlix for social media tasks: *"Schedule a post to Facebook and LinkedIn for tomorrow at 2pm"* or *"Show me engagement metrics for this week's posts"* *** ## Social Media Platform Integration Connect business social media accounts to manage content centrally. ### Adding Social Accounts **To connect social media platforms:** 1. Navigate to **Social Marketing → Configuration → Social Media** 2. Select the platform to connect (Facebook, Instagram, LinkedIn, Twitter, YouTube) 3. Click **Link Account** 4. Authenticate with platform credentials 5. Grant requested permissions 6. Select business pages or accounts to manage 7. Confirm integration \[Screenshot: Social media platform selection] **Supported platforms:** **Facebook:** * Post to business pages * Schedule content * Monitor comments and messages * Track page analytics * Run engagement campaigns **Instagram:** * Publish posts and stories (requires Facebook connection) * Schedule content * View engagement metrics * Respond to comments * Track follower growth **LinkedIn:** * Post to company pages * Share professional content * Monitor engagement * Track page analytics * B2B campaign management **Twitter:** * Tweet from business accounts * Schedule tweets * Monitor mentions and replies * Track engagement metrics * Manage conversations **YouTube:** * Publish video content (requires separate video upload) * Share video links in posts * Monitor comments * Track video performance **Authentication requirements:** * **Administrator access:** Must have admin rights to business pages/accounts * **Business accounts:** Personal profiles cannot be linked (platforms require business/creator accounts) * **API permissions:** Grant all requested permissions for full functionality ### Social Media Streams Streams display real-time social media activity in unified dashboard. **To add streams:** 1. Navigate to **Social Marketing → Add A Stream** 2. Select social media platform 3. Choose stream type: * **Posts:** Your published content * **Mentions:** When others mention your account * **Messages:** Direct messages and inbox * **Hashtags:** Posts using specific hashtags * **Keywords:** Posts containing certain words 4. Configure stream filters 5. Save Multiple streams from the same platform allow monitoring different aspects (posts, mentions, messages) simultaneously. \[Screenshot: Social media streams dashboard] **Stream organization:** Organize streams by priority or workflow: * Customer service team monitors mention and message streams * Content team focuses on post-performance streams * Community managers watch hashtag and keyword streams **Managing streams:** **To view all configured streams:** Navigate to **Social Marketing → Configuration → Social Streams** Edit stream settings, adjust filters, or remove streams from this centralized configuration page. **💡 Your Knowlix:** *"Add a Twitter stream for mentions of our company name"* or *"Show me the Facebook stream"* *** ## Creating Social Media Posts Compose content once and publish across multiple platforms. ### Post Creation Interface **To create social posts:** 1. Navigate to **Social Marketing** dashboard 2. Click **New Post** 3. Configure post settings: * **Company:** Select owning company (multi-company environments) * **Post On:** Check boxes for target platforms * **Message:** Enter post content * **Attach Images:** Upload media files * **Campaign:** Link to marketing campaign (optional) * **When:** Send immediately or schedule for later 4. Review platform-specific previews 5. Click **Post** or **Schedule** \[Screenshot: Social post composition form] ### Platform Selection **To publish across multiple platforms:** Check boxes next to desired social media accounts in the **Post On** field. Content publishes simultaneously to all selected platforms when the post goes live. **Cross-platform considerations:** Different platforms have different content requirements: * **Character limits:** Twitter restricts message length (280 characters), while other platforms allow longer content * **Image formats:** Platforms prefer specific aspect ratios and file types * **Hashtag usage:** Hashtag effectiveness varies by platform * **Content style:** Professional tone for LinkedIn, casual for Instagram, concise for Twitter **Platform previews:** After entering message content, Knowlix displays real-time previews showing how posts appear on each selected platform. Verify formatting, image placement, and content display before publishing. ### Message Composition **To write post content:** Type in the **Message** field. Use features like: **Emojis:** Click the emoji icon to insert emojis that enhance engagement across social platforms **Hashtags:** Include relevant hashtags to increase discoverability (research trending and industry-specific tags) **Mentions:** Tag other accounts using @ mentions (where supported by platform) **Links:** Add URLs that shorten automatically on platforms like Twitter **Call-to-action:** Include clear next steps (visit website, register for event, download resource) **Character counter:** When Twitter is selected, a character counter displays remaining available characters, helping you stay within platform limits. ### Image Attachments **To add images:** 1. Click **Attach Images** 2. Select image files from computer 3. Upload Images appear in post previews for each platform. Different platforms display images in varying aspect ratios, so review previews to ensure proper display. **Image best practices:** * Use high-resolution images (minimum 1200x630 pixels for Facebook) * Verify images meet platform requirements (file size, dimensions, format) * Test how images display on mobile devices * Consider adding text overlays for higher engagement * Use branded graphics to maintain consistent visual identity **Multiple images:** Attach multiple images to create carousel posts (where platform supports this format). Upload order determines display sequence. ### Post Scheduling **To schedule posts for future publication:** 1. In the **When** field, select **Schedule Later** 2. A **Scheduled Date** field appears 3. Click the field to open date picker 4. Select date and time 5. Click **Apply** 6. Click **Schedule** button Posts transition to **Scheduled** status and publish automatically at designated time. \[Screenshot: Post scheduling interface] **Scheduling strategies:** * **Peak engagement times:** Schedule posts when audience is most active (research platform-specific optimal times) * **Time zone considerations:** Account for audience location when scheduling * **Content calendar:** Plan content weeks in advance during campaign planning * **Consistent frequency:** Maintain regular posting schedule for audience expectations **Scheduled posts management:** View all scheduled posts in calendar view: Navigate to **Social Marketing → Posts** and select **Calendar** view **💡 Your Knowlix:** *"Schedule a post to LinkedIn for Monday at 9am announcing our new product launch"* *** ## Social Media Campaigns Coordinate multi-channel social media initiatives. ### Campaign Creation **To create campaigns:** 1. Navigate to **Social Marketing → Campaigns** 2. Click **Create** 3. Enter campaign details: * **Campaign Name:** Descriptive identifier * **Responsible:** Campaign owner * **Tags:** Categorization labels 4. Click **Add** Campaigns organize related social posts, email marketing, SMS messages, and push notifications into unified initiatives with consolidated tracking. \[Screenshot: Campaign kanban board] ### Campaign Stages Campaigns progress through workflow stages: **Default stages:** * **New:** Recently created campaigns * **Planning:** Strategy development phase * **In Progress:** Active campaigns * **Completed:** Finished campaigns **To customize stages:** 1. Navigate to **Social Marketing → Campaigns** 2. Hover over stage name 3. Click gear icon 4. Select **Edit Stage** to rename or reorder 5. Select **Delete** to remove stage 6. Click **Add a Column** to create new stages Drag campaigns between stages as they progress through lifecycle. ### Campaign Content **To add content to campaigns:** Open campaign template and click content type buttons: **Send New Mailing:** Create email marketing message (requires Email Marketing app) **Send SMS:** Create SMS marketing message (requires SMS Marketing app) **Send Social Post:** Create social media post linked to campaign **Push Notification:** Create website push notification All campaign content links to the same campaign for unified tracking and reporting. **Campaign tabs:** As content is added, tabs appear for each content type: * **Mailings:** Email messages * **SMS:** Text messages * **Social Media:** Social posts * **Push Notifications:** Website notifications Click tabs to review content performance within campaign context. ### Campaign Analytics **Campaign smart buttons display:** * **Revenues:** Sales attributed to campaign * **Quotations:** Quotes generated from campaign * **Leads:** CRM leads created from campaign * **Website Visits:** Traffic from campaign links Click smart buttons to drill into specific metrics and review detailed performance data. \[Screenshot: Campaign analytics smart buttons] **💡 Campaign ROI:** Track revenue generated from campaign activities by linking social media posts to CRM opportunities. When opportunities convert to sales, revenue attributes back to originating campaigns. *** ## Engagement Management Respond to social media interactions centrally. ### Post Engagement **To view post engagement:** 1. Navigate to **Social Marketing** dashboard 2. Click on any post in social streams 3. Post details popup displays: * Like counts * Comment counts * Share counts * Reach metrics * Individual comments and replies **To respond to comments:** 1. Open post details 2. Scroll to comments section 3. Type response in **Write a comment** field 4. Press Enter to post reply Responses post directly to the originating social media platform, maintaining conversation threads. ### Lead Generation from Comments Convert social media engagement into CRM opportunities. **To create leads from comments:** 1. Open post details popup 2. Locate comment from potential customer 3. Click three-dot menu icon next to comment 4. Select **Create Lead** 5. Choose lead creation option: * **Create a new customer:** Generate new contact record * **Link to existing customer:** Associate with existing contact * **Do not link to customer:** Create lead without contact linkage 6. Click **Convert** 7. Complete lead details on lead form 8. Save Lead records track origin from social media comment, maintaining full attribution for ROI analysis. \[Screenshot: Create lead from comment] **Lead qualification:** Social media leads require qualification just like other lead sources. Route leads to sales team for follow-up, ensuring prompt response to social media inquiries. **💡 Your Knowlix:** *"Create a lead from the comment on today's Facebook post about pricing"* *** ## Post Performance Analytics ### Posts Dashboard **To access post analytics:** Navigate to **Social Marketing → Posts** **View options:** **Kanban view:** Visual cards showing post content and key metrics **Calendar view:** Timeline of scheduled and published posts **List view:** Detailed table of post data **Pivot view:** Customizable data grid for advanced analysis Switch between views using icons in upper-right corner. ### Post Metrics **Key performance indicators:** * **Engagement Rate:** Interactions (likes, comments, shares) divided by reach * **Reach:** Number of unique users who saw post * **Impressions:** Total times post was displayed * **Clicks:** Link clicks from post * **Comments:** Number of comments * **Shares:** Times post was shared * **Likes/Reactions:** Positive engagement signals **To analyze post performance:** 1. Navigate to **Social Marketing → Posts** 2. Switch to **Pivot view** 3. Add measures (engagement, reach, clicks) 4. Group by dimensions (platform, campaign, date) 5. Identify high-performing content patterns ### Platform Insights **To access platform-specific analytics:** 1. On Social Marketing dashboard, locate social stream 2. Click **Insights** link at top of stream 3. Redirects to platform's native analytics interface Platform insights provide detailed metrics beyond what Knowlix captures, including demographic data, audience growth trends, and competitive benchmarks. \[Screenshot: Platform insights link] **💡 Content Optimization:** Review top-performing posts to identify what resonates with audience. Replicate successful content themes, formats, posting times, and calls-to-action in future posts. *** ## Visitor Tracking Identify website visitors from social media traffic. ### Viewing Visitors **To access visitor data:** Navigate to **Social Marketing → Visitors** Visitor information displays in kanban view, showing: * Visitor name (if known) * Company * Location * Visit timestamp * Source social media platform * Pages visited * Actions taken **Contacting visitors:** For known visitors with contact information, **Email** and **SMS** action buttons enable direct outreach. ### Visitor Attribution Visitor tracking links website activity to social media sources: * Which social post drove traffic * Which pages visitor viewed * How long visitor stayed * Whether visitor converted (signed up, downloaded, purchased) Use attribution data to measure social media campaign effectiveness and optimize content for conversion. **Retargeting:** Build audience segments based on visitor behavior for retargeting campaigns. For example, target visitors who viewed product pages but didn't purchase with promotional posts. *** ## Push Notifications Send website notifications to opted-in visitors. ### Push Notification Setup **Enable push notifications:** 1. Navigate to **Website → Configuration → Settings** 2. Enable **Web Push Notifications** 3. Configure push notification service 4. Save Once enabled, website visitors can opt in to receive notifications. ### Creating Push Notifications **To send push notifications:** 1. Create new post (same as social post) 2. In **Post On** field, select **Push Notification** option 3. Complete **Push Notification Options** section: * **Notification Title:** Custom heading * **Target URL:** Specific page triggering notification * **Icon Image:** Branding image displayed with notification * **Local Time:** Send at recipient's local time (for scheduled notifications) 4. Configure audience targeting rules 5. Post or schedule notification **Targeting rules:** Use **Match all records** field to define recipient criteria: * Geographic location * Previous website behavior * Customer status * Product interests * Custom database fields Click **Add condition** to create targeting rules that narrow notification recipients. \[Screenshot: Push notification configuration] **💡 Notification Best Practices:** Use push notifications sparingly to avoid opt-out. Send timely, relevant notifications tied to specific user actions or interests rather than generic promotional blasts. *** ## Social Media Best Practices ### Maintain Consistent Posting Schedule Regular posting keeps audiences engaged and algorithms favorable. Create content calendar and stick to consistent frequency (daily, several times weekly, or weekly depending on platform and audience). ### Optimize Posts for Each Platform Don't post identical content across all platforms. Adapt message length, tone, hashtag usage, and formatting to match platform culture and technical requirements. ### Engage with Your Audience Social media is two-way communication. Respond promptly to comments, questions, and messages. Like and reply to audience content. Build community through authentic interaction. ### Use Visual Content Posts with images, videos, or graphics generate significantly higher engagement than text-only posts. Invest in quality visual content that aligns with brand identity. ### Monitor Brand Mentions Track mentions of your company name, products, and key personnel across social platforms. Respond to both positive and negative mentions promptly and professionally. ### Test Different Content Types Experiment with various content formats (questions, polls, behind-the-scenes, user-generated content, educational content, promotional content) to identify what resonates with your audience. ### Analyze Performance Regularly Review post analytics weekly or monthly. Identify patterns in high-performing content and replicate success. Discontinue content approaches that consistently underperform. ### Coordinate Campaigns Across Channels Align social media messaging with email marketing, website content, and other channels for consistent brand experience and reinforced messaging. ### Set Social Media Goals Define measurable objectives (increase followers by X%, generate Y leads per month, drive Z website traffic). Track progress and adjust strategy based on results. ### Stay Current with Platform Changes Social media platforms frequently update features, algorithms, and policies. Stay informed about changes affecting your strategy and adapt quickly. ### Use Scheduling Strategically Schedule posts during peak engagement times when audience is most active. Research optimal posting times for each platform and your specific audience demographics. ### Include Clear Calls-to-Action Every post should have a purpose. Tell audience what action to take (visit website, register for event, share opinion, make purchase). *** ## Troubleshooting Common Issues ### Social Account Won't Connect **Possible causes:** * Insufficient account permissions (must be page admin) * Personal profile selected instead of business page * API permissions not fully granted during authentication * Platform API temporarily unavailable **Resolution:** Verify you have administrator access to business page. Re-authenticate and carefully grant all requested permissions. Some platforms require enabling API access in platform settings. ### Scheduled Posts Not Publishing **Possible causes:** * Account disconnected or authentication expired * Platform API rate limits exceeded * Scheduled time in past (timezone confusion) * Media files too large or wrong format **Resolution:** Check account connection status. Re-authenticate if needed. Verify scheduled time is future time in correct timezone. Confirm media files meet platform requirements. ### Post Previews Look Wrong **Possible causes:** * Different image aspect ratios across platforms * Text exceeding platform character limits * Special characters not rendering correctly * Link preview metadata issues **Resolution:** Review platform-specific requirements. Crop images to appropriate aspect ratios for each platform. Shorten text for platforms with limits. Test links to verify preview displays correctly. ### Comments Not Appearing in Streams **Possible causes:** * Stream filters excluding certain content * Comment notification delays from platform API * Stream not refreshing automatically * Privacy settings blocking comment visibility **Resolution:** Review stream filter configuration. Manually refresh stream. Check platform privacy settings to ensure comments are public. Wait for API sync (can take several minutes). ### Analytics Not Updating **Possible causes:** * Platform API data delays (metrics update on platform schedule, not real-time) * Account disconnected * Insufficient API permissions for analytics * Historical data not available (only tracks from connection date forward) **Resolution:** Wait for platform API updates (typically hourly or daily). Re-authenticate account with full permissions. Analytics only capture data from connection date forward, not historical data. *** ## Related Documentation * [Email Marketing](Email_marketing.md) - Coordinate email with social campaigns * [SMS Marketing](Sms_marketing.md) - Multi-channel campaign coordination * [Marketing Automation](Marketing_automation.md) - Automated social follow-up workflows * [CRM](../03_Sales/CRM.md) - Lead generation from social engagement *** ## Need Help? **Ask Your Knowlix:** * "Create a social post announcing our holiday sale for Facebook and Instagram" * "Schedule a LinkedIn post for tomorrow at 10am" * "Show me engagement metrics for this week's social posts" * "Create a lead from the comment on today's Twitter post" * "Add a Facebook stream for page mentions" * "What social posts are scheduled for next week?" **Contact Support:** For questions about social media platform integration, API authentication, campaign configuration, or analytics setup, contact Knowlix support through the Help menu. # Surveys Source: https://docs.knowlix.ai/marketing/surveys Knowlix Surveys creates questionnaires, assessments, certifications, feedback forms, and customer satisfaction measurements. Gather insights from customers, employees, event attendees, and other stakeholders through customizable online surveys with scoring, branching logic, and comprehensive analytics. Survey capabilities span simple feedback collection to complex certification programs with passing scores, time limits, and automated certificate generation. Design multi-page surveys with conditional question display, randomized question selection, and scoring algorithms that evaluate participant performance. Real-time analytics display responses as they arrive, with visualizations showing answer distributions, completion rates, and performance metrics. Live session surveys enable interactive presentations where audience responses drive conversation flow, making them ideal for workshops, training sessions, and interactive events. Integration with CRM, events, and eLearning systems connects survey data to broader business processes. Lead scores update based on survey responses. Course completions trigger certification surveys. Customer feedback links to support tickets and sales opportunities for closed-loop follow-up. **Key capabilities:** * Multiple question types (multiple choice, text, numeric, date, matrix) * Survey scoring and certification systems * Conditional logic and branching * Randomized question presentation * Time limits and attempt restrictions * Live session interactive surveys * Comprehensive response analytics * Certificate generation for passing scores > **Important:** Survey design significantly impacts response rates and data quality. Keep surveys focused, questions clear, and completion time reasonable. Test surveys thoroughly before distribution to ensure proper functionality. **💡 Pro Tip:** Ask Your Knowlix for survey tasks: *"Create a customer satisfaction survey with 5 questions"* or *"Show me response rates for the product feedback survey"* *** ## Survey Dashboard The Surveys dashboard displays all created surveys with key metrics. ### Dashboard Display **Default kanban view shows:** * Survey name and responsible person * Number of questions * Average completion time * Registered participants * Completion count * Pass/fail percentages (if scoring enabled) * Certification status (if certification enabled) **Additional indicators:** Half-trophy icon indicates certification surveys. \[Screenshot: Survey dashboard kanban view] **List view option:** Click list icon in upper-right corner to display surveys in table format with columns: * Survey Title * Responsible * Average Duration * Registered * Success Ratio * Average Score ### Dashboard Actions **Per-survey buttons:** **Share:** Opens sharing dialog with survey link and email invitation options. Configure recipients, subject, message template, and send deadline. **Test:** Launches survey in new tab from participant perspective to verify functionality and flow. **See results:** Opens detailed analytics page with response visualizations and participant data. **Start Live Session:** Initiates interactive live survey session (not available for certifications). **End Live Session:** Terminates active live session. **Additional options menu (three dots):** * Edit Survey * Share * Delete * Color (for visual organization) \[Screenshot: Survey action buttons] **💡 Your Knowlix:** *"Share the customer feedback survey with all customers"* or *"Show me results for the employee satisfaction survey"* *** ## Creating Surveys Design surveys with customized questions, options, and workflows. ### Survey Form Configuration **To create surveys:** 1. Navigate to **Surveys → New** 2. Enter **Survey Title** 3. Select **Survey Type** (radio buttons at top): * **Survey:** Standard feedback collection * **Live Session:** Interactive real-time polling * **Assessment:** Scored evaluations with pass/fail * **Custom:** All options available 4. Assign **Responsible** person 5. Optionally add **Background Image** 6. Configure tabs (Questions, Options, Description, End Message) 7. Save \[Screenshot: Survey creation form] ### Questions Tab **Add questions:** Click **Add a question** to open question creation dialog. **Question types available:** * **Multiple choice:** Single or multiple answers * **Multiple choice: only one answer:** Radio buttons * **Multiple choice: multiple answers allowed:** Checkboxes * **Text Box:** Short text responses * **Multiple Lines Text Box:** Long text responses * **Numerical Value:** Number input * **Date:** Date picker * **Datetime:** Date and time selection * **Matrix:** Grid of questions with same answer options **Question configuration:** * Question text * Description/help text * Mandatory answer requirement * Conditional display rules * Answer options (for multiple choice) * Validation rules (for numeric/text) * Scoring values (for assessments) **Sections:** Click **Add a section** to group related questions. Sections help organize long surveys and enable page-by-page presentation. Drag questions into sections to create logical groupings. **Randomized questions:** If **Randomized per Section** is enabled in Options tab, specify how many questions from each section to show randomly to each participant. \[Screenshot: Questions tab with sections] ### Options Tab **Questions section:** **Pagination:** * One page per question * One page per section * One page with all questions **Display Progress as:** * Percentage left * Number (questions answered / total questions) **Question Selection:** * All questions * Randomized per Section **Allow Roaming:** Enable to let participants navigate back to previous pages. **Time & Scoring section:** **Survey Time Limit:** Set maximum completion time in minutes. Survey ends when time expires. **Scoring:** * No scoring * Scoring with answers after each page * Scoring with answers at the end * Scoring without answers **Required Score (%):** Minimum percentage to pass (enables pass/fail status). **Is a Certification:** Enable to designate survey as certification. Configure: * Certification template design * Certified email template (sent to passing participants) * Badge award for certified participants **Participants section:** **Access Mode:** * Anyone with the link * Invited people only **Require Login:** Force authentication before survey access. **Limit Attempts:** Restrict how many times participants can take survey. **Live Session section:** **Session Code:** Custom code participants enter to join live session. **Session Link:** URL for live session access (automatically includes session code). \[Screenshot: Options tab configuration] ### Description Tab Enter survey introduction text displayed before participants start survey. Explain purpose, estimated time, and what participants should expect. ### End Message Tab Configure thank-you message displayed after survey completion. Include next steps, contact information, or additional resources. **💡 Survey Design Tip:** Start with clear objective. Every question should serve survey purpose. Remove questions that don't directly contribute to insights needed. *** ## Question Configuration Detailed question creation and customization options. ### Multiple Choice Questions **To create multiple choice:** 1. Click **Add a question** 2. Select question type (single answer or multiple answers) 3. Enter question text 4. Add answer choices (click **Add a line**) 5. For assessments, assign scores to each answer 6. Mark correct answers (for assessments) 7. Set mandatory requirement if needed 8. Save **Answer options:** Each answer can have: * Label (text displayed) * Score value (for assessments) * Correctness indicator (for assessments) **Conditional display:** Show questions only if previous questions answered specific ways. ### Text and Numeric Questions **Text input options:** * **Text Box:** Single line (names, emails, short answers) * **Multiple Lines Text Box:** Paragraphs (feedback, explanations) **Numeric input options:** * **Numerical Value:** Any number * Set min/max constraints * Assign correct answer range (for assessments) **Validation:** Configure input validation rules: * Required format (email, phone) * Character limits * Numeric ranges ### Date Questions **Date/Datetime input:** Select **Date** or **Datetime** question types for temporal data collection. Use cases: birth dates, appointment preferences, event registration dates. ### Matrix Questions **Create matrix grids:** Ask multiple related questions using same answer scale. **Configuration:** * Matrix rows: Individual questions * Matrix columns: Answer options * Required/optional designation * Single or multiple selection per row **Use case:** Rating multiple product features on same satisfaction scale (Very Dissatisfied to Very Satisfied). \[Screenshot: Matrix question configuration] *** ## Survey Scoring Evaluate participant performance and satisfaction levels. ### Enabling Scoring **To add scoring:** 1. Open survey form 2. Navigate to **Options** tab 3. In **Time & Scoring** section, select scoring option: * Scoring with answers after each page * Scoring with answers at the end * Scoring without answers 4. Set **Required Score (%)** for pass threshold 5. Save **Scoring with answers:** Participants see correct/incorrect feedback after questions or at survey end. **Scoring without answers:** Participants don't see scores or correct answers (useful for assessments where you don't want to reveal answers). ### Assigning Question Scores **For multiple choice:** Assign point values to each answer option. Correct answers typically receive positive scores, incorrect answers zero or negative scores. **For numeric/text questions:** Define correct answer or acceptable answer range. Points awarded when response matches criteria. ### Pass/Fail Determination **Required Score (%):** Participants scoring at or above threshold pass. Scores below threshold fail. **Dashboard display:** Pass/fail statistics appear on survey dashboard showing percentage of participants passing. ### Certifications **To enable certifications:** 1. Enable scoring 2. Set required score 3. Enable **Is a Certification** option 4. Select or create certification template 5. Configure certified email template 6. Optionally enable badge awards 7. Save **Certification generation:** Participants meeting required score automatically receive: * Downloadable certificate with their name and achievement date * Email notification with certificate attached * Badge displayed on their contact/profile page (if enabled) \[Screenshot: Certification configuration] **💡 Certification Best Practice:** Set realistic pass thresholds (typically 70-80%). Too high creates frustration, too low diminishes certification value. *** ## Live Session Surveys Interactive real-time polling for presentations and events. ### Live Session Concept Live sessions enable presenters to poll audiences in real-time during presentations. Responses appear instantly, allowing presenters to adapt content based on audience input. **Use cases:** * Workshop polls and quizzes * Conference audience engagement * Training assessments * Product feedback sessions * Team meetings and retrospectives ### Creating Live Sessions **To set up live session:** 1. Create survey (select **Live Session** type) 2. Add questions 3. In **Options** tab, configure: * **Session Code:** Custom code for participant access * **Session Link:** URL participants use to join 4. Save survey 5. Click **Start Live Session** on dashboard **Session manager window:** Presenter controls displayed in separate window: * Current question display * Response counts and percentages * Controls to advance to next question * Participant count * End session button \[Screenshot: Live session manager interface] ### Running Live Sessions **Presenter workflow:** 1. Share session code or link with participants 2. Participants join via mobile devices or laptops 3. Presenter displays first question 4. Participants submit responses 5. Presenter reveals results (charts/graphs) 6. Presenter advances to next question 7. Repeat until survey complete 8. End session **Participant experience:** 1. Enter session code or click link 2. Wait for questions to appear 3. Submit answer when question appears 4. See confirmation or results (based on settings) 5. Wait for next question **Real-time results:** Response visualizations update live as participants answer. Presenters can comment on patterns, address misconceptions, or adjust presentation based on responses. **💡 Live Session Tip:** Keep questions simple and focused for live sessions. Complex questions slow down sessions and reduce engagement. Aim for 30-60 seconds per question. *** ## Survey Analysis Review responses and extract insights from collected data. ### Results Overview **To view results:** Click **See results** button on survey dashboard line. Results page displays: * Survey title and description * Filter options (All Surveys vs. Completed Surveys) * Pass/Fail filter (if scoring enabled) * Print button for reports * Results Overview summary section * Question-by-question analysis **Results Overview metrics:** * Total participants * Completion rate * Average score (if scoring enabled) * Pass percentage (if applicable) * Average completion time * Response time distribution \[Screenshot: Results overview dashboard] ### Question Analysis **For multiple choice questions:** **Pie chart (single answer questions):** Shows answer distribution. Correct answers marked with checkmark. **Bar chart (multiple answer questions):** Displays selection frequency for each option. **Graph tab vs. Data tab:** * **Graph:** Visual representation * **Data:** Tabular listing of answers, percentages, votes, scores **For text/numeric questions:** **Most Common tab:** Lists most frequent responses with occurrence counts. **All Data tab:** Complete list of all submitted responses. **For numeric questions:** Displays maximum, minimum, and average values. ### Filtering Results **Filter by response:** Click filter icon next to specific answer to see all responses from participants who selected that answer. **Example use:** View all responses from participants who rated satisfaction as "Very Dissatisfied" to identify common pain points. **Remove filters:** Click **Remove all filters** or X icon to reset view. ### Participations View **To view individual responses:** 1. Open survey form 2. Click **Participations** smart button 3. Select participant from list 4. Review their complete response set **Participations page shows:** * Participant name/email * Completion status * Score (if applicable) * Pass/fail status * Completion time * Detailed answers to each question **All participations list:** Navigate to **Surveys → Participations** to see participants across all surveys in nested list format. \[Screenshot: Participations list] *** ## Survey Distribution ### Sharing Surveys **To share surveys:** 1. Click **Share** button on dashboard 2. Configure sharing method: * Copy survey link for manual distribution * Enable **Send by Email** for direct invitations 3. If sending email: * Add recipients (contacts or email addresses) * Customize subject line * Edit email template * Set answer deadline * Add attachments 4. Click **Send** **Access modes:** **Anyone with the link:** Survey accessible to anyone with URL. Participants don't need accounts or invitations. **Invited people only:** Only specified recipients can access. Requires sending invitations. **Login requirements:** Enable **Require Login** in Options tab to force authentication before survey access. ### Survey Links Survey links can be: * Emailed directly from Knowlix * Posted on websites or social media * Embedded in other communications * Included in QR codes for physical materials **Tracking:** All survey responses track participant information (if logged in) or anonymous responses (if not logged in and not required). *** ## Survey Best Practices ### Keep Surveys Focused and Concise Limit surveys to 5-10 questions when possible. Longer surveys see higher abandonment rates. Each additional question reduces completion percentage. ### Use Clear, Unbiased Question Language Avoid leading questions that suggest desired answers. Use neutral wording. Test questions with colleagues to identify ambiguity or bias. ### Provide Progress Indicators Enable progress display to show participants how much survey remains. This reduces abandonment for longer surveys. ### Test Before Distribution Take survey yourself multiple times. Test on different devices. Verify scoring calculations, branching logic, and email notifications work correctly. ### Set Realistic Completion Times Most participants complete surveys during brief breaks. Design for 5-10 minute completion if possible. Longer surveys require explicit time warnings. ### Make Questions Optional When Appropriate Only mark questions mandatory if absolutely necessary for analysis. Forced responses on sensitive topics increase abandonment. ### Use Appropriate Question Types Match question type to data needed. Don't use text boxes when multiple choice would suffice. Don't force single answers when multiple selections apply. ### Pilot Test with Small Group Before mass distribution, send to small representative sample. Review initial responses for data quality issues or question confusion. ### Analyze and Act on Results Don't collect feedback without action plans. Share survey results with stakeholders. Document action items based on feedback. Close feedback loop by communicating changes made. ### Respect Participant Time Thank participants for completing surveys. For longer surveys, consider incentives. Never re-survey same audience without significant time gap. ### Ensure Mobile Compatibility Many participants complete surveys on mobile devices. Test survey display on phones and tablets. Keep questions mobile-friendly with minimal typing. ### Maintain Anonymity When Promised If survey promises anonymity, configure access mode and reporting appropriately. Don't require login for anonymous surveys. *** ## Troubleshooting Common Issues ### Survey Not Displaying Correctly **Possible causes:** * Browser compatibility issues * Custom CSS conflicts * Missing background images * Complex question configurations **Resolution:** Test in multiple browsers. Simplify design elements. Verify all media files uploaded correctly. ### Low Response Rates **Possible causes:** * Survey too long * Unclear invitation messaging * Bad timing * Irrelevant to audience **Resolution:** Shorten survey. Clarify purpose and time commitment in invitation. Choose optimal send times. Better target audience segmentation. ### Scoring Not Calculating Correctly **Possible causes:** * Incorrect score values on answers * Missing correct answer designations * Conditional logic errors * Rounding issues in percentage calculations **Resolution:** Review each question's scoring configuration. Verify correct answers marked. Test scoring with known-correct responses. ### Live Session Not Starting **Possible causes:** * Certification option enabled (incompatible with live sessions) * Browser pop-up blocker * Network connectivity issues * Insufficient permissions **Resolution:** Verify certification disabled. Allow pop-ups for session manager window. Check internet connection. Verify user has survey management rights. ### Participants Can't Access Survey **Possible causes:** * Access mode set to "Invited people only" but invitations not sent * Login required but participants lack accounts * Survey link expired or incorrect * Survey archived or deleted **Resolution:** Verify access mode matches distribution method. Check login requirements. Regenerate and send correct link. Confirm survey active status. *** ## Related Documentation * [Email Marketing](Email_marketing.md) - Email survey distribution * [Events](Events.md) - Post-event surveys * [CRM](../03_Sales/CRM.md) - Customer feedback integration * [eLearning](../09_Productivity/Knowledge.md) - Course assessments and certifications *** ## Need Help? **Ask Your Knowlix:** * "Create a 5-question customer satisfaction survey" * "Show me the response rate for the product feedback survey" * "Send the employee engagement survey to all staff" * "What percentage of participants passed the certification exam?" * "Start a live session for the workshop poll" * "Generate certificates for participants who passed the assessment" **Contact Support:** For questions about survey design, scoring configuration, certification setup, or analytics interpretation, contact Knowlix support through the Help menu. # Migrate from Asana Source: https://docs.knowlix.ai/migration/asana How to export your data from Asana and import it into Knowlix This guide walks you through migrating your Asana data to Knowlix. Before you start, make sure you have **admin or member access** to the Asana workspace — you need at least edit access to the projects you want to export. ## What You Can Migrate Asana organizes work into projects and tasks. Here is what transfers to Knowlix: * **Projects** — top-level containers for work * **Tasks** — individual work items within projects * **Subtasks** — tasks nested under parent tasks * **Assignees** — team members assigned to tasks * **Due dates** — deadlines set on tasks and subtasks * **Sections** — groupings within a project (columns in Board view) * **Tags** — labels applied to tasks for categorization * **Custom fields** — any additional fields configured on projects **Comments and attachments are not included** in Asana's native CSV or JSON exports. If you need to preserve comments, you will need to use the Asana API or a third-party export tool before migrating. ## Step 1: Export Your Data from Asana Asana exports are done per project. You will need to repeat these steps for each project you want to migrate to Knowlix. **To export a single project:** 1. Open the **project** you want to export in Asana 2. Click the **dropdown arrow (▾)** next to the project name in the top header 3. Select **Export/Print** from the dropdown menu 4. Choose your export format: * **CSV** — best for spreadsheet-compatible imports; subtasks appear as separate rows * **JSON** — preserves task hierarchy (subtasks nested under parent tasks); useful for API-based imports * **XLSX** — Excel format, similar to CSV layout 5. The file downloads automatically to your computer ### Choosing the Right Format | Format | Subtasks | Comments | Best for | | ------ | ------------------- | ------------ | ----------------------- | | CSV | Separate rows | Not included | Knowlix import | | JSON | Nested under parent | Not included | API/custom imports | | XLSX | Separate rows | Not included | Reviewing data in Excel | For uploading to Knowlix, **CSV is recommended**. ### Exporting Multiple Projects Asana does not support bulk workspace-level exports from the UI. You need to export each project individually. If you have many projects, consider using the [Asana API](https://developers.asana.com/docs/export-project-statuses-to-csv) or a third-party tool to batch-export. **Official Asana export documentation:** [Export Asana projects to CSV — Asana](https://asana.com/inside-asana/export-to-csv) ## Step 2: Upload to Knowlix Once you have your CSV files from Asana: 1. Go to **Settings > Import** in Knowlix 2. Select **Asana** as the source platform 3. Upload the exported CSV file for each project 4. Knowlix will map tasks, assignees, and due dates automatically ## Step 3: Review & Confirm Before the import is finalized, Knowlix shows you a field mapping preview. Here you can: * Verify that Asana columns (e.g., "Task Name", "Assignee", "Due Date") are correctly matched to Knowlix fields * Map Asana projects to the correct Knowlix workspace or project * Choose how to handle subtasks (as nested tasks or as standalone items) * Click **Confirm Import** to start the migration ## Need Help? Contact us at [support@knowlix.ai](mailto:support@knowlix.ai) or ask your AI Teammate directly inside the app. # Migrate from ClickUp Source: https://docs.knowlix.ai/migration/clickup How to export your tasks, lists, and workspace data from ClickUp and import them into Knowlix This guide walks you through migrating your ClickUp data to Knowlix. You can export individual lists and views, or export your entire workspace at once. Make sure you have **admin or owner access** to your ClickUp workspace for workspace-level exports. ## What You Can Migrate ClickUp organizes work in a hierarchy of Spaces, Folders, Lists, and Tasks. Here is what you can export: * **Tasks** — all task details including name, description, and status * **Subtasks** — tasks nested under parent tasks * **Assignees** — team members assigned to each task * **Due dates and start dates** — scheduled timelines * **Custom fields** — any additional fields configured on lists or tasks * **Statuses** — task progress states (e.g., To Do, In Progress, Done) * **Time tracked** — if time tracking is enabled in your workspace * **Tags** — labels applied to tasks **What does NOT export:** Task comments, attachments, and task history are not included in ClickUp's CSV export. Docs (ClickUp's document feature) also require a separate export process. ## Step 1: Export Your Data from ClickUp ClickUp offers two export methods: exporting a specific **List or Table view**, or exporting **all task data from the entire workspace**. ### Option A: Export a Specific List or Table View Use this to export tasks from a single list, or a filtered view of tasks. 1. Open the **List** or **Table** view you want to export in ClickUp 2. Click **Customize** in the upper-right corner of the view 3. Click **Export** at the bottom of the Customize panel 4. Choose your export format: * **CSV** — recommended for Knowlix import * **XLSX** — if you prefer to review the data in Excel first 5. Configure export options: * **Columns to include:** Choose *All columns*, *Visible columns*, or *Task names only* * **Subtasks:** In List view, set the subtask dropdown to **As separate tasks**; in Table view, toggle on **Showing Subtasks** * **Time format (CSV only):** Choose *Normal* (e.g., "2h 30m") or *hh:mm* (e.g., "2:30") 6. Click **Start Export** 7. When the export is ready, click **Download Export** **Email download links expire after 1 hour.** ClickUp also sends a download link to your email — this link expires after 1 hour, so download it promptly. ### Option B: Export All Workspace Data Use this to get a complete export of all tasks across all Spaces, Folders, and Lists in your workspace. 1. Click your **Workspace avatar** in the bottom-left corner 2. Go to **Settings** 3. In the **All settings** sidebar, click **Imports/Exports** 4. Under the **Exports** section, click **Export Items** 5. Select the data range and format (CSV) 6. Click **Start Export** 7. Download the file when it is ready ### Export Format Guide | Method | Scope | Best for | | ---------------------- | ---------------------------- | ------------------------- | | List/Table view export | Single list or filtered view | Migrating specific lists | | Workspace export | All tasks in all lists | Full migration to Knowlix | For a complete migration, use the **Workspace export** to capture everything at once. **Official ClickUp export documentation:** [Task data export — ClickUp Help](https://help.clickup.com/hc/en-us/articles/6310551109527-Task-data-export) For exporting List and Table views specifically: [Export List and Table views — ClickUp Help](https://help.clickup.com/hc/en-us/articles/6310174308631-Export-List-and-Table-views) ## Step 2: Upload to Knowlix Once you have your CSV files from ClickUp: 1. Go to **Settings > Import** in Knowlix 2. Select **ClickUp** as the source platform 3. Upload your exported CSV file(s) 4. Knowlix will automatically detect your Spaces, Folders, and Lists from the export structure ## Step 3: Review & Confirm Before the import is finalized, Knowlix shows you a field mapping preview. Here you can: * Verify that ClickUp columns (e.g., "Task Name", "Status", "Assignee", "Due Date") are correctly matched to Knowlix fields * Map ClickUp statuses (e.g., "In Progress", "Complete") to the equivalent Knowlix task stages * Choose how to handle subtasks — as nested items or standalone tasks * Click **Confirm Import** to start the migration ## Need Help? Contact us at [support@knowlix.ai](mailto:support@knowlix.ai) or ask your AI Teammate directly inside the app. # Migrate from HubSpot Source: https://docs.knowlix.ai/migration/hubspot How to export your contacts, deals, companies, and CRM data from HubSpot and import it into Knowlix This guide walks you through migrating your HubSpot CRM data to Knowlix. Before you start, make sure your HubSpot user account has **Export permissions** — without this permission, the export option will not be visible. ## What You Can Migrate HubSpot stores CRM data across separate object types. You can export each object type individually: * **Contacts** — individual people in your CRM * **Companies** — organizations linked to contacts and deals * **Deals** — sales opportunities in your pipeline * **Tickets** — customer support cases * **Email history** — communication logs associated with contacts * **Custom properties** — any additional fields you have set up on objects * **Lists and segments** — saved contact lists and filters ## Step 1: Export Your Data from HubSpot HubSpot exports are done per object type. You will need to repeat these steps for Contacts, Companies, Deals, and any other object you want to migrate. **To export an object (e.g., Contacts):** 1. Sign in to [HubSpot](https://app.hubspot.com) 2. In the top navigation, go to **CRM > Contacts** (or **Companies**, **Deals**, **Tickets**) 3. In the top right, click **Actions > Export** 4. In the export dialog: * **File format:** Select **CSV** (recommended — no column limit) * **Associated records:** Choose how many associated records to include per row: * *Up to 1,000 associated records (default)* * *All associated records (CSV only)* * Select the **properties (columns)** you want to include, or export all 5. Click **Export** 6. HubSpot will send a **download link to your email** when the export is ready 7. Open the email and click **Download** to save the CSV to your computer **Download links expire after 30 days.** Make sure to download your export files before they expire. ### Why CSV is Recommended | Format | Column limit | Associated records | | ------ | -------------- | ------------------ | | CSV | No limit | Up to all | | XLS | 256 columns | Default only | | XLSX | 16,384 columns | Default only | If your HubSpot data has many custom properties, export as **CSV** to avoid hitting column limits in XLS/XLSX formats. ### Exporting Email History and Activity To export contact activity and email logs: 1. Go to **CRM > Contacts** 2. Open an individual contact record 3. In the **Activity** tab, email history is visible but must be exported via HubSpot's **Reporting & Data > Data Management > Export** for bulk extraction For a full data backup including all object types and associations, go to: **Settings (⚙) > Data Management > Import & Export > Export all data** **Official HubSpot export documentation:** [Export your records — HubSpot Knowledge Base](https://knowledge.hubspot.com/import-and-export/export-records) ## Step 2: Upload to Knowlix Once you have your CSV files from HubSpot: 1. Go to **Settings > Import** in Knowlix 2. Select **HubSpot** as the source platform 3. Upload your CSV files one object type at a time (Contacts first, then Companies, then Deals) 4. Knowlix will automatically detect column headers and suggest field mappings ## Step 3: Review & Confirm Before the import is finalized, Knowlix shows you a field mapping preview. Here you can: * Verify that HubSpot properties (e.g., "First Name", "Deal Stage", "Amount") are correctly matched to Knowlix fields * Map HubSpot deal stages to the equivalent Knowlix pipeline stages * Choose whether to import contacts with missing email addresses * Click **Confirm Import** to start the migration ## Need Help? Contact us at [support@knowlix.ai](mailto:support@knowlix.ai) or ask your AI Teammate directly inside the app. # Migrate from Notion Source: https://docs.knowlix.ai/migration/notion How to export your workspace, databases, and pages from Notion and import them into Knowlix This guide walks you through migrating your Notion data to Knowlix. You can export your entire workspace at once or export individual pages and databases. Make sure you are signed in as a **workspace owner or admin** to access workspace-level export settings. ## What You Can Migrate Notion content falls into two categories — pages and databases — both of which can be exported: * **Databases** — tables, boards, calendars, and galleries (export as CSV) * **Pages** — documents, notes, and wikis (export as Markdown) * **Subpages** — nested pages within any top-level page * **Database entries** — all rows with their properties and values * **Custom properties** — all column types including text, select, date, checkbox, number, relation, and formula fields **What does NOT export:** Comments, page history, database relations between separate databases, file attachments, and embedded media are not included in Notion's native export. ## Step 1: Export Your Data from Notion You have two options: export your **entire workspace** at once, or export **individual pages or databases** one at a time. ### Option A: Export the Entire Workspace (Recommended) This is the fastest way to get all your data out of Notion in one go. 1. Click **Settings** in the left sidebar (or press `Cmd/Ctrl + ,`) 2. Go to **Settings** in the left panel, then scroll to the **Workspace** section 3. Click **Export all workspace content** 4. In the export dialog: * **Export format:** Select **Markdown & CSV** * **Include subpages:** Toggle **on** * **Create folders for subpages:** Toggle **on** (recommended for organization) 5. Click **Export** 6. Notion will prepare a `.zip` file — click **Download** when it is ready The `.zip` will contain: * A **CSV file** for each database * A **Markdown (.md) file** for each regular page * An **index.html** sitemap to help you navigate the export **PDF export for entire workspace** requires a **Business or Enterprise plan**. For most migration purposes, Markdown & CSV is sufficient. ### Option B: Export a Single Page or Database Use this if you only want to migrate specific content. 1. Open the **page or database** you want to export 2. Click the **•••** icon in the top-right corner of the page 3. Click **Export** 4. In the export dialog: * **Export format:** Select **Markdown & CSV** * **Include subpages:** Toggle **on** if the page has nested sub-pages you want to include 5. Click **Export** — a `.zip` file downloads to your computer ### Export Format Guide | Content Type | Export Format | File Included | | ----------------------------- | -------------- | ---------------------------------------- | | Database (table, board, etc.) | Markdown & CSV | `.csv` file with all rows and properties | | Regular page / doc | Markdown & CSV | `.md` file with page content | | Page with subpages | Markdown & CSV | Folder with parent `.md` + child files | | Workspace (all content) | Markdown & CSV | One `.zip` with all of the above | **Official Notion export documentation:** [Export your content — Notion Help Center](https://www.notion.com/help/export-your-content) ## Step 2: Upload to Knowlix Once you have your `.zip` export from Notion: 1. Go to **Settings > Import** in Knowlix 2. Select **Notion** as the source platform 3. Upload the `.zip` file directly — Knowlix will unpack and detect your databases and pages automatically 4. Knowlix maps each Notion database to the corresponding module (e.g., a task database maps to AI Project) ## Step 3: Review & Confirm Before the import is finalized, Knowlix shows you a field mapping preview. Here you can: * Verify that Notion database properties (e.g., "Status", "Assignee", "Due Date") are correctly matched to Knowlix fields * Choose which databases and pages to import and which to skip * Map Notion select/multi-select options to the equivalent values in Knowlix * Click **Confirm Import** to start the migration ## Need Help? Contact us at [support@knowlix.ai](mailto:support@knowlix.ai) or ask your AI Teammate directly inside the app. # Migrate from Zoho Source: https://docs.knowlix.ai/migration/zoho How to export your data from Zoho CRM and import it into Knowlix This guide walks you through migrating your Zoho CRM data to Knowlix. Before you start, make sure you have **admin access** to your Zoho CRM account — only admins can access the Export option under Data Administration. ## What You Can Migrate Zoho CRM stores data in separate modules. You can export each module individually: * **Leads** — prospective customers who have shown interest * **Contacts** — individual people linked to accounts * **Accounts** — companies or organizations * **Deals (Opportunities)** — active and closed sales opportunities * **Activities** — calls, tasks, and meetings * **Notes** — text notes attached to records * **Custom fields** — any additional fields you have configured ## Step 1: Export Your Data from Zoho CRM Zoho exports each module as a separate CSV file. You will need to repeat this process for each module you want to bring into Knowlix (e.g., Leads, Contacts, Accounts, Deals). **To export a module:** 1. Sign in to [Zoho CRM](https://crm.zoho.com) as an admin 2. Click the **gear icon (⚙)** in the top-right corner to open **Setup** 3. Under **Data Administration**, click **Export** 4. Select the **module** you want to export from the dropdown (e.g., Contacts) 5. Optionally set a **criteria** (e.g., filter by Created Time) to narrow down records 6. Click **Export** — Zoho will prepare a `.zip` file containing your CSV 7. Once ready, click the **download link** to save the file to your computer **Download link validity:** The export download link is valid for **7 days**. Download it promptly after the export is ready. ### Export Limits | Data Type | Limit per Export | | ----------------------- | -------------------------- | | Module records | 200,000 records per module | | Notes | 3,000 notes per export | | Report rows (formatted) | 2,000 rows | | Report rows (detailed) | 50,000 rows | If you have more than 200,000 records in a single module, split the export by date. For example: * Export 1: Created Time is before Jan 1, 2023 * Export 2: Created Time is after Jan 1, 2023 ### Exporting Notes Separately To export notes attached to records: 1. Go to **Setup > Data Administration > Export** 2. Click the **Notes** tab 3. Select the module whose notes you want to export 4. Click **Export Notes** — a CSV file will download (max 3,000 at a time) **Official Zoho CRM export documentation:** [Export CRM Data — Zoho Help Center](https://help.zoho.com/portal/en/kb/crm/data-administration/export-data/articles/export-crm-data) ## Step 2: Upload to Knowlix Once you have your CSV files from Zoho: 1. Go to **Settings > Import** in Knowlix 2. Select **Zoho CRM** as the source platform 3. Upload your exported CSV files one module at a time 4. Knowlix will automatically detect the module type and map the columns ## Step 3: Review & Confirm Before the import is finalized, Knowlix shows you a field mapping preview. Here you can: * Verify that Zoho columns (e.g., "Last Name", "Account Name") are correctly matched to Knowlix fields * Correct any mismatches by using the dropdown to reassign columns * Choose whether to skip or import records with missing required fields * Click **Confirm Import** to start the migration ## Need Help? Contact us at [support@knowlix.ai](mailto:support@knowlix.ai) or ask your AI Teammate directly inside the app. # Essentials Source: https://docs.knowlix.ai/pro-tips/essentials *** **Search** > *"Show me all high-priority leads assigned to Sarah"* or *"Find invoices over \$5,000 from last quarter"* **Stages** > Ask Your Knowlix to help configure stages for your workflow. Simply describe your process, and Knowlix Teammates can suggest or create stage configurations automatically. **Export / Import Data** > *"Export all customers with their email addresses"* or *"How do I import a product list?"* **Reporting** > *"Show me this month's sales by product category"* or *"Create a report of overdue invoices"* **Contacts** > *"Create a new contact for ABC Corporation with email [info@abccorp.com](mailto:info@abccorp.com)"* or *"Update Sarah's phone number to 555-1234"* **Activities** > *"Schedule a follow-up call with John tomorrow at 2pm"* **In-App Purchase** > *"What premium services does Knowlix offer?"* or *"How many SMS credits do I have left?"* **HTML Editor** > *"Write a professional email template for welcoming new customers"* or *"Create a bulleted list of our product features"* **Property Fields** > *"Add a 'Priority Level' selection field to my CRM leads"* **Keyboard Shortcuts** > Hold **Ctrl** (Windows/Linux) or **Command** (macOS) to display keyboard shortcuts for interactive elements on the current page. # Finance Source: https://docs.knowlix.ai/pro-tips/finance *** **Accounting** > *"Show me all overdue invoices over \$5,000"* or *"What is the current cash balance across all bank accounts?"* or *"Generate an aged receivable report for Q1"* or *"Which vendor bills are due this week?"* or *"Show me unreconciled bank transactions from last month"* or *"What is our net profit margin for this quarter?"* or *"List all customer invoices that have not been sent yet"* or *"Create a credit note for invoice INV-2025-00134"* or *"Show me all journal entries posted to the expense account this month"* or *"What is the outstanding balance for customer Acme Corp?"* **Expenses** > *"Log a \$45 lunch expense for the ABC Corp meeting"* or *"Show me pending expense reports awaiting my approval"* **Payment Providers** > *"Show me failed payment transactions from last week"* or *"Enable the credit card payment method for customers"* **Fiscal Localizations** > *"Which fiscal localization is currently active for this company?"* or *"Show me all inactive taxes for the current localization"* or *"What is the VAT return status for this quarter?"* or *"List all customers missing required fiscal identification numbers"* or *"Show me all electronic invoices that failed validation this month"* or *"Which vendors are configured for 1099 reporting?"* or *"Generate the VAT book report for Argentina for last month"* or *"Show me all pending electronic invoice submissions"* # General Settings Source: https://docs.knowlix.ai/pro-tips/general-settings *** **Companies** > *"Show me all active companies in the system"* or *"Which users have access to more than one company?"* or *"Create a digest email template for the sales team with weekly frequency"* **Email Communication** > *"Show me all bounced emails from this week"* or *"Which incoming mail servers are currently failing?"* or *"List all email aliases configured in the system"* or *"Who are the followers on this sales order?"* **Integrations** > *"Set up Google Translate for our Knowlix workspace"* or *"Which cloud storage provider is currently active?"* or *"Show me contacts that have map coordinates configured"* **IoT** > *"Show me all connected IoT devices"* or *"Which printers are linked to which reports?"* or *"Is the IoT box in the warehouse connected?"* **Users** > *"List all users with administrator access"* or *"Show me users who haven't logged in for 30 days"* or *"Create a new portal user for this contact"* or *"Which users have access to the Finance module?"* # Human Resources Source: https://docs.knowlix.ai/pro-tips/human-resources *** **Payroll** > *"Show me all employees with missing bank accounts for this payroll run"* or *"Generate payslips for the warehouse team for March"* or *"Which contracts are expiring in the next 30 days?"* or *"Show me all work entry conflicts for this month"* or *"List all active salary attachments for the sales team"* or *"What is the total payroll cost by department for Q1?"* or *"Which employees have deferred time off pending for next period?"* or *"Create a new contract for an hourly worker starting next Monday"* **Employees** > *"Show me all employees in the Sales department"* or *"Which employees have contracts expiring this month?"* or *"List employees who haven't logged in for 30 days"* or *"Show me the organizational chart for the Operations team"* or *"Which employees are working from home today?"* **Time Off** > *"Show me all pending time off requests"* or *"Which employees have the most vacation days remaining?"* or *"How many sick days have been taken this quarter?"* or *"Allocate 15 days of vacation to all employees in the Sales department"* or *"Who is on leave next week?"* **Recruitment** > *"Show me all applicants currently in the First Interview stage"* or *"Which job positions have been open for more than 60 days without a hire?"* or *"List all candidates who were refused for salary reasons this quarter"* or *"How many days on average do candidates spend in the Contract Proposal stage?"* or *"Show me the top 3 recruitment sources by hire rate"* or *"Which recruiter has the highest hire-to-applicant ratio this year?"* or *"Schedule a second interview for the applicant in the Marketing Manager pipeline"* or *"Create a new job position for a Senior Data Engineer in the Technology department"* **Attendances** > *"Who is currently checked in?"* or *"Show me employees with overtime this week"* or *"List all attendance errors for this pay period"* or *"Which employees have worked more than 45 hours this week?"* **Fleet** > *"Which vehicles are due for service this month?"* or *"Show me the total maintenance cost per vehicle this year"* or *"List all open accident repairs"* or *"Which contracts expire in the next 30 days?"* **Appraisals** > *"Show me all appraisals due this month"* or *"Which employees don't have a scheduled appraisal?"* or *"List all goals that are overdue"* or *"Show me the skills assessment for the engineering team"* or *"How many appraisals are in progress right now?"* **Lunch** > *"Show me today's lunch orders"* or *"Which employees have a negative lunch balance?"* or *"How much did we spend on lunch last month?"* or *"List all orders from this vendor this week"* **Front Desk** > *"Show me visitors currently checked in"* or *"How many visitors did we have this week?"* or *"List all planned visitors for tomorrow"* or *"Which drinks were requested most this month?"* **Referrals** > *"Show me which employees have the most referral points"* or *"Which job positions have no referrals yet?"* or *"How many referrals were hired this quarter?"* or *"List all available rewards in the referral shop"* # Marketing Source: https://docs.knowlix.ai/pro-tips/marketing *** **Email Marketing** > *"Create a monthly newsletter campaign"* or *"Show me open rates for last week's promotion email"* **Events** > *"Create a conference event for next month"* or *"Show me ticket sales for the product launch event"* **Marketing Automation** > *"Create a welcome email series for new newsletter subscribers"* or *"Show me participants who opened the welcome email but didn't click"* **SMS Marketing** > *"Create an SMS campaign for our sale event next week"* or *"Show me the delivery rate for yesterday's SMS blast"* **Social Marketing** > *"Schedule a post to Facebook and LinkedIn for tomorrow at 2pm"* or *"Show me engagement metrics for this week's posts"* **Surveys** > *"Create a customer satisfaction survey with 5 questions"* or *"Show me response rates for the product feedback survey"* # Productivity Source: https://docs.knowlix.ai/pro-tips/productivity *** **Appointments** > *"Create an appointment type for product demos"* or *"Show me today's scheduled appointments"* **Calendar** > *"Schedule a team meeting for Friday at 2 PM"* or *"Show me my calendar for next week"* **Dashboards** > *"Show me the sales dashboard"* or *"Add the inventory aging chart to a new dashboard"* **Data Cleaning** > *"Find duplicate contacts"* or *"Show me archived opportunities older than 1 year"* **Discuss** > *"Send a message to the sales team about Q4 targets"* or *"Schedule a call activity with John for tomorrow"* **Documents** > *"Upload the Q4 report to the Finance folder"* or *"Show me all files shared with me this week"* **Knowledge** > *"Create a new article about our sales process"* or *"Find articles about customer onboarding"* **Sign** > *"Send the employment contract to John for signature"* or *"Show me all documents pending signatures"* **Spreadsheet** > *"Create a new spreadsheet analyzing Q4 sales by region"* or *"Insert a pivot table of inventory levels by warehouse"* **To-Do** > *"Add a to-do to call John tomorrow"* or *"Show me all my incomplete to-dos"* **VoIP** > *"Call John Smith from the opportunity"* or *"Show me today's missed calls"* **WhatsApp** > *"Send the payment receipt WhatsApp template to this customer"* or *"Show me WhatsApp conversations from today"* # Sales Source: https://docs.knowlix.ai/pro-tips/sales *** **CRM** > *"Show me opportunities closing this month"* or *"Assign new leads to the sales team"* **Members** > *"Create an annual membership product for \$299"* or *"Show me all active members"* **Point of Sale** > *"Open a new POS session"* or *"Show me today's sales by product"* **Rental** > *"Create a rental order for construction equipment"* or *"Show me all overdue returns"* **Sales** > *"Create a new quotation for Acme Corp"* or *"Show me all open quotations expiring this week"* **Subscriptions** > *"Create a monthly subscription plan for \$29"* or *"Show me subscriptions expiring this month"* # Services Source: https://docs.knowlix.ai/pro-tips/services *** **Field Service** > *"Create a service task for ABC Corp tomorrow at 2 PM"* or *"Show me today's service route"* **Helpdesk** > *"Create a high-priority ticket for ABC Corp"* or *"Assign all unassigned tickets to Sarah"* **Planning** > *"Schedule Sarah for a morning shift tomorrow"* or *"Show me all open shifts for this week"* **Project** > *"Create a new project called Website Redesign"* or *"Show me all overdue tasks"* **Timesheets** > *"Add 3 hours to Project Alpha for today"* or *"Show me my billable hours this month"* # Supply Chain Source: https://docs.knowlix.ai/pro-tips/supply-chain *** **Inventory** > *"Show me all products with negative forecasted stock in the next 7 days"* or *"Which products at WH/Stock have not been counted in the last 90 days?"* or *"List all reordering rules that triggered today"* or *"What is the current total stock valuation for finished goods?"* or *"Show me all inventory movements for product X this month"* or *"Which locations have stranded products that have been there more than 3 days?"* or *"Create a replenishment order for all items below minimum quantity"* or *"What is the average vendor lead time for our top 10 purchased products?"* or *"Show me all expired lots currently in stock"* **Manufacturing** > *"Show me all manufacturing orders that are currently late"* or *"Which work centers have the lowest OEE this month?"* or *"List all open MOs that are missing components"* or *"What products are currently in the master production schedule that fall below their safety stock target?"* or *"Show me all subcontracting purchase orders for this week"* or *"Which manufacturing orders have been split into backorders this month?"* or *"List all by-products generated in the past 30 days"* or *"Show me all unbuild orders created this quarter"* or *"Which work orders in Shop Floor are ready to start right now?"* **Purchase** > *"Show me all open purchase orders waiting on vendor confirmation"* or *"Which vendors have the longest average delivery times this quarter?"* or *"List all products with reordering rules but no vendor pricelist configured"* or *"Generate a procurement expenses summary for Q1 grouped by product category"* or *"Which purchase orders from last month are still not fully billed?"* or *"Show me all blanket orders expiring in the next 60 days"* or *"Create a new request for quotation for 50 units of the aluminum bracket from our primary supplier"* or *"Compare spending with our top three vendors over the past six months"* **Barcode** > *"Show me all products that don't have barcodes assigned"* or *"List all pending inventory counts assigned to the warehouse team"* or *"Which receipts are ready to be processed in the barcode app today?"* or *"Show me all lots created during this week's receiving operations"* or *"Which operation types have mandatory lot scanning enabled?"* or *"List all products currently tracked with serial numbers that were received this month"* or *"Show me all inventory adjustments made via barcode scan in the last 7 days"* **Maintenance** > *"Show me all equipment with maintenance requests due this week"* or *"Which machines have exceeded their expected MTBF?"* or *"List all corrective maintenance requests currently in progress"* or *"What equipment has a warranty expiring in the next 90 days?"* or *"Show me the average repair time for machinery in the production department"* or *"Create a preventive maintenance request for the CNC machine scheduled for next Monday"* **Quality** > *"Show me all failed quality checks from this week"* or *"Which products have the highest quality alert rate this month?"* or *"List all open quality alerts assigned to the production team"* or *"How many quality checks are pending for today's manufacturing orders?"* or *"Which quality control points are configured for the Assembly operation?"* or *"Show me all products currently in the quarantine failure location"* or *"Create a quality alert for a batch of components that failed dimensional inspection"* **PLM (Product Lifecycle Management)** > *"Show me all ECOs currently awaiting my approval"* or *"Which products have had more than 3 BOM revisions this year?"* or *"List all engineering change orders in the validation stage"* or *"What changes were made to the keyboard BOM in version 3?"* or *"Which ECOs have been open for more than 30 days without approval?"* or *"Create a new ECO for a component substitution on the assembly line product"* **Repairs** > *"Show me all open repair orders"* or *"How many warranty repairs were processed last month?"* # Websites Source: https://docs.knowlix.ai/pro-tips/websites *** **Blog** > *"Show me blog posts published last month"* or *"How many posts are currently unpublished?"* **eCommerce** > *"Show me all unpaid eCommerce orders from the last 7 days"* or *"Which products have the highest cart abandonment rate?"* or *"List all orders with pending delivery"* or *"What is the best-selling product category this month?"* or *"Show me products that are currently out of stock on the website"* or *"Which customers have items in their wishlist but haven't purchased?"* or *"Create a promotional pricelist with 15% discount and the code SUMMER15"* or *"Which payment providers are currently active on the store?"* **eLearning** > *"Show me enrollment statistics for the Sales Training course"* or *"Which learners have not completed the required certification?"* **Forum** > *"Show me unanswered questions from this week"* or *"Which forum users have the highest karma scores?"* **Live Chat** > *"Show me all active live chat sessions right now"* or *"How many chats did each operator handle this week?"* > *"Show me customer satisfaction ratings for this month"* or *"What were the most common topics in live chats last week?"* **Website** > *"Which website pages have the highest traffic this month?"* or *"Show me all forms on the website and their submission counts"* or *"Which marketing campaigns have the most link tracker clicks?"* or *"List all pages that are currently unpublished"* or *"What languages are configured on our website?"* or *"Show me the mail group subscriber count for each group"* or *"Which website pages are missing meta descriptions?"* or *"Create a new website page for our product launch"* # AI Chat Source: https://docs.knowlix.ai/productivity/ai-chat Your intelligent assistant that helps you create records, update data, and manage workflows using natural language Knowlix AI Chat is your intelligent assistant that lives on the left side of every module. Ask questions, create records, update data, and manage your workflow using natural language commands. AI Chat Interface ### 1. The AI Chat Interface The AI Chat panel is available throughout Knowlix, appearing on the left side of your screen in every module. * **"What can I help with?"**: The assistant is always ready to receive your commands. * **"Ask your Knowlix"**: Type your request in natural language and press Enter or click the send button. * **Context-Aware**: The AI understands which module you're in and adapts its responses accordingly. * **Conversation History**: Your chat history is preserved, allowing for follow-up questions and commands. **Example Commands:** *"Create a new project for my intern to help them onboard faster"* *"Show me all unpaid invoices"* *"Schedule a meeting with Alex for tomorrow at 3 PM"* ### 2. Creating Records with AI Instead of navigating through menus and filling out forms, simply describe what you need. AI Creates Project **How It Works:** When you ask the AI to create something, it automatically: * **Identifies the Record Type**: Understands whether you need a project, meeting, invoice, lead, or task. * **Extracts Key Details**: Pulls names, dates, amounts, and other data from your message. * **Creates Missing Records**: If a contact or product doesn't exist, AI creates it automatically. * **Applies Smart Defaults**: Sets reasonable values for fields you didn't specify. **Example Response:** After creating a project, the AI provides a detailed summary: * **Project Name**: Intern Onboarding Program * **Key Features Enabled**: Milestones, Task Dependencies, Custom Task Labels * **Project Description**: Includes welcome message and key objectives The new record appears instantly in your view (highlighted on the right side). ### 3. AI Clarifying Questions When your request is missing important information, the AI asks smart clarifying questions instead of making assumptions. AI Clarifying Questions **Example Scenario:** You type: *"Please create a meeting with Alex for tomorrow, 3 pm."* The AI responds with questions: 1. **What is Alex's full name or email address?** (Contact not found in system) 2. **What should be the meeting title/subject?** 3. **How long should the meeting last?** (Defaults to 30 minutes if not specified) 4. **Is there a specific location or should this be an online meeting?** The AI also offers alternatives: *"I can create the meeting without adding Alex as an attendee for now, and you can add them later."* **After You Answer:** Meeting Created The AI creates the meeting with all your specifications: * **Title**: Project Discussion with Alex * **Date & Time**: Tomorrow (Wednesday, February 4th, 2026) at 3:00 PM - 4:00 PM * **Duration**: 1 hour * **Purpose**: Discussion about your next project * **Format**: Online meeting The meeting appears on your calendar instantly. ### 4. Follow-up Commands and Editing Continue the conversation to refine your work or make changes. Edit with AI **Follow-up Commands:** After creating a project, you can continue: *"Now create milestones and specific onboarding tasks. The Project manager will be Jack Brown."* The AI responds by: * Assigning **Jack Brown** as Project Manager (creates contact if needed) * Creating a **4-Week Onboarding Structure** * Adding **6 Tasks** with clear deadlines and descriptions **Editing Existing Records:** You can also modify records through chat: *"Please change the Description of HR paperwork Documentation"* The AI opens the task and updates the description based on your instructions. **What You Can Do:** * Create new records in any module * Update existing record fields * Ask questions about your data (*"How much does Johnson HVAC owe us?"*) * Generate reports (*"Show me sales performance for last month"*) * Navigate to specific records (*"Open the latest invoice for Adora microships"*) *** ## More Information Internal messaging and channel management Internal wiki and knowledge management AI assistant tips for the Productivity module # AI Email Source: https://docs.knowlix.ai/productivity/ai-email Design and send professional email campaigns with a drag-and-drop editor, mailing lists, and built-in analytics Knowlix AI Email lets you create professional email campaigns from scratch using a visual drag-and-drop editor. Manage your mailing lists, design newsletters, test before sending, and track performance — all from one interface. ## Creating a New Mailing Navigate to **Email Marketing** → **Mailings** and click **New** to start a new email campaign. You are presented with a library of pre-designed templates to choose from. Email Template Selection Choose from templates like **Plain Text**, **Start From Scratch**, **Welcome Message**, **Event Promo**, **Newsletter**, and more. Each template provides a ready-made layout that you can fully customize. Click any template to load it into the editor. At the top, fill in the campaign details: * **Subject**: The email subject line your recipients will see. * **Recipients**: Select **Mailing List** and choose which list to send to (e.g., "Newsletter"). * **Tabs**: Switch between **Mail Body** (content), **A/B Tests** (variants), and **Settings** (tracking options). ## Designing Your Email Once you select a template, the drag-and-drop editor opens with your email content on the left and the editing panel on the right. Email Editor The editor displays a live preview of your email. Click any element to select and edit it. The right panel has three tabs: ### Blocks
Blocks Panel
The **BLOCKS** tab provides drag-and-drop content elements organized into categories: * **Header**: Left Logo, Left Text, Centered Logo, Cover, View Online. * **Body**: Title, Text, Comparisons, and more. * **Content**: Offer, Items, Features Grid, Alert, Rating, Blockquote. Drag any block from the panel and drop it into your email layout to add new sections.
### Customize
Customize Panel
The **CUSTOMIZE** tab appears when you click on a specific block. It lets you edit the selected element's properties: * **Layout**: Set Columns and Height (Auto, 50%, 100%). * **Background Color**: Choose a background for the block. * **Inline Text**: Format text with heading levels (Header 1–3), bold, italic, underline, strikethrough, font color, alignment, lists, checkboxes, images, and links. * **AI**: Click the **AI** button to generate or rewrite content using AI assistance.
### Design
Design Panel
The **DESIGN** tab controls the global appearance of your entire email: * **Body Width**: Choose between compact, medium, or full-width layouts. * **Colors**: Set Mailing Background and Content Background colors. * **Typography**: Configure font family, size, color, and style (Bold, Italic, Underline) for Heading 1, Heading 2, Heading 3, Text, and Links independently. * **Primary Buttons**: Adjust button size, font family, and border settings.
## Managing Mailing Lists Mailing Lists Navigate to **Mailing Lists** in the top menu to manage your subscriber lists. Each list displays: * **Total Contacts**: The number of subscribers in the list. * **Mailings**: How many campaigns have been sent to this list. * **Bounce %**: Percentage of emails that failed to deliver. * **Opt-Out %**: Percentage of subscribers who unsubscribed. * **Blacklist %**: Percentage of blocked addresses. Use the **Import Contacts** button to add subscribers from a file, or click **Send Mailing** to create a new campaign targeting this list. ## Testing Before Sending Before sending to your full audience, you can send a test email to verify everything looks correct. Test Mailing Click the **Test** button at the top of the editor. A dialog appears where you enter a recipient address to send a sample mailing. Click **Send test** to dispatch the test email, or use **Schedule** to set a future send date. ## Campaign Overview Mailings Dashboard The **Mailings** dashboard lists all your email campaigns with key metrics: Date, Subject, Responsible, Sent count, Delivered %, Opened %, Clicked %, Replied %, and Status. Each campaign shows its current state — **Draft**, **In Queue**, **Sending**, or **Sent** — so you can track progress at a glance. ## Reporting & Analytics Mass Mailing Analysis Navigate to **Reporting** to access the **Mass Mailing Analysis** dashboard. This view provides a visual breakdown of your campaign performance with bar charts showing results across all mailings. Track the rate of replies, clicks, and bounces to identify what works best and optimize future campaigns. Use the **Measures** dropdown and chart type toggles to switch between different visualization modes and metrics. *** ## More Information Electronic signatures and document approval Rich text editor for content formatting and HTML editing AI assistant tips for the Productivity module # AI Notetaker Source: https://docs.knowlix.ai/productivity/ai-notetaker Automatically sync your Outlook Calendar with Knowlix for AI-powered meeting management, transcription, and intelligent scheduling Knowlix AI Notetaker automatically syncs your Outlook Calendar with Knowlix, enabling AI-powered meeting management, transcription, and intelligent scheduling. Follow this guide to connect your Microsoft account. The AI Notetaker integration provides: * **Outlook Calendar Sync:** Two-way synchronization with Microsoft Outlook * **Meeting Detection:** Automatically imports your meetings to Knowlix * **AI Transcription:** Real-time meeting transcription with speaker identification * **Smart Summaries:** AI-generated meeting summaries with action items * **Unified Calendar:** Manage all your events in one place *** ### 1. Access Microsoft Entra Admin Center Start by registering a new application in Microsoft Entra ID (formerly Azure AD). Microsoft Entra Admin Center * Sign in to [Microsoft Entra Admin Center](https://entra.microsoft.com) with your admin account * In the left sidebar, navigate to **Entra ID** * Click the **+ Add** dropdown in the top menu * Select **App registration** from the options This opens the application registration form where you'll configure access for Knowlix. *** ### 2. Register the Application Fill out the registration form to create your Knowlix integration app. Register Application **Required Fields:** * **Name:** Enter a descriptive name (e.g., `Knowlix Notetaker`) * **Supported account types:** Select **Single tenant only - \[Your Organization]** for company use * **Redirect URI (optional):** * Platform: Select **Web** * URL: Enter `https://[your-company].app.knowlix.ai/microsoft_account/authentication` Click **Register** to create the application. *** ### 3. Copy Your Credentials After registration, the app overview page displays your essential credentials. App Credentials **Save these values (you'll need them in Knowlix):** * **Application (client) ID:** Your unique app identifier (highlighted in blue box) * **Directory (tenant) ID:** Your organization's tenant identifier Also verify: * **Redirect URIs:** Shows "1 web, 0 spa, 0 public client" * **State:** Shows green checkmark with "Activated" *** ### 4. Create Client Secret Generate a secret key for secure authentication between Knowlix and Microsoft. Create Client Secret **Steps:** * In the left sidebar, click **Certificates & secrets** * Click **+ New client secret** * In the modal that appears: * **Description:** Enter a name (e.g., `Knowlix Client Secret`) * **Expires:** Select recommended duration (180 days / 6 months) * Click **Add** Copy the **Value** immediately after creation. This is your Client Secret and will only be displayed once. If you navigate away, you'll need to create a new secret. *** ### 5. Open Calendar Settings in Knowlix Now configure Knowlix to use your Azure credentials. Calendar Configuration * In Knowlix, navigate to the **Calendar** module * Click the **Configuration** dropdown in the top menu * Select **Settings** This opens the Calendar Settings page where you'll enter your Microsoft credentials. *** ### 6. Enter Azure Credentials Connect your Microsoft app to Knowlix by entering the credentials you copied earlier. Calendar Settings **Configuration Steps:** * In the left sidebar, select **Calendar** * Check the **Outlook Calendar** checkbox to enable synchronization * Enter your credentials: * **Client ID:** Paste your Application (client) ID from Azure * **Client Secret:** Paste the secret value you created * Leave **Pause Synchronization** unchecked to enable automatic sync * Click **Save** at the top You can also access **Note-Taker** settings from this same menu for additional AI features. *** ### 7. Synchronize with Outlook Initiate the first sync to connect your calendars. Sync with Outlook * Return to the **Calendar** main view * Click the **Synchronize with Outlook** button (highlighted in blue) * Sign in with your Microsoft 365 / Outlook account when prompted * Accept the permission request Your Outlook calendar events will now sync to Knowlix. The synchronization runs automatically, keeping both calendars updated. *** ### Using AI Notetaker Features With Outlook connected, you can now use the AI Notetaker capabilities: **Meeting Sync:** * All your Outlook meetings appear in the Knowlix Calendar * New meetings created in Knowlix sync back to Outlook * Changes in either calendar are reflected in both **AI Meeting Assistant:** Use the AI Chat panel to interact with your calendar: *"What meetings do I have tomorrow?"* *"Schedule a meeting with the sales team next Tuesday at 2 PM"* *"Summarize my meetings from last week"* **Transcription & Summaries:** * Enable AI transcription for any meeting * After meetings, AI generates summaries with key points and action items * Transcripts are searchable and linked to calendar events # AI Phone Source: https://docs.knowlix.ai/productivity/ai-phone Set up AI-powered phone agents with Twilio integration for automated business calls Knowlix AI Phone lets you create intelligent phone agents that handle business calls automatically. Connect your Twilio phone number, configure an AI agent, and start receiving calls — all from a single interface. ## Setting Up a Phone Number To start using AI Phone, you first need to connect a phone number via Twilio. ### Step 1: Navigate to Phone Numbers Phone Numbers Tab Click **Phone Numbers** in the top navigation bar to access the phone number management section. ### Step 2: Configure Your Twilio Number Click **New** to add a new phone number. Fill in the configuration form: Twilio Configuration * **Label**: A friendly name for your phone number (e.g., "Batu"). * **Provider**: Select **Twilio** as the telephony provider. * **Responsible Users**: Assign team members who will manage this number. * **Notification Email Address**: Set an email to receive call notifications. * **Email Template**: Choose a template for automated email notifications (e.g., "Phone Automation: Send Notification Email"). * **Summarization Type**: Select how call summaries are generated (e.g., "Action-Oriented Summary"). Under the **TWILIO CONFIG** section at the bottom, enter your Twilio credentials: * **Phone Number**: Your Twilio phone number. * **Twilio SID**: Your account SID from the Twilio console. * **Twilio Token**: Your auth token from the Twilio console. You can find your Twilio SID and Auth Token in your [Twilio console](https://help.twilio.com/articles/223136027-Auth-Tokens-and-How-to-Change-Them). ### Step 3: Verify Your Number Phone Number Dashboard Once saved, your phone number appears in the Phone Number list with its **Label**, **Phone Number**, and **Provider** (Twilio). You can click any row to edit the configuration or add additional numbers by clicking **New**. ## Creating an AI Phone Agent With your phone number configured, you can now create an AI agent that answers calls automatically. Navigate to **AI Phone Agents** in the top menu and click **New**. AI Phone Agent Configuration Fill in the agent details: * **Name**: Give your agent a descriptive name (e.g., "Phone Agent for My Business"). * **User**: The user account the agent operates under. * **Phone Number**: Select the Twilio number you configured in the previous step. * **Language**: Choose the agent's language (e.g., English US). * **First Message**: The greeting your agent says when answering a call (e.g., *"Hi, my name is Batuhan. How can I help you?"*). * **Agent Description**: Instructions that define the agent's personality and behavior (e.g., *"You are Batuhan. You will be friendly and answer questions."*). Under **Custom Data Collection**, you can configure the agent to collect specific information from callers by adding data fields with a Title, Type, and Description. ## Managing Your Agents AI Phone Agents List The **AI Phone Agents** list view displays all your configured agents with their Name, Phone Number, Language, First Message, and Agent ID. Click any agent to edit its configuration, or click **New** to create additional agents. You can also access **Call History** from the top navigation to review past calls, including Start Time and Conversation Title for each call. ## Call Transcript & Summary After each call, Knowlix automatically generates a transcript and summary. Click any call in the **Call History** to view the full details. Call Transcript History The call detail view includes: * **Transcript Summary**: A one-line AI-generated summary of the call (e.g., *"The call is a follow-up regarding a potential software integration project."*). * **Extracted Information**: Key data points the AI collected during the conversation. * **Transcript**: The full conversation with speaker identification — each line is labeled with the speaker's name (e.g., "Batu:" and "Client:") so you can follow the dialogue. At the bottom, use **Send message**, **Log note**, or **Activities** to take action based on the call — assign a follow-up task, notify a team member, or log notes for future reference. *** ## More Information Voice over Internet Protocol calling system AI assistant tips for the Productivity module # Appointments Source: https://docs.knowlix.ai/productivity/appointments Knowlix Appointments is a self-service scheduling tool that allows customers, clients, and partners to book meetings, consultations, and services directly through your website. Eliminate scheduling back-and-forth by publishing your availability and letting others reserve time slots automatically. The module integrates with Calendar for availability management, CRM for lead generation, and Sales for paid appointment services. Configure appointment types for different scenarios (sales demos, support consultations, office hours, etc.) with customized duration, questions, and booking rules. Whether scheduling sales calls, consultation sessions, equipment reservations, or venue bookings, Appointments automates coordination while providing a professional customer experience. **💡 Pro Tip:** Ask Your Knowlix for appointment management: *"Create an appointment type for product demos"* or *"Show me today's scheduled appointments"* *** ## Resources Resources represent bookable physical or virtual assets like meeting rooms, equipment, or seating areas that customers can reserve. ### Creating Resources **To add a resource:** 1. Navigate to **Appointments → Configuration → Resources** 2. Click **New** 3. Configure the resource: * **Name:** Descriptive title (e.g., "Conference Room A," "Tennis Court #1") * **Capacity:** Maximum number of people the resource accommodates * **Timezone:** The timezone where the resource is located * **Linked Resources:** (Optional) Other resources that can be combined to handle larger groups * **Description:** Information visible to customers when booking (features, amenities, instructions) 4. Click **Save** \[Screenshot: Resource configuration form] **Linked resources:** When using auto-assign appointment methods, linked resources allow the system to automatically allocate multiple resources together when demand exceeds a single resource's capacity. **Example:** Conference Room A (capacity 10) is linked to Conference Room B (capacity 10). When a booking request for 15 people comes in, the system can automatically assign both rooms. **💡 Resource Management:** Create resources for any bookable asset: meeting rooms, desks, vehicles, equipment, event spaces, or service stations. *** ## Creating Appointment Types Appointment types define the different kinds of bookings you offer, each with its own duration, availability, and rules. ### Basic Configuration **To create an appointment type:** 1. Navigate to **Appointments** dashboard 2. Click **New** 3. Configure the appointment type: **Appointment Title:** Name customers see when booking (e.g., "Product Demo," "Legal Consultation," "Office Hours"). **Duration:** How long each appointment lasts (in hours). **Pre-Booking Time:** Minimum lead time required before an appointment can start. For example, "1 hour" means customers cannot book appointments starting within the next hour. **Example:** At 2:00 PM, a customer tries to book a tennis court for 2:45 PM. If pre-booking time is 1 hour, the earliest available slot is 3:00 PM. **Scheduling Window:** Choose how far in advance customers can book: * **Available Now:** Bookings open immediately. Use "Up to X days into the future" to limit how far ahead customers can schedule (e.g., 14 days max). * **Within a Date Range:** Limit bookings to specific start and end dates (useful for seasonal services or event-based scheduling). **Allow Cancelling:** Set a deadline before appointments when customers can no longer cancel. If enabled, cancellations within the deadline window are blocked, and customers receive contact information for manual cancellation requests. \[Screenshot: Basic appointment configuration] ### Availability Configuration **Availability On:** Choose what customers are booking: **Users:** Book time with specific people (salespeople, consultants, interviewers, coaches). **Resources:** Book physical or virtual assets (rooms, equipment, stations). **Users selection:** If "Users" is selected, choose which employees are available for this appointment type from the dropdown. **Resources selection:** If "Resources" is selected, choose which resources can be booked. Enable **Manage Capacities** to limit participants based on the selected resource's capacity. \[Screenshot: Users vs Resources selection] **Assignment Method:** Control how customers select users or resources: * **Pick User/Resource then Time:** Customer chooses who/what they want first, then sees available time slots for that selection * **Select Time then User/Resource:** Customer chooses a preferred time, then sees which users/resources are available * **Select Time then auto-assign:** (Resources only) Customer picks a time, and the system automatically assigns an available resource **Use cases:** * **Pick first:** When customers have strong preferences for specific salespeople or rooms * **Time first:** When appointment time matters more than the specific resource * **Auto-assign:** For identical resources where customer doesn't care which one they get *** ## Schedule Tab Define when this appointment type is available for booking. **To set availability:** 1. Open the **Schedule** tab 2. Click **Add a Line** 3. Configure the time slot: * **Every:** Day of the week * **From:** Start time * **To:** End time 4. Repeat to add more availability windows \[Screenshot: Schedule tab with multiple time slots] **Multiple slots per day:** Add multiple lines for the same day to create split availability. **Example: Lunch break** To avoid appointments during lunch: * Add one slot: Monday, 9:00 AM to 12:00 PM * Add another slot: Monday, 1:00 PM to 5:00 PM **Removing slots:** Click the **trash icon** next to any slot to delete it. **💡 Capacity Management:** If offering limited availability, create narrow time windows. For high-volume services, offer wide availability and rely on auto-assignment to distribute bookings. *** ## Options Tab Customize how appointments display and behave. **Front-End Display:** Choose whether to **Show Pictures** of users or resources on the booking page, or display no images for a text-only interface. **Timezone and Location:** * **Resource appointments:** Auto-fill based on resource configuration * **User appointments:** Default to online meeting with auto-generated videoconference link. Change to physical location if meetings occur in person. **Manual Confirmation:** Enable to require administrator approval before appointments are confirmed. When enabled, time slots are reserved but not confirmed until manually approved. Leave disabled for automatic confirmation. **Create Opportunities:** > **Requirement:** CRM module must be installed Automatically create CRM opportunities for each booked appointment. Useful for tracking sales pipeline from appointment bookings. **Reminders:** Select one or more reminder notifications to send to customers before appointments (e.g., "1 hour before," "1 day before"). Choose communication methods (email, SMS, etc.). **Allow Guests:** Enable to let customers invite additional attendees when booking. \[Screenshot: Options tab configuration] **💡 Sales Workflow:** Enable "Create Opportunities" for sales-focused appointments. Each booking generates a CRM opportunity assigned to the salesperson, ensuring no lead is lost. *** ## Questions Tab Collect information from customers during the booking process. **To add questions:** 1. Open the **Questions** tab 2. Click **Add a Line** 3. Configure the question: * **Question:** The text customers see * **Answer Type:** Text, multiple choice, dropdown, date, etc. * **Mandatory Answer:** Check to require an answer before booking is allowed 4. Click **Save & Close** or **Save & New** to add more \[Screenshot: Questions configuration] **Use cases for questions:** **Sales demos:** * "What products are you interested in?" * "How many employees will use the software?" * "What's your implementation timeline?" **Consultations:** * "Briefly describe your legal issue" * "Have you consulted a lawyer before?" * "Preferred consultation method: in-person or video call?" **Event bookings:** * "Number of attendees" * "Dietary restrictions" * "Special accommodations needed?" **Benefits:** Questions help you prepare for appointments and qualify leads. Answers appear in the appointment details and (if Create Opportunities is enabled) in the CRM opportunity notes. **💡 Pre-Qualification:** Use required questions to filter unqualified bookings. For example, require a minimum budget question for paid consultation services. *** ## Messages Tab Provide instructions and information to customers before and after booking. **Introduction Message:** Displayed on the booking page before customers select a time. Use this for: * Welcome message * What to expect in the appointment * Meeting agenda or topics covered * Who they'll be meeting with **Extra Message on Confirmation:** Displayed after customers complete their booking. Use this for: * Preparation instructions * What to bring * How to access the meeting (building instructions, parking details) * Cancellation policy * Thank you message \[Screenshot: Messages tab] **Example messages:** **Introduction (Product Demo):** "Welcome! Our product specialists will walk you through the platform's key features and answer your questions. Demos typically last 30 minutes. Please have any specific use cases or questions prepared." **Confirmation (Legal Consultation):** "Your consultation is confirmed! Please bring any relevant documents (contracts, correspondence, etc.). Our office is located on the 3rd floor. Free parking is available in the adjacent lot. If you need to reschedule, please contact us at least 24 hours in advance." *** ## Publishing Appointments Make appointment types available for customers to book. **To publish:** 1. Open the appointment type 2. Click the **Go to Website** smart button 3. Toggle the **Unpublished** switch to **Published** The appointment booking page is now live on your website. \[Screenshot: Published appointment booking page] **Sharing the booking link:** Copy the URL from the booking page and share it: * In email signatures * On business cards * In marketing materials * In support responses * On social media **Unpublishing:** Toggle the switch back to **Unpublished** to temporarily hide the appointment type without deleting it. **💡 Multiple Appointment Types:** Create different appointment types for different purposes. "15-Min Quick Questions" for brief inquiries, "45-Min Product Demo" for full demonstrations, "2-Hour Strategy Session" for in-depth consultations. *** ## CRM Integration Automatically generate sales opportunities from booked appointments. > **Requirement:** CRM module must be installed ### Enabling Opportunity Creation **To link appointments to CRM:** 1. Create or edit an appointment type 2. Open the **Options** tab 3. Enable **Create Opportunities** 4. Save the appointment type Every new booking now creates a CRM opportunity. ### How It Works When a customer books an appointment: 1. A new opportunity is created in CRM 2. Customer contact information populates the opportunity 3. Answers to appointment questions appear in **Internal Notes** 4. The scheduled appointment links in the activity feed 5. **Salesperson assignment:** * **User-based appointments:** The selected user becomes the salesperson * **Resource-based appointments:** The user who created the appointment type becomes the salesperson \[Screenshot: CRM opportunity from appointment] ### Viewing Generated Opportunities **To see opportunities from appointments:** 1. Navigate to **CRM** dashboard 2. Remove any default filters 3. Browse or search for opportunities 4. Click an opportunity to open it **Opportunity details include:** * Contact information from booking form * Question answers in Internal Notes tab * Linked appointment in activity feed **💡 Sales Follow-Up:** Review appointment-generated opportunities before the scheduled meeting. Answers to questions provide context for personalizing the conversation and closing the deal. *** ## Best Practices ### Create Specific Appointment Types Don't use one generic appointment type for all purposes. Create targeted types for different scenarios (demos, consultations, support calls, interviews). ### Set Realistic Pre-Booking Times Allow enough lead time for preparation. Sales demos might need 4 hours notice, while simple office hours could allow 30 minutes. ### Use Questions Strategically Don't overwhelm customers with too many questions. Limit to 3-5 essential questions that genuinely help you prepare. ### Provide Clear Introduction Messages Set expectations about what the appointment covers, how long it lasts, and what customers should prepare. ### Configure Appropriate Reminder Times Send reminders far enough in advance for customers to adjust schedules (24 hours) plus a last-minute reminder (1 hour). ### Enable Manual Confirmation for High-Touch Services For expensive or complex services, require manual approval to ensure appointments align with capacity and expertise. ### Link to CRM for Sales Appointments Always enable "Create Opportunities" for sales-focused bookings. Never lose a lead from an appointment request. ### Adjust Scheduling Windows Seasonally Update "Within a date range" settings for seasonal services or event-based offerings. ### Test the Booking Experience Walk through the customer booking flow yourself. Ensure questions make sense, messages are clear, and confirmation emails are professional. ### Monitor Resource Utilization Review resource booking patterns. If certain resources are always booked while others sit empty, adjust pricing, marketing, or capacity. *** ## Related Documentation * [Calendar](Calendar.md) - Manage appointments in calendar view * [CRM](../03_Sales/CRM.md) - Track opportunities from appointments * [Website](../04_Websites/Website.md) - Publish appointment booking pages * [Sales](../03_Sales/Sales_Orders.md) - Sell paid appointment services *** ## Need Help? **Ask Your Knowlix:** * "Create an appointment type for 30-minute product demos" * "Show me all appointments scheduled for tomorrow" * "Add a question to the Sales Consultation appointment asking about budget" * "Publish the Legal Consultation appointment type" * "Which meeting room has the most bookings this week?" **Contact Support:** For questions about appointment configuration, CRM integration, resource management, or booking page customization, contact Knowlix support through the Help menu. # Calendar Source: https://docs.knowlix.ai/productivity/calendar Knowlix Calendar centralizes scheduling and time management across your organization. View personal appointments, team meetings, and project milestones in a unified interface that syncs with external calendar services. The Calendar module integrates with other Knowlix applications to schedule employee appraisals, coordinate project work, plan customer meetings, and manage any time-based activity. Create events directly from customer records, support tickets, or project tasks to maintain context. Sync with external calendar providers (Google Calendar, Outlook) for two-way synchronization. Updates made in either system automatically reflect in the other, ensuring your schedule stays current regardless of where changes originate. **💡 Pro Tip:** Ask Your Knowlix for calendar management: *"Schedule a team meeting for Friday at 2 PM"* or *"Show me my calendar for next week"* *** ## Calendar Views Access your schedule in different time scales depending on your planning needs. ### Available Views **To switch views:** Click the view dropdown at the top (displays current view: Day, Week, Month, or Year). **Day view:** Hourly breakdown of a single day. Best for detailed scheduling and avoiding conflicts. **Week view:** Seven-day overview showing workweek or full week. Ideal for short-term planning. **Month view:** Entire month at a glance. Good for identifying busy periods and long-range planning. **Year view:** All twelve months displayed. Useful for annual planning and identifying seasonal patterns. \[Screenshot: Calendar view options] **View options:** Toggle **Show Weekends** on or off depending on whether you want weekends displayed in week and month views. **Navigation:** * Click the **arrow buttons** (← →) to move between time periods * Click **Today** to jump to the current date **💡 Planning Workflow:** Start each week in Month view to identify the week ahead. Switch to Week view for detailed planning. Use Day view when scheduling complex multi-meeting days. *** ## Syncing External Calendars Connect Knowlix with Google Calendar, Outlook, or other calendar services for unified scheduling. ### Sync Configuration **To set up calendar synchronization:** 1. Navigate to **Calendar → Configuration → Settings** 2. Configure credentials for your calendar provider: * **Client ID:** Provided by your calendar service * **Client Secret:** Authentication key from your calendar provider 3. Optional: Enable **Pause Synchronization** to temporarily stop syncing without removing credentials (useful for testing) 4. Click **Save** \[Screenshot: Calendar sync settings] **Setting up credentials:** Each calendar service (Google, Outlook, etc.) requires you to register Knowlix as an authorized application. This typically involves: 1. Creating an app registration in the calendar provider's developer console 2. Generating OAuth credentials (Client ID and Secret) 3. Configuring authorized redirect URLs 4. Copying credentials into Knowlix settings Consult your calendar provider's documentation for detailed setup instructions. ### How Synchronization Works Once configured, synchronization is bidirectional: **Events created in Knowlix:** * Appear in your external calendar * Send invitations to attendees via the external service * Include all event details (title, time, location, description) **Events created in external calendar:** * Appear in Knowlix Calendar * Sync attendee lists * Update if modified externally **Synchronization triggers:** Sync occurs automatically when: * You create, edit, or delete an event in Knowlix * Changes are detected in your external calendar (typically every few minutes) * You click the sync button in Knowlix Calendar \[Screenshot: Sync button in calendar] **💡 Testing Recommendation:** Test synchronization with a non-production calendar first. Create test events, modify them, and delete them to confirm sync works as expected before connecting your primary calendar. > **Important:** When you delete an event in Knowlix, external calendar services send cancellation notices to all attendees. Same applies when adding or removing attendees from existing events. *** ## Creating Events from Records Schedule meetings and calls directly from customer records, opportunities, tasks, or any module without switching to the Calendar app. ### Using the Activity Panel Most record forms include an activity panel for scheduling time-based actions. **To create an event from a record:** 1. Open any record (CRM opportunity, Project task, Support ticket, etc.) 2. Click the **Activities** button in the activity panel 3. In the **Schedule Activity** popup, select an activity type that links to Calendar: * **Meeting** * **Call** * **Demo** * Or other calendar-linked activity types 4. Configure the activity 5. Choose an option: * **Open Calendar:** Navigate to the Calendar app to finalize scheduling * **Schedule & Mark as Done:** Create and immediately close the activity * **Done & Schedule Next:** Create this activity and open a form for another \[Screenshot: Schedule activity from CRM opportunity] **Context preservation:** Events created from records include a link back to the originating record. When you view the event in Calendar, you can click through to the customer, task, or ticket for full context. **💡 Sales Workflow:** While discussing a deal with a customer, schedule the follow-up call directly from the CRM opportunity. The call appears on your calendar with a link to the opportunity for pre-call review. *** ## Creating Events in Calendar Build events directly in the Calendar module for meetings without a specific record context. ### Quick Event Creation **To create an event:** 1. Open the **Calendar** app 2. Click on the target **date** (and time, in Day or Week view) 3. The **New Event** popup appears 4. Enter an **event title** 5. Configure basic details: * **Start:** Auto-filled with clicked date/time (editable) * **End:** Set the end date/time for multi-day or timed events * **All Day:** Check for events without specific start/end times * **Attendees:** Add participants (starts with you by default) * **Videocall URL:** Paste a meeting link or click **Knowlix Meeting** to generate one * **Description:** Add notes or agenda 6. Choose how to save: * **Save & Close:** Create the event * **More Options:** Open the full event form for advanced configuration \[Screenshot: Quick event creation popup] **💡 Quick Scheduling:** Click directly on time slots in Day or Week view to create events at specific times. In Month view, clicking a date creates an all-day event by default. ### Advanced Event Configuration Click **More Options** to access the full event form with additional settings: **Duration:** Set the length in hours or toggle **All Day** mode. **Recurrent:** Enable to create repeating events. When checked, additional fields appear: * **Timezone:** Specify the timezone for the meeting * **Repeat:** Daily, Weekly, Monthly, or Yearly * **Repeat Configuration:** Depends on selected frequency (e.g., "Every Monday" for weekly) * **Until:** Number of repetitions, specific end date, or Forever **Tags:** Categorize events for filtering (e.g., "Customer Meeting," "Internal Review," "Team Building"). **Appointment:** Link to appointment booking systems for customer scheduling. **Privacy:** Control event visibility to other users. **Organizer:** Defaults to you. Change if creating events on behalf of someone else. **Reminders:** Set notification preferences. Choose default reminders or configure custom alerts. \[Screenshot: Advanced event configuration form] **💡 Recurring Meeting Setup:** For weekly team standups, create a recurring event. Set it to repeat every Monday at 9 AM until the end of the quarter. All occurrences appear on the calendar, and you can modify individual instances if needed. *** ## Coordinating Team Availability View multiple calendars simultaneously to find meeting times that work for all attendees. ### Viewing Team Calendars **To check availability:** 1. Open the **Calendar** app 2. Enable the **Attendees** checkbox 3. Team members appear in the sidebar 4. Check or uncheck individual team members to show or hide their calendars All selected calendars overlay on the main view, showing occupied time blocks for each person. \[Screenshot: Multiple calendars displayed] **Color coding:** Each person's events appear in a different color for easy visual distinction. **Finding free time:** Scan the combined view for time slots where all desired attendees have no conflicts. Click the free slot to create a meeting. **💡 Scheduling Strategy:** When planning a meeting with 5+ people, enable all their calendars first. Find a free slot that works for everyone before sending invitations. Reduces back-and-forth rescheduling. *** ## Sharing Your Availability Create booking links that allow others to schedule time with you based on your available slots. ### Creating Availability Slots **To share your availability:** 1. Open the **Calendar** app 2. Click **Share Availabilities** at the top 3. Switch to **Day view** (required for selection) 4. Click and drag on the calendar to select available time slots 5. Repeat to add multiple availability windows 6. Click the **Open** button to configure the appointment \[Screenshot: Selecting availability time slots] **Removing time slots:** Hover over a selected availability block and click the **trash icon** that appears. ### Configuring Appointment Settings The appointment form controls how others book time with you. **Scheduling constraints:** **Minimum Lead Time:** Require appointments to be booked at least X hours in advance (e.g., "01:00" for one hour minimum notice). **Cancellation Window:** Allow cancellations up to X hours before the appointment. **Availability On:** Choose what attendees book: * **Users:** Meetings with specific people * **Resources:** Physical resources like meeting rooms, equipment, or tables **Front-End Display:** Show pictures of users or resources on the booking page, or display no pictures. **Manage Capacities:** (For resources only) Limit how many people can book the same resource simultaneously. **Assignment Method:** Control booking flow: * Pick User/Resource then Time * Select Time then User/Resource * Select Time then auto-assign (resources only) \[Screenshot: Appointment configuration form] ### Schedule Tab Add specific time slots when you're available. **To add time slots:** 1. Open the **Schedule** tab 2. Click **Add a Line** 3. Set **From** date and time 4. Set **To** date and time 5. Repeat for all available windows \[Screenshot: Schedule tab with time slots] ### Options Tab Configure additional appointment behaviors: **Website:** Select which website displays the booking page (multi-website environments). **Timezone:** Defaults to company timezone. Change if offering appointments in a different timezone. **Location:** Set a physical location. Leave blank for online-only meetings. **Videoconference Link:** Choose between Knowlix-generated meeting links, third-party services, or no video link. **Manual Confirmation:** (Resources only) Require administrator approval for bookings above a certain capacity percentage. **Up-front Payment:** Require payment before confirming bookings. Links to payment provider configuration. **Limit to Work Hours:** (Users only) Restrict bookable times to the selected users' defined working hours. **Create Opportunities:** Automatically generate CRM opportunities for each booked appointment. **Reminders:** Send notification emails before appointments. **Confirmation Email:** Automatically email attendees when appointments are confirmed. **Cancellation Email:** Automatically email attendees if appointments are canceled. **CC To:** Add contacts who receive notifications but aren't attendees. **Allow Guests:** Let attendees invite additional people to appointments. \[Screenshot: Appointment options configuration] ### Questions Tab Collect information from attendees when they book. **To add questions:** 1. Open the **Questions** tab 2. Click **Add a Line** 3. Enter the **Question** text 4. Select a **Question Type** (text, multiple choice, date, etc.) 5. Optional: Add a **Placeholder** answer 6. Check **Required Answer** to make the question mandatory Questions appear on the booking page. Attendee responses are included with the appointment details. \[Screenshot: Custom questions on appointment form] ### Messages Tab Customize text displayed during the booking process. **Introduction Message:** Appears on the initial booking page. Use this for instructions, welcome text, or important information. **Extra Message on Confirmation:** Displays after attendees complete their booking. Use for next steps, preparation instructions, or thank you messages. \[Screenshot: Messages tab] ### Publishing Availability **To make availability bookable:** 1. Click **Preview** to see how the booking page looks 2. Once satisfied, choose a publishing method: * **Share:** Generate a direct link to copy and send via email, chat, etc. * **Publish:** Publish the booking page on your Knowlix website for public access Anyone with the share link (or visiting the published page) can book appointments during your available times. \[Screenshot: Published appointment booking page] **💡 Customer Service Use:** Create availability slots for product demos, support consultations, or onboarding calls. Share the booking link with customers so they self-schedule without email back-and-forth. *** ## Best Practices ### Sync Only One Calendar per User Avoid syncing multiple external calendars for the same user. This causes duplicate events and synchronization conflicts. ### Use All-Day Events Sparingly Reserve all-day events for actual full-day activities (conferences, vacations). For meetings without specific times, use timed events with tentative times. ### Tag Events Consistently Create a standard tag taxonomy (Meeting Types, Departments, Priorities). Consistent tagging improves filtering and calendar organization. ### Set Reminders on Important Events Don't rely on memory for critical meetings. Configure default reminder notifications for all events, with earlier reminders for high-stakes meetings. ### Check Team Availability Before Scheduling Always view attendee calendars before scheduling group meetings. Finding a free slot the first time prevents rescheduling cycles. ### Create Recurring Events for Standing Meetings Set up weekly standups, monthly reviews, or quarterly planning sessions as recurring events. Saves time and ensures they're never missed. ### Limit Shared Availability to Focused Time When sharing availability for bookings, only offer time you're actually prepared to take meetings. Don't offer every open calendar slot. ### Include Video Links on Remote Meetings Always add videoconference links to remote meetings at creation time. Adding links later often leads to last-minute scrambles. ### Review Calendar Weekly Spend 15 minutes each Friday reviewing the upcoming week. Identify scheduling conflicts, prepare for meetings, and adjust as needed. ### Use Privacy Settings for Sensitive Events Mark confidential meetings (HR discussions, legal matters, strategy sessions) as private to hide details from general calendar views. *** ## Related Documentation * [Activities](../01_Essentials/Activities.md) - Schedule and manage activities * [Appointments](Appointments.md) - Advanced appointment booking * [Discuss](Discuss.md) - Video conferencing for calendar events * [Projects](../08_Services/Project.md) - Link events to project milestones * [CRM](../03_Sales/CRM.md) - Schedule customer meetings from opportunities *** ## Need Help? **Ask Your Knowlix:** * "Schedule a team meeting for next Monday at 10 AM" * "Show me my calendar for this week" * "Create a recurring event for weekly standup every Friday" * "Find a time when Sarah, John, and I are all available" * "Share my availability for customer demos next week" **Contact Support:** For questions about calendar synchronization, appointment booking configuration, or advanced scheduling features, contact Knowlix support through the Help menu. # Dashboards Source: https://docs.knowlix.ai/productivity/dashboards Knowlix Dashboards provide real-time business intelligence through customizable data visualization. Monitor key metrics, analyze trends, and make data-driven decisions with interactive charts, tables, and reports centralized in dedicated dashboard views. Dashboards connect directly to your operational database through dynamic data sources. Every time you open a dashboard, the system retrieves current data from CRM, Sales, Inventory, HR, Finance, and other modules. Changes to your business data reflect immediately in dashboard visualizations. Spreadsheets form the foundation for dashboards. Insert lists, pivot tables, and charts from any module into spreadsheets, design visualizations with global filters and conditional formatting, then convert the spreadsheet to a published dashboard accessible to your team. Users with appropriate permissions can interact with dashboards through filtering, drill down into underlying records by clicking chart data points or table values, and share frozen snapshots with internal or external stakeholders who lack database access. **💡 Pro Tip:** Ask Your Knowlix for dashboard operations: *"Show me the sales dashboard"* or *"Add the inventory aging chart to a new dashboard"* *** ## Standard Pre-Built Dashboards Knowlix includes ready-to-use dashboards for common business intelligence needs. ### Available Standard Dashboards Standard dashboards appear automatically based on installed modules: **Sales Dashboard:** Tracks quotations, confirmed orders, revenue, and average order values. Displays monthly sales trends, top-performing products and salespeople, leading customers, and geographic distribution of sales. **Inventory Dashboard:** Monitors stock levels, turnover rates, aging inventory, and supplier performance. Visualizes stock movements, warehouse utilization, and reorder point status. **CRM Dashboard:** Analyzes pipeline health, conversion rates, opportunity values, and sales cycle duration. Shows win/loss ratios, activity completion rates, and lead sources. **Finance Dashboard:** Presents accounts receivable and payable aging, cash flow projections, profitability metrics, and budget vs. actual comparisons. **HR Dashboard:** Displays headcount trends, recruitment pipeline status, time-off balances, attendance patterns, and performance review completion rates. \[Screenshot: Sales dashboard with charts and filters] ### Interacting with Standard Dashboards **Global filters:** Most dashboards include filters at the top for narrowing displayed data: * **Date Period:** Last 7 days, Last 30 days, Last 90 days, This Month, This Quarter, This Year, or custom date ranges * **Teams:** Sales teams, support teams, or project teams depending on dashboard context * **Products:** Specific products, product categories, or product lines * **Customers:** Individual customers, customer segments, or geographic regions * **Employees:** Salespeople, technicians, managers, or departments Changing filter values refreshes all dashboard elements simultaneously. **Drilling down into data:** Click any data point in charts or values in tables to view the underlying records. For example, clicking a salesperson's bar in a revenue chart opens their sales orders. Clicking a product name in a top-selling products table shows that product's order lines. **Accessing source views:** Click the title of any chart or table to open the database view from which the data is sourced. This provides deeper analysis capabilities beyond dashboard visualization. Use breadcrumbs to navigate back to the dashboard. \[Screenshot: Clicking chart data point to drill down] **💡 Dashboard Navigation:** Use dashboards for high-level overview and trend identification. When you need detailed analysis, drill into the underlying data or source views for full Knowlix reporting capabilities. ### Customizing Standard Dashboards > **Important:** Standard dashboards reinstall during system upgrades, overwriting any customizations. Always duplicate standard dashboards before customizing them. **To duplicate a standard dashboard:** 1. Navigate to **Dashboards → Configuration → Dashboards** 2. Open the dashboard section containing the dashboard 3. Click **Edit** on the dashboard line 4. In the spreadsheet, click **File → Make a copy** 5. Rename the duplicate 6. Navigate back to the section overview 7. Delete or rename the original if desired Customizations to the duplicate persist through system upgrades. *** ## Dashboard Sections and Organization Dashboards organize into sections in the left panel. ### Managing Dashboard Sections **Creating sections:** 1. Navigate to **Dashboards → Configuration → Dashboards** 2. Click **New** 3. Enter the section name (e.g., "Executive", "Operations", "Team Reports") 4. (Optional) Click **Add a spreadsheet** to create a dashboard in this section immediately 5. Save **Reordering sections:** Use the drag handle icon to move sections up or down in the list. The order affects the left panel display in the main Dashboards view. **Duplicating sections:** 1. Select a section name 2. Click the **Actions** button 3. Select **Duplicate** Dashboards within the section are NOT duplicated, only the section structure. **Deleting sections:** 1. Select a section name 2. Click **Actions** 3. Select **Delete** > **Note:** Standard pre-installed sections cannot be deleted. Custom sections can be removed entirely. \[Screenshot: Dashboard section management] ### Managing Dashboards within Sections Click a section to view its dashboards. Available operations: **Reordering dashboards:** Drag dashboards up or down within the section using the drag handle icon. **Editing dashboard properties:** * **Name:** Click the dashboard name to edit * **Access Groups:** Add or remove user groups who can view the dashboard * **Company:** (Multi-company databases only) Restrict dashboard visibility to specific companies * **Published Status:** Toggle "Is Published" to show or hide dashboards **Opening for editing:** Click the **Edit** button to open the dashboard's underlying spreadsheet for customization. **Deleting dashboards:** Click the trash icon. Standard dashboards automatically reinstall during upgrades, so deletion is temporary for pre-built dashboards. **Adding new dashboards to sections:** Click **Add a spreadsheet** and choose: * **Existing spreadsheet:** Convert a spreadsheet from Documents into a dashboard * **Blank spreadsheet:** Start building a dashboard from scratch \[Screenshot: Dashboard management within section] *** ## Access Control and Permissions Dashboard visibility and data access are controlled separately. ### Viewing Dashboard Access **Dashboard visibility:** Users see dashboards based on user group membership. Configure which groups can access each dashboard in the dashboard configuration settings. **To grant dashboard access to a group:** 1. Navigate to **Dashboards → Configuration → Dashboards** 2. Open the relevant section 3. In the **Group** column for the dashboard, click the field 4. Select the user group from the dropdown (click **Search More** for full list) 5. Save **To revoke dashboard access:** Click the group name, then click the delete icon. **Administrator access:** Users with "Dashboards / Admin" access rights see all dashboards regardless of group configuration. \[Screenshot: Group access configuration] ### Data Visibility within Dashboards Even if a user can access a dashboard, they may not see all expected data. Data visibility depends on the user's access rights to the source database models and any record rules restricting access. **Example scenario:** A user with "Sales / User: Own Documents Only" permission accesses the Sales dashboard. They see only data related to their own sales, not the full team's performance. The dashboard displays, but contains limited information. **Best practice:** When granting dashboard access to user groups, verify that group members have appropriate database access rights to see meaningful data. Granting dashboard access to users who can't see the underlying data creates misleading incomplete dashboards. ### Sharing Dashboard Snapshots Share frozen static versions of dashboards with users who lack database access or external stakeholders. **To share a dashboard snapshot:** 1. Open the dashboard 2. Click **Share** in the top-right corner 3. Click the copy icon to copy the shareable link The link provides access to a read-only snapshot with current data values frozen at the time of sharing. Dynamic database connections and filters are disabled in snapshots. \[Screenshot: Share dashboard snapshot dialog] **💡 External Sharing:** Use snapshots for board presentations, investor reports, or client briefings where recipients need to see data but shouldn't access the live database. *** ## Building Custom Dashboards Create dashboards tailored to specific business needs. ### Dashboard Creation Process Building dashboards involves three phases: preparation, data integration, and visualization. **Phase 1: Preparation** Define dashboard objectives: * What business questions does this dashboard answer? * What metrics indicate success or problems? * Who is the audience and what decisions will they make with this data? * How often will users consult this dashboard? Identify data sources: * Which modules contain the relevant data? * What view types best present this information (lists, pivots, charts)? * Are calculations or custom metrics needed? * How should data be filtered by default? Prepare source views: * Configure filters to show relevant records only * Select appropriate dimensions and measures for pivot tables * Choose visible fields for lists * Set default time periods \[Screenshot: Planning dashboard with notes] **Phase 2: Data Integration** Insert data sources into spreadsheets: 1. Open the relevant view (list, pivot, graph) in its module 2. Click **Actions → Spreadsheet → Insert in spreadsheet** (or **Insert in Spreadsheet** for pivots/graphs) 3. Choose **Blank spreadsheet** or select an existing spreadsheet 4. Confirm insertion Manipulate data as needed: * Use standard spreadsheet functions (SUM, AVERAGE, IF, etc.) * Apply database-specific functions to retrieve additional data * Convert static pivots to dynamic pivots for in-spreadsheet manipulation * Create calculated metrics combining multiple data sources * Reference cells across sheets for complex analyses \[Screenshot: Data sources inserted in spreadsheet] **Phase 3: Visualization and Publishing** Design the dashboard layout: * Position tables and charts on the first sheet (dashboard front end) * Add clear headings and descriptive labels * Apply text formatting, colors, and conditional formatting to highlight key metrics * Choose appropriate chart types for each data set (bar, line, pie, scatter, etc.) * Add clickable links to relevant views or other sheets within the dashboard Create global filters: Configure filters that apply across all dashboard elements, allowing users to customize their view. Common filter types include date ranges, teams, products, customers, and regions. Convert to dashboard: 1. Click **File → Add to dashboard** 2. Enter the dashboard name 3. Select the dashboard section (or create a new section) 4. Set access groups 5. Click **Create** The spreadsheet disappears from Documents and becomes accessible only through the Dashboards module. \[Screenshot: Convert spreadsheet to dashboard dialog] **Multi-page dashboards:** Use clickable links to other sheets within the same spreadsheet to create multi-page dashboards. Users navigate between pages via links on the front page. Global filters apply across all pages. **💡 Your Knowlix:** *"Create a new dashboard showing this quarter's sales by region"* *** ## Customizing Existing Dashboards Modify dashboards by editing their underlying spreadsheets. ### Opening Dashboard Spreadsheets **To access a dashboard's spreadsheet:** 1. Navigate to **Dashboards → Configuration → Dashboards** 2. Open the relevant section 3. Click **Edit** on the dashboard line The spreadsheet opens with at least two sheets: * **Sheet 1:** Front end of the dashboard (what users see) * **Sheet 2+:** Data tables, calculation sheets, or additional dashboard pages \[Screenshot: Dashboard spreadsheet with multiple sheets] **Temporarily unpublishing:** Before making major changes, disable "Is Published" to prevent users from seeing the dashboard during editing. Re-enable when customization is complete. **Read-only access:** Users without admin rights can open dashboard spreadsheets in read-only mode to understand data sources and calculations without editing capability. ### Adding Elements **New visualizations from existing data:** Create additional charts or tables using data already in the spreadsheet. Existing data sources continue updating automatically. **New data sources:** Insert additional lists, pivots, or charts from other modules: 1. Open the relevant view in its source module 2. Insert into the dashboard's spreadsheet (select **Dashboards** tab in the insert dialog) 3. Confirm insertion 4. The data appears in a new sheet (lists/pivots) or on the first sheet (charts) **Global filters:** Add new filters or modify existing filters in the Data menu of the spreadsheet. Configure which data sources respond to each filter. **Clickable links:** Add navigation links to cells or charts, pointing to menus, URLs, or other sheets within the dashboard. \[Screenshot: Adding new chart to dashboard] ### Removing Elements Delete unnecessary tables, charts, or filters from the spreadsheet. **Important:** After deleting dashboard elements, check the Data menu for warning icons indicating orphaned data sources (data sources no longer used by any spreadsheet element). Delete orphaned data sources to improve performance. *** ## My Dashboard - Personal View Consolidation My Dashboard provides a personalized view collecting your most-used views from across all modules. ### Adding Views to My Dashboard Most view types can be added: lists, kanban, maps, calendars, cohorts, gantt, pivots, and graphs. **To add a view:** 1. Open the desired view in any module 2. Click the **Actions** icon next to the view name 3. Select **Dashboard** 4. Under "Add to my Dashboard," rename if desired 5. Click **Add** 6. Refresh the page The view appears as a widget in My Dashboard within the Dashboards module. \[Screenshot: Adding view to My Dashboard] **Dynamic functionality:** Views in My Dashboard remain fully interactive: * Sort lists by clicking column headers * Change pivot dimensions and measures * Switch chart types in graph views * Click values to access underlying records **Limitation:** Filtering and grouping (domain) cannot be changed within My Dashboard. To modify filters, change them in the source view, then re-add the view to My Dashboard and delete the old version. ### Customizing My Dashboard Layout **Layout options:** Click **Change Layout** in the top-right corner to select single-column, two-column, or three-column layouts. Multi-column layouts show column boundaries at the bottom of the page. **Widget management:** * **Collapse widgets:** Click the minimize icon to show only the widget title * **Expand widgets:** Click the maximize icon to show full widget content * **Move widgets:** Drag and drop widgets to reposition within or between columns * **Remove widgets:** Click the remove icon to delete from My Dashboard \[Screenshot: My Dashboard with multiple widgets] **💡 Use Case:** A sales manager adds to My Dashboard: today's overdue opportunities (list), this month's pipeline (pivot), and this quarter's revenue trend (graph). One-click access to critical metrics without navigating through multiple modules. *** ## Best Practices ### Duplicate Before Customizing Standard Dashboards Never edit standard dashboards directly. System upgrades reinstall them, destroying your customizations. Always create duplicates first. ### Grant Appropriate Data Access with Dashboard Access Verify that user groups granted dashboard access have permissions to see the underlying data. A sales team dashboard is useless if users can't access sales data. ### Use Clear, Descriptive Headings Dashboard users should understand what each chart or table represents without explanations. Use complete descriptive titles, not abbreviations or internal jargon. ### Configure Sensible Default Filters Set global filter defaults to the most commonly used values. "Last 90 Days" works well for most dashboards. Users can adjust as needed. ### Limit Dashboard Complexity Don't cram too many metrics onto one dashboard page. 4-6 key visualizations per page maintain readability. Create multi-page dashboards for comprehensive topics. ### Test Dashboard Performance After adding multiple data sources, test dashboard load times. Too many large data sources slow performance. Consider filtering source data more aggressively or splitting into multiple dashboards. ### Use Appropriate Chart Types Bar charts compare categories, line charts show trends over time, pie charts display proportions, and scatter plots reveal correlations. Choose chart types that match the insight you're communicating. ### Apply Conditional Formatting for Quick Identification Use color coding to highlight values above or below thresholds. Red for below target, green for above target, yellow for approaching limits. Visual cues accelerate interpretation. ### Document Complex Calculations Add comments or text fields explaining calculated metrics, especially those combining multiple data sources. Future editors (or your future self) need to understand the logic. ### Refresh My Dashboard Regularly Remove widgets from My Dashboard when they're no longer relevant. Keep only actively used views to maintain a clean, focused personal dashboard. ### Share Snapshots for External Reporting Use snapshot sharing for external stakeholders, board reports, and presentations. Don't grant full database access when static reports suffice. ### Schedule Regular Dashboard Reviews Review dashboards quarterly to ensure they still answer relevant business questions. Business priorities change, and dashboards should evolve accordingly. *** ## Related Documentation * [Spreadsheet](Spreadsheet.md) - Build dashboard foundations * [Reporting](../01_Essentials/Reporting.md) - Database reporting capabilities * [Data Cleaning](Data_cleaning.md) - Prepare quality data for dashboards * [CRM](../03_Sales/CRM.md) - Sales dashboard data sources *** ## Need Help? **Ask Your Knowlix:** * "Show me the sales dashboard" * "Add this pivot table to a new executive dashboard" * "Create a dashboard showing inventory levels by warehouse" * "Duplicate the finance dashboard for Q4 analysis" * "Add the opportunities pipeline view to My Dashboard" * "Share a snapshot of the revenue dashboard" **Contact Support:** For questions about dashboard performance optimization, complex calculated metrics, global filter configuration, or multi-page dashboard design, contact Knowlix support through the Help menu. # Data Cleaning Source: https://docs.knowlix.ai/productivity/data-cleaning Knowlix Data Quality Management maintains database integrity through automated and manual cleanup processes. Remove duplicate records, archive outdated information, standardize text formatting, and ensure consistent data quality across all modules. Three core capabilities address common data quality challenges: **Deduplication:** Identify and merge duplicate contacts, leads, opportunities, products, or other records. Automated similarity matching finds near-duplicates with configurable matching rules. Merge duplicates while preserving related records and communication history. **Record Recycling:** Automatically archive or delete obsolete records based on age and inactivity. Configure rules to clean old archived leads, expired opportunities, inactive products, or historical data no longer needed for operations. **Field Formatting:** Standardize text data across the database. Trim extra spaces, enforce capitalization rules, format phone numbers to international standards, and convert HTML content to plain text. Maintain consistent formatting without manual editing. **💡 Pro Tip:** Ask Your Knowlix for data quality tasks: *"Find duplicate contacts"* or *"Show me archived opportunities older than 1 year"* *** ## Deduplication System Identify and merge duplicate records to eliminate data redundancy. ### Viewing Duplicates The Duplicates dashboard groups similar records detected by deduplication rules. **To access duplicates:** Navigate to **Data Cleaning → Deduplication** The left sidebar shows active deduplication rules with the count of duplicates detected by each rule. \[Screenshot: Duplicates dashboard with rule sidebar] **Duplicate groupings display:** * **Similarity Rating:** Percentage match between records (higher = more similar) * **Created On:** Original record creation date * **Name:** Record title or identifier * **Field Values:** Values from fields used for duplicate detection * **Used In:** Other models referencing this record * **ID:** Unique database identifier * **Is Master:** Designates which record becomes the merge target **Filtering by rule:** Click a specific rule in the sidebar to show only duplicates detected by that rule. The "All" option shows duplicates from all active rules. ### Merging Duplicate Records **To merge duplicates:** 1. Review the grouped similar records 2. Select one record as the **master** (the record that will remain after merging) 3. Click **Merge** at the top of the grouping 4. Click **OK** to confirm The master record absorbs all data from similar records. Related records (activities, emails, notes, linked documents) transfer to the master. Similar records are archived or deleted based on rule configuration. **Post-merge logging:** A message logs in the master record's activity feed describing the merge, including which records were merged and when. Some record types include links to archived records for reference. \[Screenshot: Merge confirmation dialog] **Discarding groupings:** If records aren't actually duplicates (false positives), click **DISCARD** to hide the grouping. Discarded groupings don't appear again unless you remove the discard filter. **Viewing discarded groupings:** Use the "Discarded" search filter to review previously discarded groupings. **💡 Merge Strategy:** Always choose the most complete record as the master. If one record has more fields filled in, contact history, or linked documents, make it the master to preserve maximum information. ### Deduplication Rules Configure rules defining how duplicate detection works. **To manage deduplication rules:** Navigate to **Data Cleaning → Configuration → Deduplication** **Creating or editing rules:** 1. Click **New** or select an existing rule 2. Configure rule settings: * **Model:** Which record type to scan (Contacts, Leads, Products, etc.) * **Domain:** (Optional) Filter which records within the model are eligible * **Duplicate Removal:** Archive or Delete merged records * **Merge Mode:** Manual (requires review) or Automatic (merges without approval) * **Similarity Threshold:** (Automatic mode only) Minimum similarity percentage for auto-merge * **Active:** Enable or disable the rule 3. Add at least one deduplication rule line: * **Unique ID Field:** Which field to compare (Name, Email, Phone, etc.) * **Match If:** Matching criteria (Exact Match or Case/Accent Insensitive Match) 4. Save the rule \[Screenshot: Deduplication rule configuration] **Rule execution:** * Rules run automatically daily via scheduled tasks * Manually trigger any rule by opening it and clicking **Deduplicate** * The **Duplicates** smart button shows how many duplicates were found **Advanced configuration:** Enable developer mode for additional options: * **Suggestion Threshold:** Minimum similarity to suggest duplicates (below this threshold, no suggestion) * **Cross-Company:** (Multi-company databases) Allow duplicate detection across companies **Example rule configuration:** Deduplicate contacts with matching emails: * Model: Contact * Domain: (empty - all contacts) * Duplicate Removal: Archive * Merge Mode: Manual * Unique ID Field: Email * Match If: Case/Accent Insensitive Match **💡 Your Knowlix:** *"Create a deduplication rule for leads with matching phone numbers"* *** ## Record Recycling Automatically identify and remove outdated records. ### Viewing Recyclable Records The Recycle Records dashboard lists records matching recycle rule criteria. **To access recyclable records:** Navigate to **Data Cleaning → Recycle Records** The left sidebar displays active recycle rules. **Record display columns:** * **Record ID:** Unique identifier * **Record Name:** Record title **Filtering by rule:** Click a rule in the sidebar to show only records detected by that rule. "All" shows records from all rules. \[Screenshot: Recycle records dashboard] ### Recycling Records **To recycle a record:** Click the **Validate** button on the record row. The record is archived or deleted based on rule configuration. **Discarding records:** Click **Discard** if a record shouldn't be recycled. Discarded records won't appear in future scans by that rule. **Viewing discarded records:** Use the "Discarded" search filter to see previously discarded records. ### Recycle Rules Configure rules for identifying outdated records. **To create recycle rules:** Navigate to **Data Cleaning → Configuration → Recycle Records** No default rules exist. Click **New** to create one. **Rule configuration:** 1. Select **Model** (record type to scan) 2. (Optional) Set **Filter** to narrow eligible records 3. Configure time criteria: * **Time Field:** Which date field determines record age (Last Updated, Created Date, etc.) * **Delta:** Time period value (e.g., 7, 30, 365) * **Delta Unit:** Time unit (Days, Weeks, Months, Years) 4. Choose **Recycle Mode:** * **Manual:** Requires review before recycling * **Automatic:** Recycles without approval 5. Select **Recycle Action:** * **Archive:** Move records to archived state * **Delete:** Permanently remove from database 6. (Delete only) **Include Archived:** Also delete already-archived records matching criteria 7. Save the rule \[Screenshot: Recycle rule configuration] **Manual rule execution:** Open any rule and click **Run Now** to execute immediately. The **Records** smart button shows detected records. **Example rule:** Delete archived lost opportunities not updated in 1 year with "Too Expensive" lost reason: * Model: Lead/Opportunity * Filter: Active is not set AND Lost Reason is "Too Expensive" * Time Field: Last Updated on * Delta: 1 * Delta Unit: Years * Recycle Mode: Automatic * Recycle Action: Delete * Include Archived: Enabled **💡 Compliance Tip:** Before creating deletion rules, verify your data retention policies and legal requirements. Some industries require maintaining records for specific periods. *** ## Field Cleaning and Formatting Standardize text formatting across database fields. ### Viewing Field Cleaning Suggestions The Field Cleaning Records dashboard displays formatting suggestions. **To access field cleaning:** Navigate to **Data Cleaning → Field Cleaning** The left sidebar shows active cleaning rules. **Display columns:** * **Record ID:** Unique identifier * **Record Name:** Record title * **Field:** Which field contains the value to format * **Current:** Existing field value * **Suggested:** Proposed formatted value \[Screenshot: Field cleaning dashboard with suggestions] ### Applying Formatting Changes **To apply a suggestion:** Click the **Validate** button on the record row. The current value updates to the suggested format. **Discarding suggestions:** Click **Discard** if the current format is correct. The record won't appear in future scans by that rule. **Viewing discarded records:** Use the "Discarded" search filter. ### Field Cleaning Rules Configure formatting standards for database fields. **To manage cleaning rules:** Navigate to **Data Cleaning → Configuration → Field Cleaning** A default "Contact" rule exists for formatting contact records. Edit it or create new rules. **Creating cleaning rules:** 1. Click **New** 2. Select **Model** (record type) 3. Click **Add a line** in the Rules section 4. In the popup, configure: * **Field To Clean:** Which field to format * **Action:** Formatting operation to apply 5. Choose **Cleaning Mode:** * **Manual:** Requires review before applying changes * **Automatic:** Applies changes without approval 6. Save \[Screenshot: Field cleaning rule configuration] **Available formatting actions:** **Trim Spaces:** Removes excess whitespace. * **All Spaces:** Removes every space character * Example: "Dr. John Doe" becomes "Dr.JohnDoe" * **Superfluous Spaces:** Removes leading, trailing, and successive spaces * Example: "Dr. John Doe" becomes "Dr. John Doe" **Set Type Case:** Enforces capitalization rules. * **First Letters to Uppercase:** Capitalizes first letter of each word * Example: "lumber inc, lorraine douglas" becomes "Lumber Inc, Lorraine Douglas" * **All Uppercase:** Converts entire string to capitals * Example: "lumber inc" becomes "LUMBER INC" * **All Lowercase:** Converts to all lowercase * Example: "LUMBER INC" becomes "lumber inc" **Format Phone:** Converts phone numbers to international format based on country. * Example (Belgium): "061928374" becomes "+32 61 92 83 74" * Example (US): "800 555-0101" becomes "+1 800-555-0101" **Scrap HTML:** Converts HTML markup to plain text. * Example: `

John Doe

Lorem ipsum

` becomes "John Doe Lorem ipsum" **Multiple rules:** Add multiple formatting rules to the same field cleaning configuration. They apply in sequence. **Manual rule execution:** Open any rule and click **Clean** to run immediately. The **Records** smart button shows affected records. **💡 Formatting Consistency:** Apply phone number formatting rules to all modules with phone fields (Contacts, Leads, Helpdesk, HR). Consistent formatting improves searchability and communication reliability. *** ## Merge Action Manager Control which database models support manual merging. **To access merge settings:** Enable developer mode, then navigate to **Data Cleaning → Configuration → Merge Action Manager** **Display columns:** * **Model:** Technical database model name * **Model Description:** User-friendly model name * **Type:** Base Object (system models) or Custom Object (user-created models) * **Transient Model:** Whether the model stores temporary data * **Can Be Merged:** Whether the merge action is enabled for this model **Enabling merge for models:** Check the **Can Be Merged** box for models where you want users to manually merge records through the Actions menu. **Filtering enabled models:** Use the search bar filter to show only models where "Can Be Merged" is enabled. \[Screenshot: Merge action manager list] **Use case:** If you create custom models and want users to merge duplicate records, enable the merge action for those models here. *** ## Best Practices ### Run Deduplication Rules Regularly Don't wait for duplicate problems to accumulate. Enable automatic deduplication rules or manually run them weekly to maintain clean data. ### Use Manual Mode for Initial Testing When creating new deduplication or recycle rules, start with Manual mode. Review suggested actions to ensure rules work as intended before switching to Automatic mode. ### Choose Appropriate Similarity Thresholds High thresholds (90%+) reduce false positives but may miss legitimate duplicates. Lower thresholds (70-80%) catch more duplicates but require more manual review. Adjust based on your data quality needs. ### Configure Time-Based Recycle Rules Conservatively Start with longer time periods (2-3 years for deletions) and shorten as you gain confidence. Accidentally deleting recent data is worse than keeping old data slightly longer. ### Always Archive Before Deleting Create two recycle rules for the same data: first rule archives after 1 year, second rule deletes after 3 years. This creates a safety buffer for data recovery. ### Test Field Cleaning Rules on Small Samples Before enabling automatic field cleaning, run rules manually and review suggestions. Ensure formatting changes match your expectations before automating. ### Combine Multiple Formatting Rules Apply trimming before capitalization formatting. For example, trim superfluous spaces first, then apply "First Letters to Uppercase" for clean, consistently formatted names. ### Document Your Data Quality Policies Maintain written policies about when duplicates are merged, how long records are retained, and what formatting standards apply. Train team members on these policies. ### Review Discarded Records Periodically Quarterly review discarded duplicates and recycled records. If you're frequently discarding the same types of records, your rules may need adjustment. ### Backup Before Major Cleanup Operations Before running large-scale automatic deletions or merges, back up your database. This provides rollback capability if rules behave unexpectedly. ### Use Cross-Company Deduplication Carefully In multi-company databases, cross-company duplicate detection can be valuable but may merge records that should remain separate for business reasons. Review cross-company duplicates carefully. ### Monitor Automated Cleaning Results Even with automatic rules, periodically review what's being cleaned. Spot-check merged records, deleted records, and formatted fields to ensure quality. *** ## Related Documentation * [Contacts](../01_Essentials/Contacts.md) - Contact deduplication and merging * [CRM](../03_Sales/CRM.md) - Lead and opportunity cleanup * [Data Import/Export](../01_Essentials/Export_import_data.md) - Cleaning data before import *** ## Need Help? **Ask Your Knowlix:** * "Find duplicate contacts in the database" * "Show me archived opportunities older than 2 years" * "Create a rule to format phone numbers" * "Merge these duplicate leads" * "Which recycle rules are running automatically?" * "Format all contact names to title case" **Contact Support:** For questions about deduplication rule configuration, safe deletion timeframes, custom field formatting patterns, or bulk merge operations, contact Knowlix support through the Help menu. # Discuss Source: https://docs.knowlix.ai/productivity/discuss Knowlix Discuss provides integrated team communication through persistent chat, video meetings, file sharing, and collaboration tools. Communicate across all modules without leaving the database, maintain conversation history alongside business records, and coordinate work through threaded discussions. The communication system operates through two interfaces: the dedicated Discuss dashboard for centralized conversations and the ubiquitous chat widget accessible from any page. Every record in Knowlix includes an activity feed (chatter) for record-specific communication, logging notes, scheduling activities, and tracking changes. Discuss supports direct messages for private conversations, team channels for group discussions, video meetings with screen sharing, and integration with external communication platforms. Canned responses accelerate common replies, while smart search and filtering help locate specific conversations quickly. All communication ties directly to your business data. Send messages from CRM opportunities, helpdesk tickets, project tasks, or any record. Tag colleagues to notify them, attach files for reference, and maintain complete communication history accessible to authorized team members. **💡 Pro Tip:** Ask Your Knowlix for communication tasks: *"Send a message to the sales team about Q4 targets"* or *"Schedule a call activity with John for tomorrow"* *** ## Discuss Dashboard The central hub for managing all conversations and communication channels. **Accessing the Discuss dashboard:** Click the **Discuss** icon in the main navigation menu to open the full communication interface. ### Dashboard Sections **Inbox:** Shows unread messages from all sources (direct messages, channels, mentions). Messages remain in the inbox until marked as read. Click any message to open the conversation. **Starred:** Contains messages you've marked as important or for later follow-up. Star messages from any conversation using the star icon. Starred messages stay accessible regardless of conversation activity. **History:** Displays activity feed updates for records you're following or have been mentioned in. See when opportunities change stage, tasks are completed, tickets are assigned, or other significant record events occur. \[Screenshot: Discuss dashboard with inbox, starred, and history sections] **💡 Inbox Zero Strategy:** Process inbox messages regularly. Reply, star for later, or mark as done. Keeping inbox empty ensures you don't miss critical communications. *** ## Direct Messages Private conversations between individuals or small groups. ### Starting Direct Messages **To initiate a direct message:** 1. In the Discuss dashboard, click the **+** icon next to "Direct Messages" 2. Enter colleague names in the "Start a conversation" search bar 3. Add multiple participants for group conversations 4. Press **Enter** to create the conversation \[Screenshot: Starting a new direct message] **Quick access:** Direct message conversations appear in the left sidebar. Click any conversation to continue it. Active conversations show unread message indicators. ### Message Actions Hover over any message to reveal action icons: * **Add Reaction:** Select emojis to react to the message * **Reply:** Respond in a threaded conversation * **Mark as Todo:** Add to starred for follow-up * **More Options:** Pin message, mark as unread, edit (your messages only), or delete (your messages only) **Editing sent messages:** Click the more options menu (⋮), select **Edit**, make changes, and press **Ctrl + Enter** to save. Edited messages show an "edited" indicator. \[Screenshot: Message actions menu] ### Conversation Settings Icons in the top-right corner of conversations provide additional controls: **Notification Settings:** Configure how you receive notifications for this specific conversation. Choose between notifications for all messages, only mentions, or no notifications. **Start a Call:** Initiate a video meeting with conversation participants. All members receive call notifications and can join. **Conversation Details:** Click the conversation name at the top to: * Rename group conversations * Add descriptions (group conversations with 3+ participants only) * View participant list \[Screenshot: Conversation settings] ### User Status Indicators Colleague availability appears as colored circles on profile pictures: * **Green:** Online and available * **Orange:** Away (inactive for a period) * **White:** Offline (not logged in) * **Airplane:** Out of office (manually set status) Status helps you determine response time expectations when messaging colleagues. ### Leaving Conversations Click the **Leave this channel** icon next to the conversation name in the left sidebar to leave group conversations. > **Note:** Leaving doesn't delete conversation history. If you create another direct message with the same participants, previous history remains accessible. **💡 Your Knowlix:** *"Send a direct message to Sarah about the client presentation"* *** ## Video Meetings Conduct video calls with screen sharing and collaboration features. ### Starting Meetings **From Discuss dashboard:** 1. Click **Start a meeting** in the top-left corner 2. Select participants from the "Invite People" dropdown 3. Click **Start** **From direct messages:** Click the **Start a Call** icon in the top-right corner of any direct message conversation. \[Screenshot: Video meeting interface] ### Meeting Controls **Available during calls:** * **Mute/Unmute:** Control your microphone * **Deafen/Undeafen:** Temporarily disable audio from other participants * **Camera On/Off:** Toggle video feed * **Raise Hand:** Signal you want to speak * **Share Screen:** Show your screen to other participants * **Enter Full Screen:** Expand meeting to fill your screen **Screen sharing:** Share your entire screen, specific application windows, or browser tabs. Other participants view your shared content in real-time. **Participant management:** View all meeting participants, see who's speaking, and monitor raised hands to facilitate orderly discussions. *** ## Team Channels Organized group discussions around topics, teams, departments, or projects. ### Creating Channels **To create a new channel:** 1. In the Discuss dashboard, click the **+** icon next to "Channels" 2. Enter the **Group Name** 3. Add an optional **Description** explaining the channel purpose 4. Configure **Privacy** settings 5. Invite initial members 6. Save \[Screenshot: Channel creation form] ### Channel Settings Click the gear icon next to a channel name to access settings. **Privacy Tab:** **Authorized Group:** Limit channel access to specific user groups. Only members of selected groups can join and view the channel. **Auto Subscribe Groups:** Automatically add all members of selected groups as channel followers. Users from these groups are added automatically when the group membership changes. **Auto Subscribe Departments:** Similar to group subscriptions but based on department assignments. Useful for department-wide communication channels. > **Note:** Users auto-subscribed through groups or departments can manually leave the channel if they choose. \[Screenshot: Channel privacy settings] **Members Tab:** View current channel members and invite new participants. **To invite members:** 1. Open channel settings 2. Click the **Members** tab 3. Click **Add a line** 4. Select contacts or guests from the dropdown 5. Save **Alternative invitation method:** From the Discuss dashboard, open the channel, click the **add user** icon in the top-right corner, select users, and click **Invite to Channel**. ### Channel Discovery **Finding available channels:** Click the gear icon to the right of "CHANNELS" in the sidebar to see all channels you can join. Click **Join** on any channel to become a member. Click **Leave** on channels you no longer need. **Quick search:** When you have 20+ pinned conversations, a search bar appears at the top of the sidebar. Type channel names to filter and find conversations quickly. **Linking channels in activity feeds:** Type **#** followed by the channel name in any activity feed (chatter). Click the suggestion to insert a clickable link to the channel. Clicking links opens the channel conversation in a popup window. \[Screenshot: Channel listing with join/leave buttons] **💡 Channel Organization:** Create channels for ongoing topics (projects, teams) rather than temporary discussions. Use direct messages for short-term conversations. *** ## Activity Feeds (Chatter) Every record includes an activity feed for communication, notes, activities, and change tracking. ### Activity Feed Components **Change Log:** Automatic notes log whenever record fields are updated. Entries include the date, changed fields, old values, new values, and the user who made the change. System-generated changes credit "KnowlixBot." **Messages:** Send emails to external contacts directly from records without leaving Knowlix. Messages sent through the activity feed are logged for full communication history. **Notes:** Internal notes visible only to authorized internal users. Use for internal commentary, strategy discussions, or information not meant for external contacts. **Activities:** Scheduled follow-up tasks with due dates and assignees. Activities appear in calendars, to-do lists, and the activities view of modules. **Files:** Attachments uploaded to the record. Download or preview files directly from the activity feed. \[Screenshot: Activity feed on a CRM opportunity] ### Following Records **Followers** receive notifications when records they follow are updated. **To follow a record:** Click **Follow** in the top-right corner above the activity feed. The button changes to "Following." Click again to unfollow. **Managing followers:** 1. Click the followers count to open the followers list 2. Click **Add Followers** to invite others 3. Select contacts from the dropdown 4. Check "Send Notification" to alert them 5. Edit the notification message template if desired 6. Click **Add Followers** **Removing followers:** Open the followers list and click the **remove** icon next to follower names. **Follower subscriptions:** Click the pencil icon next to any follower to customize which update types they receive. Available subscription options vary by record type (e.g., helpdesk tickets offer rating notifications, CRM opportunities don't). \[Screenshot: Follower management interface] > **Automatic following:** Users automatically follow records they create or are assigned to. ### Logging Internal Notes **To log a note:** 1. Open any record with an activity feed 2. Click **Log note** above the composer 3. Enter your note text 4. Tag colleagues by typing **@** followed by their name 5. Attach files if needed 6. Click **Log note** or press **Ctrl + Enter** Tagged users receive notifications based on their notification preferences (email or in-app). **External contact tags:** Tagging external contacts in notes sends them an email with the note content. If they reply, their response logs in the activity feed and they become followers. External contacts cannot log in to view the full activity feed. \[Screenshot: Logging an internal note with mentions] ### Sending Messages **To send an email message:** 1. Open the record 2. Click **Send message** above the composer 3. Confirm or add recipients (followers are added automatically) 4. Compose your message 5. Click **Send** or press **Ctrl + Enter** **Expanded composer:** Click the expand icon (bottom-right corner) to open a full-featured email composer with: * Subject line editing * Email template selection * Rich text formatting * File attachments * Recipient management **Email templates:** Click the template icon in the expanded composer to select pre-built email templates. Available templates vary based on record type. \[Screenshot: Expanded message composer] ### Scheduling Activities **To create a follow-up activity:** 1. Click **Activities** above the activity feed 2. Select an **Activity Type** (Call, Email, Meeting, To-Do, etc.) 3. Enter a **Summary** describing the activity 4. Select an **Assigned to** user (defaults to you) 5. Confirm or adjust the **Due Date** 6. Add notes in the log field 7. Click one of: * **Schedule:** Adds activity to planned activities * **Schedule & Mark as Done:** Immediately marks complete * **Done & Schedule Next:** Completes and opens new activity form * **Cancel:** Discards the activity Scheduled activities appear in the activity feed with color-coded due date indicators: * **Red:** Overdue * **Yellow:** Due today * **Green:** Due in the future \[Screenshot: Schedule activity dialog] **Completing activities:** Click **Mark Done** on the activity entry. Add completion notes if desired. Choose **Done**, **Done & Schedule Next**, or **Discard**. ### Attaching Files **To attach files:** Click the paperclip icon at the top of the activity feed to open a file browser. Select files or drag and drop them directly onto the activity feed. Files appear under a "Files" heading in the activity feed. Download files by clicking the download icon. > **Note:** After the first file is added, use the "Attach files" button below the Files heading for additional uploads. The paperclip icon then toggles file section visibility. ### Searching Activity Feeds **To search messages and notes:** 1. Click the search icon above the activity feed 2. Enter keywords or phrases 3. Press **Enter** 4. Results appear with keywords highlighted 5. Hover over results and click **Jump** to navigate to that message in the feed \[Screenshot: Activity feed search results] **💡 Your Knowlix:** *"Log a note on this opportunity: discussed pricing, follow up Friday"* or *"Schedule a call activity with Sarah for next Tuesday"* *** ## Canned Responses Pre-written message templates triggered by shortcuts. ### How Canned Responses Work Type a shortcut keyword, and Knowlix expands it to a longer pre-written message. Canned responses work in direct messages, channels, activity feeds, live chat, and WhatsApp messages. **Components:** * **Shortcut:** Keyword you type (e.g., "hello", "thanks", "pricing") * **Substitution:** Full message that replaces the shortcut ### Creating Canned Responses **To create a response:** 1. Navigate to **Discuss → Configuration → Canned Responses** 2. Click **New** 3. Enter a **Shortcut** command 4. Enter the **Substitution** message 5. Add a **Description** explaining when to use this response 6. (Optional) Select **Authorized Groups** to share with specific teams 7. Save \[Screenshot: Canned response configuration] **Response visibility:** * Responses without authorized groups are private (creator only) * Responses with authorized groups are shared with those groups * Administrators can edit all responses but can only use responses they're authorized for **System responses:** Pre-built responses credited to "KnowlixBot" require authorized group assignment before anyone can use them. Remove search filters to view system responses. ### Using Canned Responses Type **:** followed by the shortcut in any composer or chat window, then press **Enter**. The shortcut expands to the full substitution text. Edit the expanded text before sending if needed. **Browsing responses:** Type **:** alone to see a dropdown of available responses. Type **:** followed by letters to filter the list. \[Screenshot: Using a canned response with dropdown] **💡 Response Examples:** * Shortcut: "pricing" → Substitution: "Thank you for your interest! Our pricing starts at \$X per month. Would you like to schedule a demo to discuss your specific needs?" * Shortcut: "meeting" → Substitution: "I'm available Monday-Wednesday next week. What time works best for you?" *** ## Notification Preferences Control how and when you receive communication notifications. **To configure notification preferences:** 1. Navigate to **Settings → Users → Manage Users** 2. Select your user record 3. Open the **Preferences** tab 4. Locate the **Notification** field 5. Choose: * **Handle by Emails:** Receive email notifications for messages, mentions, and followed record updates * **Handle in Knowlix:** See notifications in the Discuss app inbox instead of email 6. Save In-app notifications appear in the Discuss inbox, accessible via the dashboard or chat widget. Email notifications send to your registered email address. \[Screenshot: User notification preferences] *** ## Persistent Chat Widget Access conversations from any page without opening the Discuss dashboard. Click the **chat bubble icon** in the top-right corner of any page to open the chat widget. The widget displays: * Recent direct messages * Active channels * Unread message indicators * Quick access to start new conversations or meetings The widget remains accessible as you navigate through modules, allowing seamless communication while working in CRM, Sales, Inventory, or any other application. \[Screenshot: Chat widget open while viewing opportunity] *** ## Best Practices ### Use Channels for Persistent Topics Create channels for ongoing topics like projects, departments, or long-term initiatives. Use direct messages for temporary conversations that don't need permanent channels. ### Tag Sparingly in Messages Only tag people who truly need to respond or be informed. Over-tagging creates notification fatigue and reduces message effectiveness. ### Log Notes for Internal Strategy Use internal notes for information that shouldn't be sent to external contacts. Discuss strategy, record internal decisions, or document conversations with colleagues. ### Star Important Messages for Follow-Up When you receive a message requiring action later, star it immediately. Process starred messages daily to ensure nothing falls through the cracks. ### Name Channels Clearly Use descriptive channel names that indicate purpose ("Q4-Sales-Campaign," not "Team"). Clear names help users find relevant channels quickly. ### Configure Follower Subscriptions Thoughtfully Don't add people as followers just to inform them once. Use direct messages for one-time information. Add followers when they need ongoing record updates. ### Archive Old Channels When projects complete or topics are no longer relevant, archive channels rather than deleting them. This preserves conversation history while decluttering active channel lists. ### Use Activity Feeds Over Separate Documentation Document decisions, changes, and key information directly in record activity feeds rather than maintaining separate notes. This keeps context with the relevant record. ### Set Realistic Activity Due Dates When scheduling follow-up activities, choose achievable dates. Overdue activities clutter lists and reduce system effectiveness. ### Leverage Canned Responses for Common Messages Create canned responses for frequently sent messages. This saves time and ensures consistent communication quality. ### Process Your Inbox Regularly Don't let unread messages accumulate. Dedicate time daily to process inbox messages, reply where needed, and mark others as done. ### Edit Messages to Correct Errors If you send a message with typos or incorrect information, edit it immediately. Recipients may not see updated versions if they've already read it, but the record reflects the correction. *** ## Related Documentation * [Activities](../01_Essentials/Activities.md) - Activity scheduling and management * [Calendar](Calendar.md) - Meeting scheduling * [VoIP](Voip.md) - Voice calling integration * [Helpdesk](../08_Services/Helpdesk.md) - Support ticket communication *** ## Need Help? **Ask Your Knowlix:** * "Send a message to the sales team about today's meeting" * "Create a canned response for pricing inquiries" * "Schedule a call with John tomorrow at 2 PM" * "Show me unread messages from the support channel" * "Start a meeting with the project team" * "Log a note on this opportunity about the client's budget" **Contact Support:** For questions about notification configuration, video call quality, canned response patterns, or channel organization strategies, contact Knowlix support through the Help menu. # Documents Source: https://docs.knowlix.ai/productivity/documents Knowlix Document Management centralizes file storage, organization, and collaboration across your entire workspace. Store documents, spreadsheets, PDFs, images, and URL links in organized folder structures with granular access controls. The module provides intelligent organization through sections like Company-wide storage, personal drives, shared files, and recently modified items. Navigate your document repository through an intuitive tree structure with drag-and-drop functionality. Document management integrates with all Knowlix modules. HR documents, accounting files, project attachments, and sales materials automatically flow into designated folders. Configure file centralization to route module-specific documents into organized hierarchies. Features include PDF splitting and merging, file version control, automated file requests, email-to-folder routing, and comprehensive sharing controls. Tag files for easy categorization, star favorites for quick access, and use shortcuts to reference files from multiple locations. **💡 Pro Tip:** Ask Your Knowlix for document operations: *"Upload the Q4 report to the Finance folder"* or *"Show me all files shared with me this week"* *** ## Document Repository Structure The document repository organizes files into distinct sections accessible from the left-side navigation tree. ### Repository Sections **All Files:** Displays every folder and file you have permission to access across the entire system. Use this view to browse the complete document hierarchy or search across all locations. \[Screenshot: All files section with complete folder tree] **Company:** Houses folders and files shared organization-wide. Access depends on folder-level and file-level permissions configured by administrators. Common company folders include Policies, Templates, Procedures, and department-specific storage. **My Drive:** Your personal workspace for organizing files and folders you own or upload. Other users cannot see items in your drive unless you explicitly share them. Use this space for work-in-progress documents, personal references, or items not yet ready for team collaboration. **Shared With Me:** Contains files other users have shared directly with you that aren't located within folders you already access. When someone grants you permission to a specific file without sharing its parent folder, it appears here for easy discovery. **Recent:** Shows files you've recently viewed, edited, or uploaded, sorted by modification date. Quickly return to documents you're actively working on without navigating through folder structures. **Trash:** Stores deleted items until permanent deletion occurs. Files and folders remain in trash for a configurable period (default 30 days), allowing recovery of accidentally deleted content. \[Screenshot: Repository sections in navigation tree] ### Navigating the Repository **Opening folders:** Click any folder in the tree to view its contents. The main panel displays files and subfolders within the selected location. **Opening files:** Click a file to preview it and access available actions. Press **Esc** or click the close icon to exit file preview mode. **Moving items:** Drag and drop files or folders from the main panel to any folder in the tree. Items move instantly to the new location. **Search functionality:** Use the search bar at the top to locate files by name, content, or tags. Search results display regardless of folder location, showing all matches you have permission to access. **Activity tracking:** The communication panel tracks changes to folders and files. Click the **Info & Tags** button in the upper-right corner to access the activity feed, where you can see modification history and communicate with team members about specific documents. \[Screenshot: Document preview with info panel] **💡 Your Knowlix:** *"Find all PDF files in the Sales folder from last month"* or *"Show me files tagged as 'contract' shared with Sarah"* *** ## Configuration ### Deletion Protection Period Configure how long deleted items remain in the trash before permanent removal. **To adjust the deletion delay:** 1. Navigate to **Documents → Configuration → Settings** 2. Locate the **Deletion delay (days)** field 3. Enter the desired number of days (default: 30) 4. Click **Save** Longer delays provide more time to recover accidentally deleted files but consume storage space. Shorter delays free storage faster but reduce recovery windows. \[Screenshot: Deletion delay configuration] ### Automated File Centralization Enable module-specific file centralization to automatically organize documents into designated folders based on their source application. **To configure file centralization:** 1. Navigate to **Documents → Configuration → Settings** 2. Locate the **File Centralization** section 3. Enable centralization for desired modules: * **Human Resources:** HR documents (contracts, reviews, records) * **Accounting:** Financial documents with journal-specific subfolders * **Sales:** Quotations, contracts, customer documents * **Projects:** Project deliverables, specifications, assets * **Inventory:** Packing slips, delivery notes, receipts 4. For each enabled module, select: * **Target Folder:** Where files should be automatically stored * **Auto-Applied Tags:** Tags added to centralized files for categorization 5. Click **Save** \[Screenshot: File centralization settings with module toggles] **Accounting-specific configuration:** When enabling centralization for accounting files, click **Journals** to configure individual subfolders for each accounting journal. This creates organized storage like Bank/Invoices, Bank/Payments, Sales/Customer Invoices. **Important considerations:** * Folder and tag changes apply only to newly created files, not existing documents * When centralization is enabled for a module, deleting a record in that module automatically moves its attachments to the trash * Centralized files inherit the access rights of their destination folder **💡 Use Case:** Enable HR centralization. When an employee's contract is created, the signed PDF automatically appears in Documents/HR/Contracts with the "Contract" tag applied. No manual filing required. *** ## Folder Management Organize documents into hierarchical folder structures within Company and My Drive sections. ### Creating Folders **To create a top-level folder:** 1. Select **Company** or **My Drive** in the tree 2. Click **New** 3. Select **Folder** 4. Enter the folder name in the pop-up 5. Click **Save** **To create a subfolder:** 1. Select the parent folder 2. Click **New** 3. Select **Folder** 4. Enter the subfolder name 5. Click **Save** \[Screenshot: Folder creation dialog] Certain folders are created automatically based on file centralization settings. You can create additional folders at any level to match your organization's structure. ### Folder Actions Access folder management options through the actions menu. **To open the folder actions menu:** 1. Select a folder in the tree 2. Click the **Actions icon** (gear) above the tree **Available actions:** **Download:** Downloads the entire folder as a ZIP archive, including all files and subfolders. Use this to create local backups or transfer complete folder structures. **Rename:** Change the folder name. The folder path updates automatically for all users with access. **Share:** Configure access permissions for the folder. Set who can view or edit folder contents. Shared folders appear in recipients' document trees based on their permission level. **Add Shortcut:** Creates a reference to a subfolder that appears in a different location. Shortcuts provide quick access to deeply nested folders without navigating through multiple levels. * If you have edit permissions on the current location, the shortcut is created in the same parent folder * If you lack edit permissions, the shortcut appears in your My Drive Drag and drop shortcuts to organize them in your preferred locations. **Star:** Mark a folder as a favorite. Starred folders appear in filter results for quick navigation. This setting is personal and doesn't affect other users' views. **Info & Tags:** Opens the details panel showing folder properties, activity feed, and communication options. View folder size, item count, owner, and modification history. **Move to Trash:** Deletes the folder and all its contents, moving everything to the trash. Items remain recoverable until the deletion delay expires. **Actions on Select:** Define custom actions that appear as buttons when files in this folder are selected. Add or remove server actions from the available list. Custom actions enable automated workflows like generating reports, sending notifications, or updating records. **Automations:** Create automation rules that trigger when files are added, modified, or tagged in the folder. Configure conditions and actions to automate document processing workflows. \[Screenshot: Folder actions menu] **💡 Your Knowlix:** *"Create a subfolder called 'Q1 2024' inside the Finance/Reports folder"* or *"Share the Marketing folder with the sales team"* *** ## File Management ### Uploading Files Add documents to your repository by uploading from your computer. **To upload a file:** 1. Select the destination folder in the tree 2. Click **New** 3. Select **Upload** 4. Choose the file from your computer 5. The file appears in the selected folder **Alternative upload methods:** * Drag and drop files directly from your desktop into any folder * Email files to folder-specific email aliases (configured in folder settings) * Attach files when creating records in other modules (if centralization is enabled) **File size considerations:** Individual files have maximum size limits determined by your system configuration. For very large files, consider using URL links to external storage or splitting files into smaller segments. \[Screenshot: File upload dialog] ### URL Links Store references to external content like videos, cloud storage files, or web resources. **To add a URL link:** 1. Click **New** 2. Select **Link** 3. Enter the **URL** (complete web address) 4. Add a descriptive **Name** 5. Select the destination **Folder** 6. Click **Save** Links appear as files in the folder with a special icon. Clicking the link opens the URL in a new browser tab. Use links to reference external resources without duplicating content or consuming storage space. \[Screenshot: URL link creation form] ### Spreadsheets Create Knowlix spreadsheets directly within the document repository. **To create a spreadsheet:** 1. Select the destination folder 2. Click **New** 3. Select **Spreadsheet** 4. The spreadsheet opens in edit mode 5. Build your spreadsheet and save Spreadsheets created through Documents are stored as files and fully integrated with the Spreadsheet module. They support formulas, charts, pivot tables, and data connections to Knowlix records. \[Screenshot: New spreadsheet in Documents] **💡 Your Knowlix:** *"Create a new spreadsheet called 'Sales Forecast' in the Sales folder"* *** ## File Operations ### File Action Menu Open any file to access its action menu and available operations. **Available actions:** **Duplicate:** Creates an exact copy of the file in the same folder. The duplicate includes a "(copy)" suffix. Use this to create templates or preserve original versions before major edits. **Move to Trash:** Deletes the file, moving it to the trash where it remains until permanent deletion. **Rename:** Change the file name. The file extension is preserved automatically. **Info & Tags:** Opens the details panel showing file properties, version history, tags, activity feed, and communication options. **Create Shortcut:** Generates a reference to the file that can be placed in another folder. Shortcuts allow files to appear in multiple locations without duplication. * Edit permissions: Shortcut created in current folder * View-only permissions: Shortcut created in My Drive Drag shortcuts to organize them wherever needed. **Manage Versions:** Displays all uploaded versions of the file in chronological order. Download any previous version or upload a new version to replace the current one. Version control maintains a complete history of document revisions. **Lock:** Prevents any modifications to the file. Locked files remain readable but cannot be edited, renamed, moved, or deleted until unlocked. Use locks to protect finalized documents from accidental changes. **Copy Link:** Copies the file's URL to your clipboard for sharing. Access is controlled by the file's permission settings. Recipients with appropriate rights can open the file directly from the link. **Split PDF:** Divide a PDF file into multiple separate documents. Choose split points between pages to create individual PDFs from a multi-page document. \[Screenshot: File actions menu] ### PDF Splitting Separate multi-page PDF files into individual documents or groups of pages. **To split a PDF:** 1. Open the PDF file 2. Click **Split PDF** in the upper-right corner 3. The split interface displays all pages with divider markers between them 4. Click the **scissors icon** between pages where you want to split 5. Remove unwanted splits by clicking scissors icons again 6. Click **Split** to confirm Each segment becomes a separate PDF file in the same folder. The original file is replaced by the split versions. **Keyboard shortcuts:** * Press **Shift + S** to toggle all possible splits (places or removes scissors between every page) * Select a page and press **Delete** to remove it before splitting \[Screenshot: PDF split interface] ### PDF Merging Combine multiple PDF files into a single document. **To merge PDFs:** 1. Navigate to the folder containing the files to merge 2. Switch to **List View** 3. Select the PDF files you want to merge (click checkboxes) 4. Click the **Action** button 5. Select **Merge PDFs** 6. (Optional) Click **Add File** to include additional PDFs from your computer 7. Click the **scissors icon** between files to adjust the merge order if needed 8. Click **Split** to execute the merge The selected PDFs are replaced by a single merged file containing all pages in the specified order. \[Screenshot: PDF merge interface] **Important:** The original separate PDF files are deleted once the merge completes. Duplicate files first if you need to preserve the originals. *** ## File Request System Request specific files from team members, creating placeholders that track upload status. ### Creating File Requests **To request a file from someone:** 1. Navigate to the folder where the file should be stored 2. Click **New** 3. Select **Request** 4. Complete the request form: * **Document Name:** Descriptive name for the requested file * **Request To:** Person responsible for uploading * **Due Date In:** Number of days until deadline (optional) * **Folder:** Destination folder (pre-filled with current folder) * **Tags:** Tags to apply when file is uploaded (optional) * **Message:** Additional instructions or context (optional) 5. Click **Request** \[Screenshot: File request form] A placeholder appears in the selected folder showing the request status. The assigned person receives a notification to upload the file. ### Managing File Requests **Activity view:** Switch to **Activity View** in the Documents app to see all pending file requests organized by due date. The **Requested Document** column shows all active requests. **For each requested file, you can:** * **Upload:** Click the upload icon to provide the file * **Edit:** Click the edit icon to modify the request details or deadline * **Cancel:** Click the cancel icon to delete the request * **Send Reminder:** Click the reminder option to notify the assigned person by email **Preview reminder emails:** Click **Preview** before sending to review the reminder message content. Adjust if needed, then click **Send Now**. **Bulk reminders:** Click the ellipsis icon in the **Requested Document** column header and select **Document Request: Reminder** to send reminders for all overdue requests at once. \[Screenshot: Activity view with file requests] **💡 Your Knowlix:** *"Request the signed contract from John, due in 3 days"* or *"Show me all pending file requests"* *** ## Details Panel The details panel displays comprehensive information about selected folders and files. **To open the details panel:** 1. Select a folder or file 2. Click the **Info & Tags** button in the upper-right corner ### Folder Details **Folder information includes:** * **Name:** Click to edit the folder name * **Size:** Total storage consumed by folder contents * **Item Count:** Number of files and subfolders * **Owner:** User who created the folder (editable) * **Contact:** External person with viewer access (optional) * **Email Alias:** Configure email-to-folder routing * **Tags:** Applied to files automatically routed to this folder * **Activity Feed:** Modification history and comments \[Screenshot: Folder details panel] ### File Details **File information includes:** * **Location:** Current folder (change by selecting different folder) * **File Size:** Storage space consumed * **Owner:** User who uploaded the file (editable) * **Contact:** External person with viewer access (optional) * **Tags:** Applied categorization labels * **Upload Date:** Original creation timestamp * **Modified Date:** Last edit timestamp * **Activity Feed:** Version history, modifications, and comments ### Owner and Contact Fields **Owner:** The user who created the file or folder. Owners have full access rights by default. Change ownership by selecting a different user from the dropdown. **Contact:** An external person (like a supplier or customer) who has viewer access to the file or folder. Contacts must exist in your contacts database. To grant file access to a user through their profile, set them as the Contact and ensure they have at least Viewer permissions in the access rights. ### Email Aliases Route emails directly into specific folders by configuring folder-level email aliases. **To set up a folder email alias:** 1. Select the folder 2. Open the details panel 3. Enter the desired **Email Alias** (e.g., "invoices", "contracts") 4. Select or create the email domain 5. (Optional) Specify an **Activity Type** to create follow-up activities when files arrive 6. (Optional) Assign a user to activities created by incoming emails 7. (Optional) Select **Tags** to auto-apply to files received through the alias Files sent to the alias email address (e.g., [invoices@yourcompany.knowlix.com](mailto:invoices@yourcompany.knowlix.com)) are automatically saved in the folder with configured tags and activities. \[Screenshot: Email alias configuration] **Use cases:** * [invoices@company.com](mailto:invoices@company.com) → automatically files incoming invoices in Accounting/Invoices * [contracts@company.com](mailto:contracts@company.com) → routes signed contracts to Legal/Contracts with auto-activity for review * [support@company.com](mailto:support@company.com) → saves support attachments in Customer Support/Tickets ### Tags Categorize and organize files using customizable tags. **Configuring tags:** 1. Navigate to **Documents → Configuration → Tags** 2. Click **New** 3. Enter the **Tag Name** (e.g., "Urgent", "Approved", "Draft") 4. Select a **Color** for visual identification 5. (Optional) Add a **Tooltip** with additional information 6. Click **Save** **Applying tags to files:** 1. Open a file 2. Click the **Info & Tags** button 3. In the details panel, select tags from the dropdown 4. Tags appear on the file for easy visual identification **Bulk tagging:** Select multiple files in list view, click **Action**, and apply tags to all selected files simultaneously. \[Screenshot: Tag configuration and application] **💡 Your Knowlix:** *"Tag all files in the Legal folder as 'Reviewed'"* or *"Show me all files tagged 'Contract' from Q4"* *** ## Sharing and Access Control Configure granular permissions to control who can view, edit, or manage folders and files. > **Requirement:** You must have editing rights on a folder or file to configure its sharing settings. ### Permission Levels **Viewer:** Can open and download files but cannot modify, rename, move, or delete them. Viewers see read-only content. **Editor:** Can view, edit, rename, move, and delete files. Editors have full modification rights but cannot change sharing settings unless explicitly granted. ### Sharing Folders **To share a folder:** 1. Select the folder in the tree 2. Click the **gear icon** 3. Select **Share** 4. In the share dialog: * Add users, contacts, or email addresses * Set their permission level (Viewer or Editor) * (Optional) Set expiration dates for time-limited access 5. Click **Share** \[Screenshot: Folder sharing dialog] Shared folders appear in the recipient's document tree. Recipients with Editor permissions can add, modify, and organize files within the folder. Viewers see folder contents but cannot make changes. ### Sharing Files **To share a file:** 1. Open the file 2. Click **Share** in the top bar 3. Add recipients with their permission levels 4. (Optional) Set access expiration dates 5. Click **Share** **Managing permissions:** * Hover over any recipient to see **remove** and **calendar** icons * Click the remove icon to revoke access * Click the calendar icon to set an expiration date \[Screenshot: File sharing with expiration dates] ### General Access Settings Configure default access for broad user groups beyond individual recipients. **Internal Users:** Set default access for all employees in your organization. Options include: * **Viewer:** All internal users can view the file/folder * **Editor:** All internal users can edit the file/folder * **None:** Only specifically granted users have access **Anyone with the Link:** Control access for people who have the file/folder URL but aren't explicitly granted permissions. Options include: * **Viewer:** Anyone with the link can view * **Editor:** Anyone with the link can edit * **None:** Link doesn't grant access **Discovery settings for link-based access:** * **Discoverable:** File/folder appears in browsing and search results for people with the link * **Must have the link:** File/folder is hidden from browsing and search. Users must have the direct URL to access it. \[Screenshot: General access configuration] ### Portal Access External users with portal accounts can access shared documents through the customer portal. **Portal users access documents by:** 1. Logging into the customer portal 2. Clicking the **Documents** card 3. Browsing folders and files they have permission to view or edit Portal users see only content explicitly shared with them or placed in folders with portal access enabled. **Security considerations:** * Each folder and file URL includes embedded access rights information * When sharing folders, recipients access a dedicated portal showing permitted files only * Files with restricted access within a shared folder remain hidden from unauthorized viewers * Public users must receive the link directly. First-time portal access requires the link, not just browsing. **💡 Best Practice:** Use "Must have the link" for sensitive documents shared externally. This prevents unauthorized access even if someone discovers your document repository URL. *** ## Best Practices ### Organize with Consistent Folder Hierarchies Create a standardized folder structure across your organization. Top-level folders by department (Finance, HR, Sales), second-level by function (Contracts, Reports, Templates), third-level by year or project. Consistency helps users navigate intuitively. ### Use File Centralization for Automated Organization Enable centralization for all modules that generate documents. Let the system route files automatically rather than relying on manual filing. This eliminates misfiled documents and ensures consistent organization. ### Tag Strategically, Not Exhaustively Create a manageable set of meaningful tags (10-20 total). Over-tagging creates confusion and reduces effectiveness. Focus on tags that represent status (Draft, Approved, Archived), type (Contract, Invoice, Report), or urgency (Urgent, Review Required). ### Configure Email Aliases for High-Volume Folders Set up email aliases for folders that receive frequent external documents. Invoices, signed contracts, and support attachments are ideal candidates. Email-to-folder routing eliminates manual uploads and filing. ### Set Realistic Deletion Delays 30 days provides adequate recovery time for most organizations. Shorter delays (7-14 days) suit storage-constrained environments. Longer delays (60-90 days) benefit compliance-heavy industries with strict retention requirements. ### Lock Finalized Documents Lock completed contracts, signed agreements, and approved policies to prevent accidental modifications. Locked files remain accessible for reference but protected from unintended changes. ### Use Shortcuts Instead of Duplicating Files When a file needs to appear in multiple locations, create shortcuts rather than copies. Shortcuts ensure everyone works with the same version and eliminate sync issues from duplicate files. ### Request Files with Clear Deadlines When requesting documents, always set specific due dates. Vague requests without deadlines often go unfulfilled. Include context in the message field explaining why the file is needed. ### Review Shared Access Quarterly Audit folder and file sharing permissions every three months. Revoke access for departed employees, completed projects, and expired contracts. Access creep creates security risks over time. ### Version Control for Critical Documents Enable version management for contracts, policies, specifications, and financial documents. Upload new versions rather than overwriting. Version history provides audit trails and recovery options if edits need reversal. ### Use Expiration Dates for Temporary Access When sharing files with external parties for time-limited purposes (vendor reviews, consultant projects), set expiration dates. Access automatically revokes when no longer needed, reducing manual follow-up. ### Train Team on PDF Tools Ensure staff know how to split invoices from batched scans and merge related documents into single files. Proper PDF management reduces clutter and improves document organization. *** ## Related Documentation * [Spreadsheet](Spreadsheet.md) - Create and manage spreadsheets in Documents * [Knowledge](Knowledge.md) - Link knowledge articles to document folders * [Project Management](../08_Services/Project.md) - Attach project documents * [HR Management](../06_Human_Resources/Employees.md) - Centralize employee documents * [Accounting](../02_Finance/Invoicing.md) - Store financial documents *** ## Need Help? **Ask Your Knowlix:** * "Upload the contract to the Legal folder and tag it as urgent" * "Share the Marketing folder with Sarah as an editor" * "Show me all files I modified this week" * "Create a subfolder called 'Q1 Reports' in Finance" * "Merge these three PDFs into one file" * "Request the invoice from accounting, due in 2 days" **Contact Support:** For questions about access controls, email alias configuration, automation rules, or document workflows, contact Knowlix support through the Help menu. # Knowledge Source: https://docs.knowlix.ai/productivity/knowledge Knowlix Knowledge is a collaborative information repository where teams build, organize, and share documentation, procedures, and institutional knowledge. Create rich articles combining text, images, embedded data, and interactive elements to capture everything from onboarding guides to technical specifications. Articles serve as living documents that teams update collectively. The knowledge base organizes content hierarchically, supports granular access control, tracks version history, and makes information searchable across your organization. Whether documenting processes, building a company wiki, creating training materials, or centralizing project documentation, Knowlix Knowledge adapts to your content needs while keeping information accessible and current. **💡 Pro Tip:** Ask Your Knowlix for knowledge management: *"Create a new article about our sales process"* or *"Find articles about customer onboarding"* *** ## Understanding Articles Articles are the fundamental building blocks of your knowledge base. Each article consists of a title, rich-content body, and optional metadata like cover images and icons. ### Article Types **Parent articles:** Top-level content that serves as a category or major topic. **Child articles (nested articles):** Sub-articles that live under a parent, creating hierarchical organization. Child articles inherit access permissions from their parent. **Article items:** Active elements within articles (like Kanban cards, lists, or calendar entries) that can be managed as structured data rather than just text. \[Screenshot: Article hierarchy in sidebar] ### Article Structure The article body is a rich HTML field supporting: * Formatted text (headings, bold, italic, lists, etc.) * Images and media * Links to external sites or other articles * Embedded views from other Knowlix modules * Interactive elements (Kanban boards, calendars, checklists) * Custom templates and reusable content blocks *** ## Creating Articles Build articles from scratch or use pre-configured templates to accelerate content creation. ### Creating from Scratch **To create a new article:** 1. Click **New** in the top right corner **OR** 2. Hover over **Private** or **Workspace** in the sidebar 3. Click the **+** icon \[Screenshot: Create article from sidebar] **Getting started options:** When you create a blank article, Knowlix suggests quick-start options: * **Load a Template:** Choose from pre-built article structures * **Build an Item Kanban:** Create a Kanban board within the article for visual task management * **Build an Item List:** Insert a structured list view for tracking items * **Build an Item Calendar:** Add a calendar view for date-based content * **Generate with AI:** Use AI assistance to draft content based on a prompt **Auto-naming articles:** After writing the first heading, click or hover over "Untitled" in the top bar. Knowlix automatically names the article based on your heading text. \[Screenshot: Article quick-start options] **💡 Your Knowlix:** *"Create a knowledge article about customer support escalation procedures"* ### Creating from Templates Templates provide pre-structured content for common article types. **To use a template:** 1. Click **Browse Templates** at the bottom of the sidebar 2. Select a template that fits your needs 3. Click **Load Template** The article pre-populates with the template's structure and placeholder content. Edit and customize as needed. \[Screenshot: Template browser] **Common template types:** * Meeting notes * Project documentation * Standard operating procedures * Onboarding checklists * FAQ structures * Product specifications ### Creating Nested Articles Build article hierarchies by creating child articles under parents. **To create a nested article:** 1. Hover over any existing article in the sidebar 2. Click the **+** icon that appears 3. The new article is created as a child of the original Nested articles appear indented under their parent in the sidebar tree. \[Screenshot: Creating nested article with + icon] **Benefits of nesting:** * Organizes related content logically * Child articles inherit parent's access permissions * Easier navigation through complex topic areas * Supports shared properties across related articles *** ## Editing Articles Customize article content using the rich text editor, specialized commands, and visual enhancements. ### Text Editor Toolbar Format text by selecting it to reveal the floating toolbar. **To edit content:** 1. Select text (word, sentence, or paragraph) 2. The toolbar appears automatically 3. Apply formatting options: * Bold, italic, underline, strikethrough * Text and background colors * Font size * Headings (H1-H6) * Lists (bullet, numbered, checklist) * Links * Alignment * Code formatting \[Screenshot: Text editor toolbar] **Commenting:** Select text and click the **Comment** icon to add discussion threads directly on article content. **💡 Collaborative Editing:** Use comments to suggest changes or ask questions without editing the main content. Great for review processes. ### Powerbox Commands Type `/` anywhere in an article to open the powerbox and insert special elements. \[Screenshot: Powerbox command menu] **Knowledge-specific commands:** | Command | Purpose | | -------------- | ------------------------------------------------------------------- | | /Index | Display nested articles (shows child articles as a clickable index) | | /Item Kanban | Insert a Kanban view and create manageable items | | /Item Cards | Insert a card view for visual item organization | | /Item List | Insert a list view for structured item tracking | | /Item Calendar | Insert a calendar view for date-based items | **Standard commands:** All rich text editor commands are also available (tables, banners, separators, media uploads, etc.). See the Rich Text Editor documentation for full details. ### Article Items Article items are interactive elements within articles that go beyond static content. **What are article items?** Building blocks that allow creating, managing, and viewing organized data directly in articles. Think of them as mini-databases embedded in documentation. **Example use cases:** * **Kanban for feature requests:** Track customer suggestions in an article * **Calendar for team events:** Maintain a team calendar in a shared article * **List for equipment inventory:** Document and track resources * **Cards for client profiles:** Maintain quick-reference client information **Properties in article items:** Items can have custom properties (fields) that are consistent across all items in that article. For example, a Kanban of feature requests might have properties like "Priority," "Requester," and "Status." \[Screenshot: Article with embedded Kanban items] **💡 Agent Assistance:** *"Add a Kanban board to track project milestones in the Product Launch article"* *** ## Visual Enhancements Make articles more engaging and easier to navigate with cover images and title icons. ### Cover Pictures Add visual headers to articles for better aesthetics and quick identification. **To add a cover picture:** 1. Click the **⋮** (ellipsis) icon 2. Select **Add Cover** 3. Choose a source: * **Search image database:** Find stock photos matching your article's topic * **Add URL:** Paste an image link from the web * **Upload:** Select an image file from your computer \[Screenshot: Cover picture options] **Managing cover pictures:** Hover over the cover image to reveal options: * **Replace Cover:** Choose a different image * **Reposition:** Adjust the crop and position, then click Save Position * **Remove Cover:** Delete the cover image **💡 Visual Organization:** Use consistent cover images for article categories (blue for HR, green for Sales, etc.) to help users quickly identify content areas. ### Title Icons (Emoji) Add an emoji icon to make articles visually distinctive in lists and search results. **To add a title emoji:** **Method 1:** 1. Click the **⋮** (ellipsis) icon 2. Select **Add Icon** 3. Knowlix generates a random emoji 4. Click the emoji to choose a different one **Method 2:** 1. Click the **page icon** next to the article name (in sidebar or top bar) 2. Select your preferred emoji The emoji appears next to the article title throughout the interface. \[Screenshot: Article with emoji icon] *** ## Embedding Views and Links Bring data from other Knowlix modules directly into articles for context and quick access. ### Inserting Views Embed live views (lists, Kanban boards, charts, etc.) from other modules into articles. **To insert a view:** 1. Navigate to the source module (Sales, CRM, Projects, etc.) 2. Configure the view as desired (apply filters, grouping, etc.) 3. Click the **gear icon** in the view 4. Select **Knowledge → Insert view in article** 5. Choose which article to insert the view into The view appears embedded in the article, showing live data. \[Screenshot: Embedded view in article] **Access control:** Users who can view the article but don't have access to the underlying data will NOT see the embedded view, even though they can read the rest of the article. ### Inserting Links Add clickable links to specific views without embedding the full view. **To insert a view link:** 1. Navigate to the source module 2. Configure the view 3. Click the **gear icon** 4. Select **Knowledge → Insert link in article** 5. Choose the target article Clicking the link in the article opens a popup with: * View name * **Copy** button (copy link to clipboard) * **Edit** button (modify the link) * **Remove** button (delete the link) * Click the view name to open the full view \[Screenshot: View link popup in article] **💡 Use Case:** Create a "Sales Dashboard" article with links to key sales reports. Team members access all important views from one central article. *** ## Managing Articles Organize, move, protect, and remove articles as your knowledge base evolves. ### Basic Management Actions Access management options via the **⋮** (ellipsis) icon on any article. **Move To:** Relocate the article under a different category or parent article. 1. Click **Move To** 2. Select the destination 3. Click **Move Article** **Lock Content:** Prevent editing while keeping the article readable. * Click **Lock Content** to lock * Click **Unlock** to allow editing again **Create a Copy:** Duplicate the article into your **Private** section for experimentation or customization. **Export:** Opens your browser's print function to save as PDF or print. **Send to Trash:** Moves the article to trash (recoverable for 30 days before permanent deletion). \[Screenshot: Article management menu] **Additional actions for nested articles:** * **Convert into Article Item:** Transform a nested article into an item in a Kanban/list/calendar * **Convert into Article:** Transform an article item back into a standalone nested article **💡 Quick Navigation:** * Press `Ctrl/Cmd + K` to open the command palette, then: * Type `?` to search visible articles * Type `$` to search hidden articles * Drag and drop articles in the sidebar to move them *** ## Organizing Articles Structure your knowledge base for easy navigation and logical content grouping. ### Sidebar Categories Articles organize into four categories in the sidebar: **Favorites:** Articles you've starred for quick access. Click the **star icon** in the top right to add an article to favorites. **Workspace:** Shared articles accessible to all internal users (or specific groups based on permissions). **Shared:** Articles shared with you by other users where you're an invited collaborator. **Private:** Your personal articles, not shared with anyone unless you explicitly grant access. \[Screenshot: Sidebar with all categories] ### Article Hierarchy **Parent-child relationships:** Child articles inherit access permissions from their parents. If a parent grants "Can Read" to a user, all children automatically grant the same access. **Properties inheritance:** Custom properties defined on a parent article can be applied to all child articles, ensuring consistent data collection across related content. **Visual hierarchy:** The sidebar shows indentation to illustrate the article tree structure. Expand/collapse parent articles using the arrow icons. *** ## Sharing and Access Control Control who can view and edit articles with granular permission settings. ### Configuring Access Rights **To set article permissions:** 1. Open the article 2. Click **Share** in the top right 3. Configure settings \[Screenshot: Share dialog] ### Default Access Rights Applies to all internal users who aren't individually invited. **Can Edit:** All internal users can read and modify the article. **Can Read:** All internal users can view the article but not make changes. **No Access:** Users cannot find or open the article unless individually invited. **Effect on location:** * **Can Edit** or **Can Read** moves the article to **Workspace** * **No Access** moves the article to **Private** (unless shared with specific users) ### Visibility Settings Controls whether the article appears in the sidebar for all users. > **Note:** Only applies to Workspace articles **Everyone:** Article appears in the sidebar for all internal users. **Members:** Article only appears in the sidebar for invited users. Other users can find it by searching hidden articles (`Ctrl/Cmd + K`, then type `$`). \[Screenshot: Visibility settings] **When to use "Members" visibility:** * Sensitive content that shouldn't be browsed casually * Work-in-progress articles not ready for general discovery * Department-specific content (appears for dept members, hidden from others) ### Inviting Specific Users Grant access to specific people, overriding default permissions. **To invite users:** 1. Click **Share** 2. Click **Invite** 3. Select a **Permission** level: * **Can Edit:** Full read and write access * **Can Read:** View-only access * **No Access:** Removes access even if default rights would allow it 4. Add users in the **Recipients** field (internal employees or external portal users) 5. Click **Invite** Invited users receive email notifications and the article appears in their **Shared** category. \[Screenshot: Invite users dialog] **Invited user permissions override defaults:** If default access is "No Access" but you invite someone with "Can Edit," that person can edit while others still have no access. **💡 Collaboration Workflow:** Create a private article, draft content, then invite reviewers with "Can Edit" access. After approval, change default access to "Can Read" for broader distribution. ### Sharing Articles Publicly Generate a URL that anyone (even non-Knowlix users) can access. > **Requirement:** Website module must be installed **To generate a public link:** 1. Click **Share** 2. Toggle **Share to web** to ON 3. Click the **copy icon** to copy the URL 4. Share the URL via email, chat, or documentation Anyone with the link can view the article in a web browser without logging in. \[Screenshot: Share to web toggle] **Public link limitations:** * Viewers cannot edit, even if they have a Knowlix account * Embedded views from other modules won't display unless the viewer has separate access to that data * Comments and version history are not accessible to public viewers **💡 External Documentation:** Share customer-facing documentation, product guides, or public FAQs using public links. Update the article, and the link always shows the current version. *** ## Removing Articles Delete or archive articles that are no longer needed. ### Deleting Articles Articles move to trash before permanent deletion, giving you 30 days to recover them. **To delete:** 1. Click the **⋮** (ellipsis) on the article 2. Select **Send to Trash** **To permanently delete immediately:** 1. Click **Search** in the top left 2. Select the article 3. Click **Actions → Delete → Delete** \[Screenshot: Send to trash option] **Recovering trashed articles:** **Method 1:** 1. Click **Open the Trash** at the bottom of the sidebar 2. Select the article 3. Click **Restore** **Method 2:** 1. Click **Search** 2. In the search bar, click **Filters → Trashed** 3. Select the article 4. Click **Restore** > **Important:** After 30 days in trash, articles are permanently deleted and cannot be recovered. ### Archiving Articles Archive articles you want to preserve but remove from active use. **To archive:** 1. Click **Search** 2. Select the article 3. Click **Actions → Archive → Archive** **Restoring archived articles:** 1. Click **Search** 2. In the search bar, click **Filters → Archived** 3. Select the article 4. Click **Actions → Unarchive** Archived articles don't appear in normal browsing but remain searchable and recoverable. \[Screenshot: Archived filter in search] **Delete vs. Archive:** * **Archive:** Content might be needed again, want to preserve history * **Delete:** Content is obsolete, clutter removal *** ## Finding Articles Access articles from anywhere in Knowlix using integrated search. ### Searching from Other Modules Knowledge articles are searchable from any module's form view. **To search for articles:** 1. Open any record in any module (CRM opportunity, Project task, Sales order, etc.) 2. Click the **Knowledge icon** (bookmark) in the top right 3. The command palette opens **Search methods:** **Semantic search:** Start typing keywords or questions. Knowlix searches article content intelligently, returning relevant results even if exact keywords don't match. **Advanced search:** Type your search term, then click **Advanced Search** to access: * Filters (by category, author, date, etc.) * Grouping options * Save search as a favorite \[Screenshot: Knowledge search from CRM] **💡 Contextual Help:** When helping customers, search Knowledge from the support ticket for relevant troubleshooting articles. Copy solutions directly into responses. ### Version History Track changes and revert to previous article versions. **To access version history:** 1. Open an article 2. Click the **history icon** (clock) in the top right 3. The version history panel opens **Version history features:** **Content tab:** Shows the selected historical version's content. **Comparison tab:** Highlights differences between the current version and the selected past version (additions in green, deletions in red). **Restoring versions:** 1. Select the version you want to restore 2. Click **Restore History** 3. The article reverts to the selected version \[Screenshot: Version history panel with comparison view] **💡 Change Tracking:** Review version history before making major edits to understand recent changes. Helps prevent overwriting others' work in collaborative articles. *** ## Custom Properties Extend articles with custom fields for structured data collection and consistency across related content. ### What Are Properties? Properties are custom fields you add to nested articles or article items to capture specific information beyond the standard title and body. **Example scenarios:** **Project documentation articles:** * Property: "Project Status" (selection: Planning, Active, On Hold, Completed) * Property: "Project Manager" (linked to users) * Property: "Budget" (number field) **Product spec articles:** * Property: "Product Category" (selection) * Property: "Launch Date" (date) * Property: "Product Manager" (linked to users) ### Adding Properties > **Requirement:** You must have "Can Edit" access to add properties **To create a property:** 1. Click the **⋮** (ellipsis) icon on the article 2. Select **Add Properties → Add a Property** 3. Enter a **Label** (property name) 4. Select a **Field Type** (text, number, date, selection, etc.) 5. Click outside the property window to save \[Screenshot: Add property dialog] **Available field types:** See the Property Fields documentation for details on all field types (text, checkbox, integer, decimal, date, selection, tags, relationships, etc.). ### Managing Properties **Editing properties:** 1. Hover over the property name 2. Click the **pencil icon** 3. Modify the label or field type 4. Click outside to save **Deleting properties:** 1. Hover over the property name 2. Click the **pencil icon** 3. Click **Delete → Delete** > **Warning:** Deleting a property is permanent and removes all data stored in that field across all articles using it. **Reordering properties:** 1. Hover over the property name 2. Click and drag the **drag handle icon** 3. Move the property above or below other properties \[Screenshot: Property management options] **Display in cards:** Enable **Display in Cards** on a property to show it in compact views of article items (Kanban cards, list previews, etc.). **Hiding the property panel:** Click the **gear icon** to hide the property sidebar. It reappears when you return to the article. **💡 Consistency Across Articles:** Define properties on a parent article, then create child articles. All children share the same properties, ensuring consistent information structure. *** ## Best Practices ### Create a Clear Hierarchy Organize articles into logical categories with meaningful parent-child relationships. Avoid flat structures with dozens of top-level articles. ### Use Templates for Common Content Build templates for frequently created article types (meeting notes, project docs, procedures). Save time and ensure consistency. ### Set Appropriate Access Levels Don't make everything public. Use "Members" visibility for sensitive or work-in-progress content. Grant access intentionally. ### Add Cover Images and Icons Visual identifiers help users navigate large knowledge bases. Use consistent icons or images for related content. ### Maintain Version Control Before major edits to collaborative articles, review version history. Consider commenting instead of direct editing when proposing changes. ### Embed Live Data Link to or embed views from other modules for dynamic content. Reduces copy-paste and keeps articles current. ### Clean Up Regularly Archive outdated articles instead of deleting immediately. Review trash monthly to permanently delete old content. ### Use Properties for Structured Data When articles track similar information (projects, products, procedures), add properties for consistency and easier searching. ### Invite Collaborators Explicitly For important content, invite specific reviewers or contributors. Don't rely solely on default access rights. ### Search Before Creating Use semantic search to check if content already exists before creating a new article. Reduce duplication. *** ## Related Documentation * [Rich Text Editor](../01_Essentials/Html_editor.md) - Format article content * [Property Fields](../01_Essentials/Property_fields.md) - Custom field types for articles * [Discuss](Discuss.md) - Comment and collaborate on articles * [Documents](Documents.md) - Attach files to articles * [Helpdesk](../08_Services/Helpdesk.md) - Link knowledge articles to support tickets *** ## Need Help? **Ask Your Knowlix:** * "Create a knowledge article about our onboarding process" * "Find all articles related to sales procedures" * "Add a Kanban board to track training modules in the HR Guide article" * "Share the Customer Support FAQ article with portal users" * "Show me who has edited the Product Roadmap article recently" **Contact Support:** For questions about knowledge base organization, access control, embedded views, or advanced article features, contact Knowlix support through the Help menu. # Sign Source: https://docs.knowlix.ai/productivity/sign Knowlix Electronic Signatures enables sending, signing, and approving documents online through legally recognized digital signatures. Organizations streamline contract execution, eliminate paper-based workflows, and accelerate approval cycles. Electronic signatures demonstrate agreement to document content with legal standing similar to handwritten signatures. Upload PDF documents, add signature fields, designate signers, and track completion status. Fields auto-populate with signer information from your database. The module integrates with Documents for file storage, CRM for contract management, and HR for employee onboarding. Configure templates for frequently signed documents, set signing order for multi-party agreements, and enable authentication steps for enhanced security. Features include SMS verification, timestamped audit logs, cryptographic hash generation for inalterability, automatic reminders, validity date controls, and signatory identity confirmation. Completed documents store securely with full traceability of the signing process. **💡 Pro Tip:** Ask Your Knowlix for signature workflows: *"Send the employment contract to John for signature"* or *"Show me all documents pending signatures"* *** ## Legal Considerations for Electronic Signatures ### General Legal Framework Electronic signatures are legally recognized in many jurisdictions worldwide, including the European Union (eIDAS regulation), United States (ESIGN Act and UETA), and numerous other countries. However, legal requirements vary significantly by jurisdiction. **Before implementing electronic signatures, consider:** * **Jurisdiction-specific laws:** Each country, state, or region may have unique requirements for electronic signature validity * **Document type restrictions:** Certain document types (wills, trusts, real estate deeds, court documents) may require traditional signatures in some jurisdictions * **Industry regulations:** Specific industries (healthcare, financial services, legal) may have additional compliance requirements * **International transactions:** Cross-border agreements may need to comply with multiple jurisdictions' laws * **Evidence requirements:** Some jurisdictions require specific audit trails, authentication methods, or certificate standards ### Consulting Legal Counsel > **Important:** The information in this documentation does not constitute legal advice. Electronic signature validity depends entirely on your jurisdiction's laws and your specific use cases. **We strongly recommend:** 1. **Consult a local attorney** specializing in electronic signatures and digital commerce law in your jurisdiction 2. **Review industry-specific regulations** that may apply to your business 3. **Conduct a legal assessment** before using electronic signatures for high-value or legally sensitive documents 4. **Document your processes** to demonstrate compliance with applicable laws 5. **Stay informed** about evolving electronic signature legislation in your operating jurisdictions ### Common Legal Requirements While requirements vary, many jurisdictions consider these factors when evaluating electronic signature validity: **Intent to sign:** The signer must clearly demonstrate intent to execute the document electronically. Systems should show explicit "sign" actions, not just passive acceptance. **Consent to electronic transactions:** Signers must agree to conduct business electronically. Provide options to opt out and receive paper documents if preferred. **Signature attribution:** The signature must be clearly linked to a specific individual. Metadata like IP addresses, timestamps, and authentication records support attribution. **Document association:** The signature must be permanently associated with the signed document. Maintain records showing how and when signatures were captured. **Record retention:** All parties must retain copies of signed documents. Provide signers with immediate access to completed documents. **Authentication:** Some jurisdictions or document types require specific authentication methods. Options may include SMS codes, identity verification, or qualified digital certificates. \[Screenshot: Legal considerations overview] **💡 Best Practice:** For critical business agreements, combine electronic signatures with additional verification steps (SMS authentication, video identity confirmation, qualified certificates) to strengthen legal defensibility. *** ## Sending Documents for Signature ### One-Time Document Signatures Send individual documents for signature without creating reusable templates. **To send a document for one-time signing:** 1. From your dashboard, click **Upload a PDF to sign** 2. Select the document file 3. The document opens in the editor 4. Drag and drop signature fields and other required fields onto the document 5. Assign each field to the appropriate signer role 6. Click **Send** 7. Fill in signer information (name, email) 8. Configure options (validity dates, reminders) 9. Click **Send** The document is dispatched to designated signers. Track signature status by navigating to **Documents → All Documents**. \[Screenshot: One-time signature upload and configuration] ### Validity Dates and Automatic Reminders Control document expiration and send automated reminder notifications. **To configure validity and reminders:** 1. Upload your document 2. Add required fields 3. Click **Send** 4. In the **Options** section: * **Valid Until:** Set the expiration date for the signature request * **Reminder:** Toggle on to enable automatic reminders * **Reminder Frequency:** Click the default value to edit days between reminder emails 5. Complete signer information 6. Click **Send** Signers receive initial notifications and periodic reminders until they sign or the validity period expires. Expired documents cannot be signed and require resending. \[Screenshot: Validity and reminder configuration] **💡 Use Case:** Set 30-day validity for employment contracts with weekly reminders. If candidates don't sign within the validity period, HR reviews whether the position remains open before resending. ### Document Templates Create reusable templates for documents requiring frequent signatures (employment contracts, NDAs, service agreements, purchase orders). **To create a signature template:** 1. From your dashboard, click **Upload a PDF template** 2. Select the document file 3. Add required signature fields and data fields 4. Assign fields to appropriate roles 5. Click **Template Properties** to configure: * **Tags:** Categorize the template * **Signed Document Workspace:** Folder where completed documents are stored * **Signed Document Tags:** Tags applied to completed documents * **Redirect Link:** URL shown after successful signature * **Authorized Users:** Restrict template access to specific users or groups 6. Save the template Templates appear on your dashboard. Click **Send** to dispatch to a signer or **Sign Now** to sign immediately yourself. \[Screenshot: Template properties configuration] **Creating templates from existing documents:** 1. Navigate to **Documents → All Documents** 2. Locate a previously sent document 3. Click the vertical ellipsis (⋮) 4. Select **Template** 5. Click the ellipsis again 6. Select **Restore** The document converts to a template and appears on your dashboard. **💡 Your Knowlix:** *"Create a signature template from the NDA document"* or *"Send the employment agreement template to Sarah"* *** ## Roles and Signatories ### Role Configuration Roles represent distinct participants in the signing process. Each field in a document is assigned to a specific role, and the person assigned to that role completes their fields. **To manage roles:** 1. Navigate to **Sign → Configuration → Roles** 2. Click **New** to create a role or select an existing role to edit 3. Configure the role: * **Role Name:** Descriptive label (e.g., "Employee," "Manager," "Vendor") * **Extra Authentication Step:** Optional SMS or advanced identity verification * **Change Authorized:** Allow document reassignment to different contacts * **Color:** Visual coding for field identification in template editor 4. Click **Save** Colors help distinguish role-specific fields when configuring multi-party documents with numerous fields. \[Screenshot: Role configuration form] ### Authentication Methods Enhance signature security with additional identity verification steps. **SMS Verification:** Require signers to enter a one-time code sent via SMS before completing signatures. **To enable SMS verification for a role:** 1. Navigate to **Sign → Configuration → Roles** 2. Click the **Extra Authentication Step** column for the role 3. Select **Unique Code Via SMS** 4. Save > **Prerequisite:** Register your SMS-enabled phone number in **Sign → Configuration → Settings** under "Authenticate by SMS." SMS credits are required for verification messages. **Verification workflow:** 1. Signer completes all fields 2. Clicks **Sign** and **Validate & Send Completed Document** 3. **Final Validation** page appears requesting phone number 4. One-time code is sent via SMS 5. Signer enters code to confirm and complete the signature \[Screenshot: SMS verification final validation page] **Authentication considerations:** * SMS verification requires SMS credits. Without credits, authentication steps are skipped. * Once enabled for a role, verification applies to ALL fields assigned to that role. * This feature significantly strengthens non-repudiation and signer identification. **💡 Security Tip:** Enable SMS verification for high-value contracts, financial documents, and legally sensitive agreements to create stronger evidence of signer identity. *** ## Signatory Hash and Security ### Cryptographic Integrity Each signature generates a unique cryptographic hash to ensure traceability, integrity, and inalterability. The hash acts as a digital fingerprint of the signing operation. **Hash functionality:** * **Traceability:** Links each signature to a specific signer, timestamp, and document state * **Integrity:** Any modification to the signed document changes the hash, revealing tampering * **Inalterability:** Signed documents cannot be altered without detection **Security frame display:** A visual security frame showing the beginning of the hash appears on signatures. Internal users can toggle frame visibility using the **Frame** option when signing documents. \[Screenshot: Signature with security hash frame] ### Audit Trails Comprehensive audit logs capture every action in the signature lifecycle: * Document upload timestamp * Template creation and modifications * Send events with recipient information * Document access (views, downloads) * Signature captures with IP addresses and geolocation * Completion timestamps * Any modifications or cancellations Audit trails provide supporting evidence for signature validity and support legal compliance requirements in many jurisdictions. *** ## Document Organization ### Tags for Categorization Tags organize and categorize signed documents for efficient search and filtering. **To create tags:** 1. Navigate to **Configuration → Tags** 2. Click **New** 3. Enter the **Tag Name** 4. Select a **Color Index** for visual identification 5. Save **Applying tags:** * Apply tags when sending documents using the dropdown in the document form * Modify tags on completed documents by navigating to **Documents → All Documents**, clicking the ellipsis (⋮), selecting **Details**, and updating tags \[Screenshot: Tag management interface] **Tag organization strategies:** * **By document type:** Contracts, Agreements, Forms, Policies * **By status:** Pending Review, Approved, Archived * **By department:** HR, Finance, Sales, Legal * **By urgency:** Urgent, Standard, Low Priority *** ## Multi-Party Signing Order Control the sequence in which multiple parties sign documents. ### Configuring Signing Order **To set signing order:** 1. Upload a PDF document 2. Add at least two signature fields assigned to different roles 3. Click **Send** 4. Toggle the **Specify Signing Order** switch 5. Add signers by entering their name or email 6. In the first column, enter sequence numbers (1, 2, 3, etc.) 7. Click **Send** \[Screenshot: Signing order configuration] **Sequential signing workflow:** * The first signer receives immediate notification * Subsequent signers receive notifications ONLY after the previous signer completes their action * Each party sees the document with all prior signatures already applied * Final completion occurs when the last signer in the sequence signs **Use cases for signing order:** * **Approval workflows:** Manager approves before employee signs * **Hierarchical sign-offs:** Department head, VP, CEO in sequence * **Counter-party agreements:** Vendor signs, then customer signs to accept * **Witness requirements:** Primary signer first, then witness **💡 Your Knowlix:** *"Set up a signing order with Manager first, then Employee"* *** ## Field Types and Configuration Fields indicate what information signers must complete. Configure custom field types to accelerate the signing process. ### Managin Field Types **To configure field types:** 1. Navigate to **Sign → Configuration → Settings** 2. Click **Edit field types** 3. Select an existing field or click **Create** ### Standard Field Types **Signature:** Signers provide their signature by drawing with a mouse/stylus, generating an automatic signature from their name, or uploading an image file. Once entered, subsequent signature fields reuse the same signature. **Initial:** Similar to signature fields but for initials. Used for acknowledging specific clauses or pages within multi-page documents. **Text:** Single-line text entry for names, job titles, reference numbers, or other short textual information. **Multiline Text:** Multi-line text area for addresses, descriptions, comments, or other longer textual content. **Checkbox:** Tick box for indicating approval, consent, acknowledgment, or agreement to specific terms. **Selection:** Dropdown menu allowing signers to choose one option from multiple predefined choices. \[Screenshot: Field type configuration panel] ### Custom Field Configuration **Field properties:** **Field Name:** Descriptive label identifying the field's purpose. **Field Type:** Select from signature, initial, text, multiline text, checkbox, or selection. **Auto-fill Partner Field:** Automatically populate fields using data from the signer's contact record. Enter the technical name of the contact model field (e.g., "phone," "email," "street"). > **Technical Names:** Enable advanced mode and hover over field labels to see question mark tooltips displaying technical names. Auto-filled values are suggestions. Signers can modify them as needed. **Default Width and Height:** Field dimensions expressed as percentages of full page size (decimal format). 1.0 equals full page width or height. * Default width: 0.150 (15% of page width) * Default height: 0.015 (1.5% of page height) **Tip:** Instructional text displayed in arrows on the left side of the screen during signing. Guides signers through each step (e.g., "Sign here," "Enter your start date," "Check if you agree"). **Placeholder:** Text displayed inside empty fields before signers complete them. Provides format examples or additional guidance (e.g., "MM/DD/YYYY" for date fields). \[Screenshot: Custom field configuration form] **💡 Template Design Tip:** Configure auto-fill fields for name, email, phone, and address to minimize data entry for signers. Use clear tips and placeholders to prevent errors and reduce completion time. *** ## Signing Workflow ### Signer Experience **Document receipt:** Signers receive email notifications with links to access documents requiring their signature. **Signing process:** 1. Click the link in the email notification 2. Review the document content 3. Complete all fields assigned to their role (marked by color-coded boxes) 4. Enter signature when prompted (draw, type name for auto-generation, or upload image) 5. Complete any additional authentication (SMS verification if enabled) 6. Review all entries 7. Click **Validate & Send Completed Document** **Post-signature actions:** * Signers receive confirmation emails with attached completed documents * If a redirect link is configured, signers see the link in the confirmation message * Completed documents are available for download \[Screenshot: Signer view of document] ### Document Status Tracking **Monitoring signature progress:** 1. Navigate to **Documents → All Documents** 2. View document status: * **Draft:** Not yet sent to signers * **Pending:** Sent, awaiting signatures * **Completed:** All required signatures obtained * **Canceled:** Signature request canceled * **Expired:** Validity period passed without completion Click any document to view detailed status, see which signers have completed their actions, and access the audit trail. \[Screenshot: Document status list] **💡 Your Knowlix:** *"Show me all pending signature requests sent this week"* or *"What's the status of the vendor agreement with ABC Corp?"* *** ## Integration with Other Modules ### HR Integration Generate signature requests automatically when onboarding new employees or updating contracts. **Common HR signature workflows:** * Employment contracts sent upon hire * Non-disclosure agreements during onboarding * Performance review acknowledgments * Policy acceptance confirmations * Exit interview documentation ### CRM Integration Send proposals, quotes, and contracts directly from CRM opportunities and contacts. **Sales signature workflows:** * Proposal acceptance signatures * Service agreements from opportunities * Master service agreements with new accounts * Amendment and addendum signatures ### Documents Integration All signature templates and completed signed documents store in the Documents module with full folder organization and access controls. **Document management features:** * Organize templates by folder * Apply tags for categorization * Control access with folder-level permissions * Track document versions * Archive completed signatures *** ## Best Practices ### Design Clean, Unambiguous Documents Use clear field labels, adequate white space, and logical field placement. Avoid overlapping text or placing fields on busy backgrounds. Test template readability before deploying. ### Set Realistic Validity Periods 30-60 days works well for most business documents. Shorter periods (7-14 days) for time-sensitive agreements. Longer periods (90+ days) for non-urgent documents where delays are expected. ### Enable SMS Verification for High-Value Documents Contracts above certain dollar thresholds, financial instruments, legal agreements, and HR documents benefit from additional authentication to strengthen enforceability. ### Use Templates for Recurring Documents Create templates for any document type you send more than twice. Template setup time is recovered quickly through faster subsequent sending. ### Configure Signing Order for Approvals When documents require managerial approval before employee signature, use signing order to prevent premature employee signing. Ensures proper authorization occurs first. ### Add Clear Tips to Fields Every field should have an instructive tip explaining what to enter. "Enter your legal first and last name" is clearer than just "Name." Reduces errors and support requests. ### Auto-Fill Contact Information Configure auto-fill for all fields with data in contact records. Name, email, phone, address, job title, and company name should populate automatically. ### Set Reminders for Critical Documents Employment contracts, renewal agreements, and time-sensitive proposals should have automatic reminders enabled. Weekly reminders work well for most use cases. ### Tag Documents Consistently Establish tagging standards across your organization. Consistent tagging enables powerful filtering and ensures documents are easily retrievable. ### Review Audit Trails for Disputes If signature validity is questioned, review the complete audit trail showing access logs, IP addresses, timestamps, authentication completion, and signature captures. ### Test Templates Before Production Use Send test signature requests to yourself or colleagues before deploying new templates to external parties. Verify all fields work correctly and instructions are clear. ### Maintain Signer Copies Ensure every signer receives a completed document copy immediately upon signature completion. This satisfies legal requirements in many jurisdictions. *** ## Related Documentation * [Documents](Documents.md) - Store and organize signature templates * [CRM](../03_Sales/CRM.md) - Send proposals from opportunities * [HR Management](../06_Human_Resources/Employees.md) - Automate employee document signing * [Contacts](../01_Essentials/Contacts.md) - Manage signer information *** ## Need Help? **Ask Your Knowlix:** * "Send the employment contract template to the new hire" * "Create a signature template from the NDA document" * "Show me all documents pending signature from this month" * "Set up SMS verification for the Manager role" * "Configure a three-party signing order for vendor agreements" * "What's the status of signatures for the Q4 contracts?" **Contact Support:** For questions about SMS authentication configuration, field type customization, international character support, or signature hash validation, contact Knowlix support through the Help menu. # Spreadsheet Source: https://docs.knowlix.ai/productivity/spreadsheet Knowlix Spreadsheets provide powerful data analysis, manipulation, and visualization capabilities directly integrated with your business database. Create spreadsheets, insert live data connections, build dynamic pivot tables, design charts, and collaborate in real-time with your team. Unlike standalone spreadsheet applications, Knowlix Spreadsheets connect directly to your operational data. Insert lists from any module, create pivot analyses that update automatically, and use database-specific functions to pull live information. Changes in your CRM, Sales, or Inventory modules reflect immediately in connected spreadsheets. The Spreadsheet module lives within Document Management, storing files in organized folder structures with granular access controls. Share spreadsheets internally with permission-based access, collaborate through cell comments, and track changes with automatic version history. Build custom dashboards by converting spreadsheets to visualization panels. Charts and data tables display key business metrics with real-time updates. Start from pre-configured dashboard templates or design custom analytics from scratch. **💡 Pro Tip:** Ask Your Knowlix for spreadsheet operations: *"Create a new spreadsheet analyzing Q4 sales by region"* or *"Insert a pivot table of inventory levels by warehouse"* *** ## Creating Spreadsheets ### New Blank Spreadsheets Create spreadsheets from scratch or using predefined templates. **To create a new spreadsheet:** 1. Navigate to **Documents** and select the destination folder 2. Click **New** 3. Select **Spreadsheet** 4. Choose **Blank spreadsheet** or select a template 5. Click **Create** 6. Click **Untitled spreadsheet** at the top to rename \[Screenshot: New spreadsheet creation dialog] **Alternative creation methods:** * Click **File → New** from within an open spreadsheet * Insert a list, pivot table, or chart from another module directly into a new spreadsheet (saves to My Drive or configured Spreadsheet folder) **Default storage locations:** New spreadsheets save to either your personal **My Drive** folder or, if file centralization is enabled, to the **Spreadsheet** workspace folder. ### Spreadsheet Templates Templates accelerate spreadsheet creation for recurring analysis needs like monthly budget reports, quarterly commission calculations, or weekly performance tracking. **Creating templates:** 1. Open an existing spreadsheet or create a new one 2. Click **File → Save as template** 3. Enter the **Template Name** (or keep the default) 4. Click **Confirm** After saving as a template, subsequent changes to the open spreadsheet affect only that instance. To modify the template itself, edit it through the template management interface. **Using templates:** **Method 1:** 1. In Documents, click **New → Spreadsheet** 2. Select the desired template 3. Click **Create** **Method 2:** 1. Navigate to **Documents → Configuration → Spreadsheet Templates** 2. Click the **New spreadsheet** icon next to the template New spreadsheets inherit the template name by default. Click the name at the top to rename. \[Screenshot: Template selection dialog] **Managing templates:** Navigate to **Documents → Configuration → Spreadsheet Templates**. Remove the "My Templates" filter to view all available templates. **Available template operations:** * **Duplicate:** Click **Make a copy** to create a new template based on an existing one. The copy appears at the bottom of the list. * **Edit:** Click **Edit** to modify template content. Changes save automatically. * **Delete:** Check the template checkbox, click **Actions**, then **Delete** Templates are available organization-wide. Any user can create spreadsheets from any template. **💡 Your Knowlix:** *"Create a spreadsheet from the Monthly Sales Report template"* ### Uploading External Files Import Excel files (.xlsx format) to continue working on them as Knowlix Spreadsheets. **To upload and convert an Excel file:** 1. In Documents, navigate to the destination folder 2. Click **New → Upload** 3. Select the .xlsx file 4. Click **Open** 5. Click the uploaded file 6. Disable **Send source file to trash** if you want to preserve the original .xlsx 7. Click **Open with Knowlix Spreadsheet** The file converts to Knowlix Spreadsheet format and becomes fully editable with database integration features. \[Screenshot: Excel file upload and conversion] *** ## File Management Operations Users with Editor rights can perform various management operations through the **File** menu. ### Core File Operations **Make a Copy:** Duplicates the current spreadsheet with identical regional settings (locale). The copy appears as a new file in the same folder. **Save as Template:** Converts the current spreadsheet into a reusable template available to all users. **Download:** Exports the spreadsheet in .xlsx format. Database formulas (lists, pivot tables, functions) convert to their current values at download time, creating a static snapshot. > **Note:** Viewer role users can also download spreadsheets. **Version History:** Access read-only previous versions. View version details, restore earlier versions, or create copies of specific versions. **Print:** Send the spreadsheet to a connected printer. **Settings:** View and modify the spreadsheet's regional settings (locale). **Add to Dashboard:** Convert the spreadsheet into a dashboard accessible through the Dashboards module. \[Screenshot: File menu options] ### Version Control Knowlix automatically saves spreadsheet versions as changes occur, providing complete edit history. **Accessing version history:** 1. Click **File → See version history** 2. Saved versions appear in the right panel with user names, dates, and times **Version operations:** * **View:** Click any version to preview it in read-only mode * **Restore:** Click the vertical ellipsis icon, then **Restore this version** * **Copy:** Click the vertical ellipsis icon, then **Make a copy** (opens as new spreadsheet) * **Name:** Click the date/time to add a descriptive name for easy identification \[Screenshot: Version history panel] **Actions available in read-only version view:** * Search: **Edit → Find and replace** or **Ctrl + H** * Copy cells: **Edit → Copy** or **Ctrl + C** ### Regional Settings (Locale) Spreadsheet locale determines number formatting, date displays, and week start day for consistent viewing across all users. **Affected by locale:** * Thousand and decimal separators (1,000.50 vs 1.000,50) * Date and time formats (MM/DD/YYYY vs DD/MM/YYYY) * First day of the week (Sunday vs Monday) **Default behavior:** New spreadsheets inherit the creator's user profile language settings. A user with French (BE) language creates spreadsheets following Belgian French conventions. **Viewing and changing locale:** 1. Click **File → Settings** 2. The **Spreadsheet settings** panel opens 3. View current locale 4. Select different locale from dropdown if needed **Locale indicator:** When opening a spreadsheet with a different locale than your profile, a blue globe icon appears at the top right. Hovering reveals a warning showing locale differences and affected formats. \[Screenshot: Locale settings panel] **💡 Best Practice:** Set locale to match your primary user base. International teams should agree on a standard locale for shared analytical spreadsheets. ### Dashboard Conversion Transform spreadsheets into dashboards accessible through the Dashboards module. **To convert a spreadsheet to a dashboard:** 1. Click **File → Add to dashboard** 2. Enter the **Dashboard Name** 3. Select **Dashboard Section** (or create new section) 4. Modify **Access Groups** if needed to control visibility 5. Click **Create** \[Screenshot: Dashboard conversion dialog] **Important notes:** * The first spreadsheet tab becomes the dashboard front end * After conversion, the spreadsheet is deleted from Documents * All subsequent edits occur through the Dashboards module * You can also add spreadsheets to dashboards from Dashboard configuration settings *** ## Data Integration from Knowlix Modules Insert live data from any Knowlix module into spreadsheets. Lists, pivot tables, and charts connect to your database and refresh automatically. ### Data Sources Each inserted list, pivot table, or chart creates a **data source**. Data sources maintain connections between spreadsheets and database models, retrieving updated information when spreadsheets are opened, pages are reloaded, or data is manually refreshed (**Data → Refresh all data**). **Data source properties:** Access through the **Data** menu. Sources appear with identifying icons: * 📊 Pivot table icon * 📋 List icon * 📈 Chart icon Followed by ID and name (e.g., "📊 (#1) Sales Analysis by Product"). **Opening properties:** * Click the data source in the Data menu * Right-click cells in an inserted list/pivot table, then **See list properties** or **See pivot properties** * Click the menu icon on a chart, then **Edit** Properties remain open when navigating between sheets. Close by clicking the X icon in the properties panel. \[Screenshot: Data sources in Data menu] **Data source lifecycle:** * Deleting an inserted list or pivot table does NOT delete its data source (must delete through properties) * A warning in the Data menu identifies orphaned data sources * Deleting a chart ALSO deletes its data source **Multiple data sources:** Insert lists, pivot tables, and charts from different modules and models into the same spreadsheet for comprehensive cross-functional analysis. ### Inserting Lists Lists display database records in spreadsheet rows with each field as a column. List data refreshes automatically from your database. **Pre-insertion preparation:** Before inserting, configure the list view with desired fields, filters, and sorting. This impacts both loading performance and spreadsheet usability. **To insert a list:** 1. Open the relevant list view in any Knowlix module 2. Click the **Actions** icon next to the view name 3. Select **Spreadsheet → Insert list in spreadsheet** 4. Edit the **Name** if needed (used in sheet name and properties) 5. Adjust the number of **records** (rows) to insert 6. Choose **Blank spreadsheet** or select an existing spreadsheet 7. Click **Confirm** \[Screenshot: Insert list dialog] **Inserting specific records only:** Select desired records in the list, click the **Actions** button at top center, then **Insert in spreadsheet**. **Record count considerations:** The default number shows records visible on the first page. If anticipating new records (new categories, salespeople, etc.), add extra rows during insertion to accommodate growth. **Example:** If you have 10 product categories and expect more, insert 15-20 rows. Otherwise, an 11th category would replace an existing row instead of appearing as a new one. **Post-insertion:** * The list appears in a new sheet tab named "List Name (List #ID)" * Properties panel opens on the right * View individual records by right-clicking any row cell and selecting **See record** * Navigate back to the spreadsheet using breadcrumbs \[Screenshot: Inserted list in spreadsheet] ### List Functions Inserted lists use database retrieval functions to populate cells. **Header function:** ``` =KNOWLIX.LIST.HEADER(list_id, field_name) ``` **Value function:** ``` =KNOWLIX.LIST(list_id, index, field_name) ``` **Function arguments:** * **list\_id:** Sequential ID assigned at insertion (first list = 1, second = 2, etc.) * **index:** Record position in the original list (first record = 1, second = 2, etc.) * **field\_name:** Technical name of the database field **Viewing formulas:** * Click any cell to see its formula in the formula bar * **View → Show → Formulas** displays all formulas simultaneously \[Screenshot: List formulas displayed] **💡 Technical Tip:** To find field technical names, navigate to the relevant view, activate advanced mode, and hover over field labels to see question mark tooltips with technical names. ### List Properties View and modify list properties through the properties panel. **Property details:** * **List #:** Sequential ID number * **List Name:** Editable label (changes here don't affect sheet name) * **Model:** Database model providing the data * **Columns:** Fields visible when the list was inserted * **Domain:** Filter rules determining which records appear (click **Edit domain** to modify) * **Sorting:** Sort rules applied to data (add multiple sort criteria) \[Screenshot: List properties panel] **Managing data sources:** Click the gear icon in properties to: * **Duplicate:** Create a copy of the data source for alternate analysis * **Delete:** Remove the data source entirely ### Managing Inserted Lists **Adding records (rows):** **Method 1 - Drag to add:** 1. Select the last row of the list 2. Hover over the blue square until the plus icon appears 3. Drag down to add desired number of rows 4. New cells populate with appropriate formulas **Method 2 - Re-insert:** 1. Click **Data → Re-insert list** 2. Select the appropriate list 3. Specify the number of records 4. Click **Confirm** 5. Updated list overwrites the previous version **Adding fields (columns):** 1. Select a column adjacent to the insertion point 2. Click **Insert → Insert column** then choose **Column left** or **Column right** 3. Copy a header cell from any existing column 4. Paste into the new header cell and press **Enter** 5. Double-click the new header cell 6. Click the field name in quotation marks at the end of the formula 7. A dropdown displays all available field technical names 8. Select the appropriate field and press **Enter** 9. Double-click the blue square at the header's bottom-right corner to auto-fill the column \[Screenshot: Adding column to inserted list] **Duplicating lists:** Duplicating through properties creates an additional data source for different analyses on the same data. 1. Open list properties 2. Click the gear icon 3. Select **Duplicate** 4. A new data source with the next sequential ID is created 5. Insert it manually: * Add a new sheet * **Data → Re-insert list** * Select the duplicated list * Define record count * Click **Confirm** **Deleting lists:** To fully remove a list and its data source: 1. Delete the spreadsheet table (select and delete, or delete the sheet) 2. Open the list properties 3. Click the gear icon 4. Select **Delete** **💡 Your Knowlix:** *"Add 10 more rows to the product list in Sheet 2"* or *"Insert a list of open opportunities in a new spreadsheet"* ### Inserting Pivot Tables Pivot tables aggregate and analyze data with customizable dimensions and measures. **To insert a pivot table:** 1. Open the relevant pivot view in any module 2. Click **Insert in Spreadsheet** 3. Edit the **Name** if needed 4. Choose **Blank spreadsheet** or select an existing spreadsheet 5. Click **Confirm** The pivot table appears in a new sheet named "Pivot Name (Pivot #ID)" with properties displayed in the right panel. \[Screenshot: Inserted pivot table] **Post-insertion capabilities:** * Right-click any cell and select **See record** to view underlying data * Convert to a dynamic pivot table for in-spreadsheet manipulation * Sever database connection by copying and using **Paste special → Paste as value** ### Pivot Table Functions Static pivot tables (not yet converted to dynamic) use database retrieval functions. **Header function:** ``` =PIVOT.HEADER(pivot_id, [domain_field_name, ...], [domain_value, ...]) ``` **Value function:** ``` =PIVOT.VALUE(pivot_id, measure_name, [domain_field_name, ...], [domain_value, ...]) ``` **Function arguments:** * **pivot\_id:** Sequential ID (Pivot #1, Pivot #2, etc.) * **measure\_name:** Technical name of measured field with aggregation type (e.g., product\_uom\_qty:sum) * **domain\_field\_name:** Technical name of dimension field (or date field with period like date\_order:month) * **domain\_value:** Record ID or date/time period value \[Screenshot: Pivot formulas] ### Pivot Table Properties **Property details:** * **Pivot #:** Sequential ID number * **Name:** Editable label (doesn't sync with sheet name) * **Model:** Source database model * **Columns and Rows:** Dimensions categorizing or grouping data * **Measures:** Metrics being analyzed based on chosen dimensions * **Domain:** Filter rules (click **Edit domain** to modify) **Managing pivot data sources:** * **Duplicate:** Click gear icon → **Duplicate** * **Delete:** Click gear icon → **Delete** \[Screenshot: Pivot properties panel] > **Note:** To manipulate columns, rows, or measures of a newly inserted pivot table, first convert it to a dynamic pivot table. ### Managing Pivot Tables **Duplicating pivot tables:** Duplication creates an additional data source for alternate analyses (different dimensions, measure comparisons, date offsets for period comparisons). 1. Open pivot properties 2. Click the gear icon 3. Select **Duplicate** 4. The duplicated pivot automatically inserts into a new sheet 5. Edit the **Name** in properties and the sheet tab if needed New pivot tables receive sequential IDs (duplicating Pivot #1 creates Pivot #2). > **Important:** Duplicated pivots are dynamic pivot tables by default. **Deleting pivot tables:** 1. Delete the table visually (select and delete, or delete the sheet) 2. Open pivot properties 3. Click the gear icon 4. Select **Delete** ### Inserting Charts Visual representations of data from graph views. **To insert a chart:** 1. Open the relevant graph view in any module 2. Click **Insert in Spreadsheet** 3. Edit the **Name** if needed 4. Choose **Blank spreadsheet** or select an existing spreadsheet 5. Click **Confirm** Charts insert on the first sheet with properties displayed in the right panel for configuration and design adjustments. **Interactive charts:** Clicking data points opens the relevant list view filtered to show underlying records. For example, clicking a salesperson's bar opens their sales list matching the chart's domain. \[Screenshot: Inserted chart with properties] ### Inserting Clickable Links Add navigation links from cells to Knowlix menu items, other sheets, or external URLs. **Link destinations:** * **Menu items:** Navigate to specific modules and views * **Sheet references:** Jump to other tabs within the same spreadsheet * **External URLs:** Open web pages **To insert a cell link:** 1. Click **Insert → Link** from the menu bar, or right-click the cell and select **Insert link** 2. Configure the link: * **Menu item:** Select module and view from dropdowns * **Sheet:** Select sheet tab from dropdown * **External URL:** Enter complete web address 3. Enter **Label** text to display in the cell 4. Click **Insert** **Chart links:** Charts can link to menu items. Click the menu icon on a chart, select **Edit**, then configure the link in chart properties. \[Screenshot: Insert link dialog] **💡 Your Knowlix:** *"Add a link in cell A1 to the Sales dashboard"* *** ## Dynamic Pivot Tables Convert static pivot tables to dynamic versions for in-spreadsheet manipulation of dimensions and measures without returning to the source database view. ### Converting to Dynamic Pivots **To convert a static pivot table:** 1. Right-click anywhere in the pivot table 2. Select **Convert to dynamic pivot** Or: 1. Open the pivot properties 2. Click **Convert to dynamic pivot** The pivot table transforms immediately. The properties panel updates to show dynamic manipulation controls. \[Screenshot: Dynamic pivot properties] ### Manipulating Dynamic Pivots **Adding dimensions:** * Drag field names from the available fields list into **Rows** or **Columns** * Fields organize data grouping and categorization **Adding measures:** * Drag field names from available fields into **Measures** * Select aggregation type (Sum, Average, Count, Min, Max) **Removing dimensions or measures:** * Click the X icon next to the dimension or measure in properties **Reordering:** * Drag dimensions or measures up/down within their respective sections **Filtering:** * Click **Edit domain** to add or modify filter rules \[Screenshot: Dynamic pivot manipulation] ### Dynamic Pivot Functions Dynamic pivot tables use special PIVOT() functions that support manipulation. ``` =PIVOT(pivot_id) ``` The single-argument function retrieves all configured dimensions and measures. The formula updates automatically as you manipulate the pivot structure through properties. **💡 Use Case:** Insert a sales pivot with basic dimensions (salesperson, product category). Convert to dynamic. Add time dimensions (month, quarter) and additional measures (profit margin, unit count) without leaving the spreadsheet. *** ## Spreadsheet Functions Knowlix Spreadsheets support standard spreadsheet functions plus database-specific functions for retrieving live data. ### Standard Functions All typical spreadsheet functions are available: **Mathematical:** SUM, AVERAGE, MIN, MAX, ROUND, ABS, POWER, SQRT **Statistical:** COUNT, COUNTA, MEDIAN, STDEV, VAR **Logical:** IF, AND, OR, NOT, IFERROR **Text:** CONCATENATE, LEFT, RIGHT, MID, LEN, UPPER, LOWER, TRIM **Date/Time:** TODAY, NOW, DATE, YEAR, MONTH, DAY, HOUR, MINUTE **Lookup:** VLOOKUP, HLOOKUP, INDEX, MATCH, XLOOKUP ### Database Functions Retrieve live data from Knowlix modules. **List functions:** ``` =KNOWLIX.LIST.HEADER(list_id, field_name) =KNOWLIX.LIST(list_id, index, field_name) ``` **Pivot functions:** ``` =PIVOT.HEADER(pivot_id, [domain_field_name], [domain_value]) =PIVOT.VALUE(pivot_id, measure_name, [domain_field_name], [domain_value]) =PIVOT(pivot_id) ``` **Financial functions:** ``` =KNOWLIX.ACCOUNT.BALANCE(account_code, [date_from], [date_to]) =KNOWLIX.ACCOUNT.CREDIT(account_code, [date_from], [date_to]) =KNOWLIX.ACCOUNT.DEBIT(account_code, [date_from], [date_to]) ``` Retrieve account balances, credits, and debits for specific periods from your accounting module. \[Screenshot: Function examples with database connections] **💡 Your Knowlix:** *"Show me how to use the account balance function"* or *"Create a formula that sums all sales from list 2"* *** ## Global Filters Apply dynamic filters across multiple data sources simultaneously. Global filters update all connected lists, pivot tables, and charts when filter values change, enabling interactive dashboards and comparative analysis. ### Creating Global Filters **To add a global filter:** 1. Click **Data → Add a global filter** 2. Configure the filter: * **Label:** Display name for the filter control * **Type:** Date range, selection list, relative date, etc. * **Default Value:** Initial filter state 3. Click **Save** The filter control appears at the top of the spreadsheet. All data sources configured to use the filter refresh when values change. \[Screenshot: Global filter configuration] ### Filter Types **Date Range:** Select a specific start and end date. Use for analyzing performance within custom time periods. **Relative Date:** Choose periods relative to today (This Month, Last Quarter, This Year, etc.). Automatically updates as time passes. **Selection:** Choose from a predefined list of options (salespeople, product categories, regions, etc.). **Text:** Enter free-form text for filtering by name, description, or other text fields. ### Applying Filters to Data Sources Configure which data sources respond to each global filter. **To connect a filter to a data source:** 1. Open the data source properties (list, pivot, or chart) 2. Locate the **Global Filters** section 3. Enable the filter toggle for applicable filters 4. Map filter values to database fields 5. Click **Save** When multiple data sources are connected to the same filter, changing the filter value updates all linked data simultaneously. \[Screenshot: Connecting filter to data source] ### Using Filters **Changing filter values:** Click the filter control at the top of the spreadsheet and select new values. All connected data sources refresh immediately. **Filter combinations:** Use multiple global filters together for multi-dimensional analysis. For example, filter by date range AND salesperson AND product category to narrow analysis to specific scenarios. **Dashboard applications:** Global filters make dashboards interactive. Viewers change filter values to explore different data segments without editing the spreadsheet structure. **💡 Use Case:** Create a sales dashboard with three global filters: Date Range, Salesperson, and Region. Insert four pivot tables showing revenue, units sold, average deal size, and win rate. Connect all pivots to all three filters. Users interactively explore performance by changing filter values. *** ## Chart Visualization Create visual representations of spreadsheet data or insert charts from database graph views. ### Spreadsheet-Based Charts Build charts from spreadsheet data ranges. **To create a chart from spreadsheet data:** 1. Select the data range (including headers) 2. Click **Insert → Chart** 3. In the chart properties panel, configure: * **Chart Type:** Bar, line, pie, scatter, area, etc. * **Data Range:** Adjust if needed * **Series Configuration:** Define what each series represents * **Axis Labels:** Configure X and Y axis titles * **Legend Position:** Top, bottom, left, right, none * **Colors:** Customize series colors 4. Position and resize the chart on the sheet \[Screenshot: Chart creation from spreadsheet data] ### Database Chart Insertion Insert charts from graph views for live data visualization (covered earlier in Data Integration section). ### Chart Customization **Design options:** * **Chart Type:** Switch between bar, line, pie, area, scatter, combo, etc. * **Stacking:** Stack bars or areas for cumulative views * **Colors:** Custom color schemes per series * **Data Labels:** Show values on data points * **Gridlines:** Configure horizontal/vertical gridlines * **Legends:** Position and formatting * **Titles:** Chart title and axis titles **Formatting options:** * **Borders:** Add or remove chart borders * **Background:** Transparent or solid colored backgrounds * **Font Sizes:** Adjust title, label, and legend font sizes \[Screenshot: Chart customization panel] ### Chart Data Links Charts based on database graph views support interactive data exploration. Clicking chart elements (bars, lines, pie slices) opens filtered list views showing underlying records. **💡 Your Knowlix:** *"Create a bar chart showing sales by product category"* *** ## Collaboration and Sharing Share spreadsheets with permission-based access controls and collaborate through real-time comments. ### Permission Roles Three permission levels control spreadsheet access: **Owner:** * View, edit, delete * Download as .xlsx * Share with specific people or via link * Manage all roles including transferring ownership * Use comments and activity feed **Editor:** * View, edit, delete * Download as .xlsx * Share with specific people or via link * Manage roles (except changing owner) * Use comments and activity feed **Viewer:** * View only (no editing) * Download as .xlsx * Share via link only (no direct user sharing) * Cannot use comments * Can view activity feed \[Screenshot: Permission roles comparison] ### Sharing Static Spreadsheets Spreadsheets containing only static data (no database connections) can be shared internally or externally. **To share a static spreadsheet:** 1. Click **Share** in the upper-right corner 2. Configure access: * **Add people:** Enter names or email addresses * **Set permissions:** Choose Viewer or Editor * **General access:** Configure "Anyone with the link" settings 3. Click **Share** Recipients receive email notifications with access links. \[Screenshot: Share dialog for static spreadsheet] ### Sharing Dynamic Spreadsheets Spreadsheets with database connections have special sharing considerations. **Dynamic spreadsheet indicators:** A spreadsheet is dynamic if it contains: * Lists or pivot tables with database formulas * Data sources (even if lists/pivots are deleted) * Links to Knowlix menu items **Internal sharing:** Dynamic spreadsheets can be shared with internal users only. However, data visibility depends on the user's database access rights. **Example:** A sales manager creates a spreadsheet with all team sales data. A salesperson with "Own Documents Only" permission sees only their own sales when opening the shared spreadsheet. Permissions are evaluated when users open the spreadsheet, populating it only with data they're authorized to view. **External sharing restriction:** External users CANNOT access dynamic spreadsheets. If an external user clicks a dynamic spreadsheet link, an error message appears. **Sharing with external users (frozen versions):** Create a static snapshot for external sharing: 1. Click **Freeze and share** in the upper-right corner 2. All database formulas convert to current values 3. Menu links are removed 4. Configure access settings 5. Click **Share** The frozen version is read-only and completely static. External users can view and download but cannot see live data updates. \[Screenshot: Freeze and share dialog] **Downloading dynamic spreadsheets:** Anyone with access can download dynamic spreadsheets as .xlsx files (**File → Download**). All database formulas convert to their current values, creating a frozen snapshot. ### Comments Add cell-level comments for discussing specific spreadsheet elements. **Permission requirements:** Only Owner and Editor roles can add, edit, and delete comments. Viewers cannot see or interact with comments. **Adding comments:** 1. Right-click the cell 2. Select **Insert comment** 3. Type your comment 4. (Optional) Type @ to mention users 5. Click **Send** or press **Ctrl + Enter** **Viewing comments:** * Cells with comments show a small yellow triangle in the top-right corner * Hover over the cell to preview the comment thread * Click **View → All comments** to see all comments in a side panel * Filter by **All sheets** or **This sheet** **Editing comments:** 1. Hover over your comment 2. Click the ellipsis icon 3. Select **Edit** 4. Make changes and click **Save** Edited comments show "(edited)" at the end. **Deleting comments:** 1. Hover over the comment 2. Click the ellipsis icon 3. Select **Delete** 4. Confirm deletion \[Screenshot: Comment thread on cell] **Resolving comment threads:** 1. Open the Comments panel (**View → All comments**) 2. Click the ellipsis icon for the thread 3. Select **Resolve this thread** Resolved threads remain in the Comments panel (marked with a checkmark) but disappear from the spreadsheet. Reopen by clicking the ellipsis and selecting **Re-open this thread**. **💡 Collaboration Tip:** Use comments for data clarifications, formula explanations, or questions about specific values. Mention colleagues with @ to notify them of issues requiring attention. ### Activity Feed The spreadsheet's activity feed (chatter) tracks high-level changes and allows general communication. **Access the activity feed:** Click the **Activity** icon in the upper-right corner (info and tags button in Documents interface). **Activity feed vs. comments:** * **Activity feed:** General spreadsheet-level communication and change tracking * **Comments:** Cell-specific discussions Both Owner and Editor roles can post in the activity feed. All roles (including Viewer) can see activity history. *** ## Best Practices ### Start with Templates for Recurring Analysis Create templates for monthly reports, quarterly reviews, or weekly dashboards. Templates ensure consistency and save hours of repetitive setup work. ### Use Global Filters for Interactive Dashboards Build dashboards with global filters instead of creating separate spreadsheets for each data segment. One dashboard with Date, Region, and Product filters replaces dozens of static reports. ### Add Extra Rows When Inserting Lists If expecting database growth (new employees, product categories, customers), insert extra rows during list creation. This prevents new records from replacing existing rows instead of appending. ### Convert to Dynamic Pivots for Exploration Insert basic pivot tables with minimal dimensions, then convert to dynamic for in-spreadsheet manipulation. Faster than repeatedly returning to source views to adjust configurations. ### Name Data Sources Descriptively Edit list and pivot names in properties to clearly indicate their content ("Q4 Sales by Region" not "List #3"). Clear names help when managing multiple data sources. ### Use Version History Before Major Changes Before restructuring a complex spreadsheet, check version history to confirm you can revert if needed. Name important versions ("Before Q4 Analysis Restructure") for easy identification. ### Freeze for External Sharing Never attempt to share dynamic spreadsheets with external users directly. Always use "Freeze and share" to create static, safe-to-share versions. ### Comment for Complex Formulas Add cell comments explaining complex formulas, especially those combining multiple database sources or using nested functions. Future editors (or your future self) will appreciate the documentation. ### Set Appropriate Regional Settings Choose spreadsheet locale based on primary user audience. For international teams, establish a standard locale for shared analytical spreadsheets to prevent confusion over number and date formats. ### Download Before Converting to Dashboards Once converted to a dashboard, spreadsheets are deleted from Documents. Download a backup .xlsx file before conversion if you want to preserve the original structure. ### Resolve Comment Threads Promptly Resolved comment threads reduce visual clutter while preserving discussion history. Mark threads as resolved once issues are addressed. ### Use Separate Sheets for Different Analyses Don't cram multiple unrelated analyses on one sheet. Use separate sheets with descriptive tab names for organization and easy navigation. *** ## Related Documentation * [Documents](Documents.md) - Manage spreadsheet files and folders * [Dashboards](Dashboards.md) - Convert spreadsheets to dashboards * [Reporting](../01_Essentials/Reporting.md) - Database reporting tools * [Data Cleaning](Data_cleaning.md) - Clean data before analysis *** ## Need Help? **Ask Your Knowlix:** * "Create a spreadsheet analyzing sales by region for Q4" * "Insert a pivot table of inventory levels by warehouse" * "Add a global filter for date range to this spreadsheet" * "Convert the pivot table in Sheet 2 to dynamic" * "Create a bar chart showing top 10 customers by revenue" * "Share this spreadsheet with the finance team as editors" **Contact Support:** For questions about database function syntax, global filter configuration, dynamic pivot manipulation, or spreadsheet sharing permissions, contact Knowlix support through the Help menu. # To Do Source: https://docs.knowlix.ai/productivity/to-do The To-Do module helps you capture, organize, and complete personal tasks and quick action items. Manage your individual workload separately from team projects while maintaining visibility across all your responsibilities. To-dos live in a simple Kanban pipeline where you move tasks through custom stages as work progresses. Convert to-dos into full project tasks when personal items grow into larger initiatives requiring team collaboration. **💡 Pro Tip:** Ask Your Knowlix to manage your to-dos: *"Add a to-do to call John tomorrow"* or *"Show me all my incomplete to-dos"* *** ## Creating To-Dos Capture tasks quickly with minimal friction to ensure nothing slips through the cracks. ### Basic To-Do Creation **From the To-Do module:** 1. Open the **To-Do** application 2. Click **New** at the top, or click the **+** button next to any stage name 3. Enter a **title** for your to-do 4. Click **Add** to save immediately **OR** 5. Click **Edit** to access additional options before saving \[Screenshot: Quick to-do creation] ### Detailed To-Do Configuration When you click **Edit** instead of **Add**, the full form opens with additional fields: **Tags:** Categorize to-dos for filtering (e.g., "Phone Calls," "Urgent," "Research"). **Assignees:** Share the to-do with other users. When you add assignees, they can view and edit the to-do. **Description:** Add detailed notes, checklists, or context using the rich text editor. \[Screenshot: To-do detail form] **Rich text editor features:** * Type `/` to access formatting commands * Add bullet lists, numbered lists, or checklists * Insert media (images, videos) * Add links to related resources * Include widgets and structured content **💡 Your Knowlix:** *"Create a to-do to review quarterly reports with high priority tag"* ### Quick Capture from Anywhere Create to-dos without leaving your current work. **Method 1: Command Palette** 1. Press `Ctrl+K` (or `Cmd+K` on Mac) from anywhere in Knowlix 2. Select **Add a To-Do** 3. Enter the to-do details 4. Save **Method 2: Activity Menu** 1. Click the **clock icon** in the top right of any page 2. Select **Add a To-Do** 3. Complete the form 4. Save \[Screenshot: Quick capture via command palette] **Use case:** You're reviewing a customer record and realize you need to follow up. Use quick capture to create a to-do without navigating away from the customer page. *** ## Converting To-Dos to Project Tasks Promote personal to-dos into formal project tasks when they require team collaboration or project tracking. > **Requirement:** Projects module must be installed **To convert a to-do:** 1. Open the to-do 2. Click the **gear icon** (⚙) 3. Select **Convert to Task** 4. Configure the task: * **Project:** Select which project should receive the task * **Assignees:** Choose team members responsible * **Tags:** Add project-relevant tags 5. Click **Convert to Task** \[Screenshot: Convert to task dialog] **What happens after conversion:** * The to-do disappears from your To-Do list * A new task appears in the selected project * The task includes all content from the original to-do (title, description, attachments) * You're automatically added as a follower on the new task **When to convert:** * Personal task grows beyond individual scope * Multiple people need to collaborate * Task requires time tracking or project budgeting * Work needs formal project visibility or reporting **💡 Workflow Example:** You create a to-do: "Research new CRM integrations." During research, you realize this needs team input and budget approval. Convert it to a project task in your "IT Initiatives" project and assign relevant stakeholders. *** ## Managing Your To-Do Pipeline Organize to-dos visually using a Kanban board with customizable stages. ### Default View Your assigned to-dos appear on the To-Do app dashboard in a Kanban layout. Each column represents a stage of work. **Moving to-dos between stages:** Drag and drop any to-do card from one stage to another as work progresses. \[Screenshot: To-do Kanban board] ### Creating Custom Stages Tailor stages to match your personal workflow. **To add a stage:** 1. Click **+ Personal Stage** on the left side of the pipeline 2. Enter a stage name 3. Press Enter or click to save **Common stage examples:** **Simple workflow:** * To Do → In Progress → Done **GTD-inspired workflow:** * Inbox → Next Actions → Waiting For → Someday/Maybe → Done **Priority-based workflow:** * Urgent → This Week → Next Week → Backlog → Completed **Time-based workflow:** * Today → This Week → This Month → Later → Done \[Screenshot: Custom stages in pipeline] ### Managing Stages **To modify a stage:** 1. Click the **gear icon** (⚙) next to the stage name 2. Select an action: **Fold:** Hide the stage from view temporarily (to-dos remain, just the column is hidden). **Edit:** Rename the stage or modify settings. **Delete:** Remove the stage. To-dos in the deleted stage move to the first remaining stage. \[Screenshot: Stage management menu] **💡 Workflow Tip:** Create a "Done This Week" stage separate from "Done." At the end of each week, review completed items before archiving them permanently. *** ## Scheduling Activities on To-Dos Plan follow-up actions or reminders related to specific to-dos. ### Creating Activities **To schedule an activity:** 1. From the To-Do dashboard, click the **clock icon** on a to-do card 2. Click **+ Schedule an Activity** 3. Complete the activity form: * **Activity Type:** Call, Meeting, Email, To-Do, etc. * **Due Date:** When the activity should occur * **Assigned To:** Who is responsible (defaults to you) * **Summary:** Brief description * **Log a Note:** Detailed notes or context 4. Click **Schedule** \[Screenshot: Schedule activity form] **Activity vs. To-Do:** Activities are time-based actions (calls, meetings, deadlines) attached to a to-do. The to-do is the work item; activities are reminders or scheduled actions related to that work. > **Important:** The "To-Do" activity type does NOT create a to-do task. It's just a reminder activity with that name. **Activity notifications:** You receive notifications when activities are due, helping you stay on top of time-sensitive follow-ups. **💡 Use Case:** To-do: "Prepare presentation for board meeting." Activity scheduled: "Email draft to CEO for review" (due 2 days before meeting). *** ## Viewing To-Dos in Projects To-dos automatically appear as private tasks in the Projects module for unified task visibility. > **Requirement:** Projects module must be installed **To view all your tasks (to-dos + project tasks):** 1. Open the **Projects** module 2. Navigate to **My Tasks** 3. Your to-dos appear alongside project tasks **Identifying to-dos:** To-dos display a **padlock icon** to distinguish them from shared project tasks. \[Screenshot: My Tasks view showing to-dos with padlock icons] **Why this integration matters:** You can manage ALL your work (personal and project-related) from one view. Filter, search, or plan your day without switching between To-Do and Projects modules. **Synchronized updates:** Changes made to to-dos in the Projects view reflect in the To-Do module and vice versa. They're the same items accessed from different interfaces. **💡 Planning Workflow:** Each morning, open My Tasks in Projects to see all work across personal to-dos and team projects. Plan your day holistically. *** ## Best Practices ### Capture Everything Add to-dos immediately when thoughts occur. Don't trust memory. The quick capture shortcuts exist for this reason. ### Process Regularly Review your to-do list daily. Move items between stages, complete done items, and archive finished work. ### Use Meaningful Stages Create stages that match your workflow. Generic stages (To Do, Doing, Done) work for simple needs, but tailored stages improve clarity. ### Tag Strategically Create a consistent tagging system. Examples: context tags (@office, @home, @phone), priority tags (urgent, high, low), project tags (Q1 goals, research). ### Convert When Appropriate Don't let to-dos grow too large. If a to-do requires multiple steps or people, convert it to a project task. ### Schedule Activities for Time-Sensitive Work If a to-do has a deadline or requires a specific action on a specific date, schedule an activity rather than relying on remembering. ### Clean Up Completed Items Archive or delete old to-dos regularly. A cluttered Done stage reduces visibility into recent accomplishments. ### Share Collaboratively Use the Assignees field to share to-dos with colleagues for lightweight collaboration that doesn't warrant a full project task. ### Review Weekly Set aside time each week to review your to-do pipeline. Ensure items are in appropriate stages and nothing has stalled. ### Integrate with Calendar Check your calendar when adding to-dos. Schedule activities for to-dos that align with calendar events or deadlines. *** ## Related Documentation * [Projects](../08_Services/Project.md) - Manage formal project tasks * [Calendar](Calendar.md) - Schedule activities and events * [Discuss](Discuss.md) - Collaborate on to-dos with team members * [Activities](../01_Essentials/Activities.md) - Understanding activity types and scheduling *** ## Need Help? **Ask Your Knowlix:** * "Add a to-do to prepare monthly report" * "Show me all my to-dos tagged as urgent" * "Create a to-do to follow up with Sarah next week" * "Convert my research to-do into a project task" * "Schedule a call activity for tomorrow on the client proposal to-do" **Contact Support:** For questions about to-do management, integration with projects, or activity scheduling, contact Knowlix support through the Help menu. # VoIP Source: https://docs.knowlix.ai/productivity/voip Knowlix VoIP enables internet-based calling directly integrated with CRM, Helpdesk, Sales, and other modules. Make and receive calls without traditional phone lines, automatically log call records with customer interactions, and track communication history alongside your business data. The VoIP system routes calls based on predefined rules, manages call queues for support teams, and provides analytics on call volume and response times. Call recordings, activity logging, and automated call scheduling streamline communication workflows. Access VoIP functionality from desktops, tablets, and mobile devices through the Knowlix interface or compatible SIP applications. The built-in VoIP widget allows calling from any module while maintaining access to customer records, opportunity details, support tickets, or employee information. **VoIP Terminology:** * **VoIP:** Voice over Internet Protocol. Technology for making calls over internet connections rather than traditional phone lines. * **SIP:** Session Initiation Protocol. Handles call setup, management, and termination for VoIP systems. * **Call Queue:** Routing system that holds incoming calls when agents are unavailable, common in support teams. * **Dial Plan:** Rules defining how calls are routed based on number patterns, time of day, caller identity, or other criteria. **💡 Pro Tip:** Ask Your Knowlix for VoIP operations: *"Call John Smith from the opportunity"* or *"Show me today's missed calls"* *** ## VoIP Provider Requirements Knowlix VoIP connects to external SIP/VoIP service providers for call transmission. Select a provider meeting these technical requirements: ### Provider Compatibility Requirements **SIP Server with WebSocket Support:** Provider must offer SIP server access via WebSocket connections (WSS protocol). Standard SIP connections without WebSocket support will not function with Knowlix's browser-based calling. **WebRTC Protocol:** Provider must support WebRTC (Web Real-Time Communication) protocol, enabling browser-based audio/video communication without plugins or external applications. **SRTP Encryption:** Secure Real-time Transport Protocol (SRTP) support ensures encrypted voice transmission for privacy and security compliance. **Codec Support:** Provider should support common codecs like OPUS, PCMU, PCMA, g722, and g729 for optimal call quality across different network conditions. \[Screenshot: Provider requirements checklist] ### Selecting a VoIP Provider **Factors to consider when choosing:** * **Geographic coverage:** Service availability in your operating regions * **Number porting:** Ability to transfer existing business phone numbers * **Pricing structure:** Per-minute rates, monthly fees, concurrent call limits * **Call quality:** Uptime guarantees, latency commitments, quality-of-service policies * **Features:** Call recording, call forwarding, voicemail, conference calling * **Support:** Technical assistance availability and response times * **Compliance:** Regulatory compliance for your industry (healthcare, financial services, etc.) **Provider configuration in Knowlix:** 1. Navigate to **Settings → Integrations → VoIP** 2. Click **Manage Providers** 3. Click **New** 4. Enter provider details: * **Provider Name:** Descriptive label * **WebSocket URL:** WSS address provided by your provider (e.g., wss\://sip.provider.com) * **SIP Domain:** SIP domain provided by your provider * **Username:** SIP account username * **Password:** SIP account password 5. Click **Save** \[Screenshot: Provider configuration form] **💡 Provider Selection Tip:** Test call quality with a trial account before committing. VoIP quality depends heavily on provider infrastructure and your internet connection quality. *** ## User VoIP Configuration Configure individual user VoIP settings to enable calling functionality. **To configure VoIP for a user:** 1. Click your user avatar in the top-right corner 2. Select **My Preferences** 3. Open the **VoIP** tab 4. Configure settings: * **VoIP Provider:** Select configured provider from dropdown * **VoIP Username:** Your SIP account username (from provider) * **VoIP Secret:** Your SIP account password (from provider) * **External Device Number:** (Optional) Mobile or desk phone number for call forwarding 5. Click **Save** **Testing configuration:** After saving settings, click the phone icon in the top bar to open the VoIP widget. The widget should display "Connected" status. If connection fails, verify credentials with your provider. \[Screenshot: User VoIP preferences tab] **Administrator configuration for other users:** 1. Navigate to **Settings → Users → Manage Users** 2. Select the user 3. Open the **VoIP** tab 4. Configure VoIP settings 5. Save *** ## VoIP Widget The VoIP widget provides calling functionality accessible from any module. ### Accessing the Widget Click the **phone icon** in the top-right corner of any Knowlix page. The widget opens as a floating panel, allowing navigation through modules while maintaining call controls. \[Screenshot: VoIP widget button and opened widget] ### Widget Interface Elements **Dial Pad:** Numeric keypad for entering phone numbers manually. Includes symbols (\* and #) for navigating automated phone systems. **Recent Calls:** List of recent incoming, outgoing, and missed calls with timestamps and call duration. Click any entry to redial. **Activities:** Display of scheduled calls from the calendar and activity system. Shows customer name, phone number, and scheduled time. Click to initiate the call. **Contacts:** Quick access to frequently called contacts. Search by name or company to find contact phone numbers. **Call Controls:** During active calls: * **Mute:** Disable your microphone * **Hold:** Place caller on hold * **Transfer:** Transfer call to another number or user * **Keypad:** Access dial pad for entering extensions or menu selections * **Hang Up:** End the call \[Screenshot: VoIP widget with labeled controls] ### Making Outbound Calls **Method 1 - Dial Pad:** 1. Open the VoIP widget 2. Click the dial pad tab 3. Enter the phone number 4. Click the call button **Method 2 - From Records:** 1. Navigate to any record with a phone number (Contact, Lead, Opportunity, Ticket, etc.) 2. Click the phone icon next to the phone number field 3. The VoIP widget opens and initiates the call **Method 3 - From Activities:** 1. Open the VoIP widget 2. Click the activities tab 3. Click on a scheduled call activity 4. The call initiates automatically **Call connection process:** 1. Widget displays "Connecting..." while establishing the SIP connection 2. You hear ringing when the call is connecting to the recipient 3. Call timer begins when the recipient answers 4. All controls become available during active call \[Screenshot: Outbound call in progress] ### Receiving Inbound Calls **Incoming call notification:** When someone calls your VoIP number: 1. The VoIP widget displays prominently with caller information 2. An audible ringtone plays (if system audio is enabled) 3. Caller name appears if they exist in your contacts, otherwise shows phone number 4. Accept or reject buttons appear **Answering calls:** Click **Answer** to accept the call. Call controls become available immediately. **Rejecting calls:** Click **Reject** to decline the call. Calls may route to voicemail depending on provider configuration. **Missed calls:** Missed calls appear in the recent calls list with a distinctive indicator. Click to return the call. \[Screenshot: Incoming call notification] ### Call Logging All calls automatically log in Knowlix: **Automatic logging includes:** * Call timestamp (date and time) * Call duration * Call direction (inbound or outbound) * Caller/recipient phone number * Call outcome (connected, missed, rejected) * Recording link (if call recording is enabled) **Contextual logging:** When calls originate from a record (Contact, Opportunity, Ticket): * Call logs attach to that specific record * Activity feed shows call details * Call notes can be added post-call * Follow-up activities can be scheduled directly from call logs **Accessing call logs:** * **Recent Calls tab:** In VoIP widget for personal call history * **Activity Feed:** On individual records for record-specific calls * **VoIP Reports:** System-wide call analytics and reporting \[Screenshot: Call log in activity feed] **💡 Your Knowlix:** *"Show me all calls with ABC Corp this month"* or *"Log a note on the last call with John"* *** ## Device and Application Integration Access Knowlix VoIP from various devices and third-party SIP applications. ### Desktop and Laptop Access The VoIP widget functions in any modern web browser on desktop or laptop computers. **Requirements:** * Stable broadband internet connection (minimum 1 Mbps upload/download) * Browser with WebRTC support (Chrome, Firefox, Edge, Safari) * Microphone and speakers (or headset) * Microphone permissions granted to the browser **First-time setup:** When making your first call, the browser requests microphone access permission. Click **Allow** to enable calling functionality. **Audio device configuration:** Most browsers allow selecting specific microphone and speaker devices in browser settings. Configure your preferred headset or audio equipment before making calls. \[Screenshot: Browser microphone permission request] ### Mobile Device Access Access VoIP through the Knowlix mobile web interface or mobile app. **Mobile browser access:** 1. Open Knowlix in your mobile browser (Chrome, Safari, Firefox) 2. Click the phone icon to open the VoIP widget 3. Grant microphone permissions when prompted 4. Make calls using the mobile interface **Limitations of mobile browser calling:** * Some mobile browsers have limited WebRTC support * Background calling may not function (call may drop if switching apps) * Incoming call notifications may not appear if browser is backgrounded **Alternative: SIP Applications:** For reliable mobile calling, use dedicated SIP applications like Zoiper or Linphone configured with your Knowlix VoIP credentials. \[Screenshot: VoIP widget on mobile device] ### Third-Party SIP Applications Connect desktop or mobile SIP softphones to your Knowlix VoIP account for enhanced functionality. **Benefits of third-party SIP apps:** * Always-on connectivity (receive calls even when Knowlix is closed) * Better mobile background calling support * Advanced features (call forwarding, voicemail, conference calling) * Lower battery usage compared to web browsers **Compatible SIP applications:** * **Zoiper:** Free and paid versions for desktop and mobile (Windows, Mac, Linux, iOS, Android) * **Linphone:** Open-source SIP client with full-featured calling (all platforms) * **MicroSIP:** Lightweight Windows desktop client * **Telephone:** macOS-native SIP application **Configuration requirements:** All SIP apps require these credentials from your VoIP provider: * SIP Username * SIP Password * SIP Domain * Server Address * Transport Protocol (typically UDP, TCP, or TLS) Consult your VoIP provider's documentation for exact configuration values. \[Screenshot: Third-party SIP app configured] **💡 Mobile Usage Tip:** Install a dedicated SIP app on your mobile device if you need to receive calls reliably. Web browser calling works well for outbound calls but may miss incoming calls when the app is backgrounded. *** ## VoIP for Sales Teams Integrate calling with sales workflows for efficient customer outreach. ### Sales Call Workflows **Calling from opportunities:** 1. Open an opportunity in CRM 2. Click the phone icon next to the customer's phone number 3. The VoIP widget initiates the call 4. During the call, access opportunity details (products, pricing, history) 5. After the call, log notes directly in the opportunity 6. Schedule follow-up activities **Calling from scheduled activities:** 1. Open the VoIP widget 2. View today's scheduled calls in the activities tab 3. Click a scheduled call 4. The call initiates with full context (customer name, opportunity details) 5. Complete the call and mark the activity as done 6. Log outcomes and schedule next steps \[Screenshot: Calling from CRM opportunity] ### During Sales Calls **Actions available during calls:** **Access customer information:** Navigate to the customer's contact record, view previous interactions, check order history, and review notes from colleagues without ending the call. **Send quotations:** Create or access quotations while on the call. Walk customers through pricing, adjust products and quantities, and email quotations during the conversation for immediate review. **Schedule meetings:** Add calendar appointments or activities for follow-up calls, product demos, meetings, or contract signing while discussing next steps with the customer. **Check inventory:** View product availability, check stock levels, and confirm delivery timelines without putting the customer on hold. **💡 Sales Workflow:** A salesperson calls a lead from an opportunity. During the call, they access the product catalog to answer questions, adjust the quotation to match discussed pricing, email the quote to the customer, and schedule a follow-up call for next week. All actions are logged automatically to the opportunity. ### Post-Call Actions **Logging call outcomes:** After ending calls, the activity feed prompts for call notes. Log: * Call summary and key discussion points * Customer interest level and objections * Quoted products and pricing agreed upon * Next steps and commitments made * Follow-up activities required **Automatic record updates:** Calls automatically update: * Opportunity last activity date * Contact last interaction timestamp * Activity completion status * Communication history \[Screenshot: Post-call logging prompt] **💡 Your Knowlix:** *"Schedule a follow-up call with Sarah for next Tuesday"* or *"Log this call: customer wants 50 units, needs quote by Friday"* *** ## VoIP for Support Teams Manage support calls with queue-based routing and ticket integration. ### Call Queue Configuration **Setting up support call queues:** Call queues distribute incoming support calls to available agents, hold callers when all agents are busy, and play hold music or messages while waiting. **To configure a call queue:** 1. Configure call forwarding with your VoIP provider to route your support number to the queue 2. In Knowlix, configure queue routing rules: * Which team receives calls * Priority routing (VIP customers, urgent issues) * Business hours routing (after-hours handling) * Maximum wait time before voicemail 3. Set up queue agents (support team members who answer calls) 4. Configure hold messages or music \[Screenshot: Call queue configuration] ### Handling Support Calls **Joining the queue:** Support agents join call queues when available to receive calls: 1. Open the VoIP widget 2. Set status to "Available" for queue calls 3. Widget displays queue call indicators 4. Accept incoming queue calls with one click **Call routing priority:** Queues can route calls based on: * Agent skills or specializations * Longest idle agent (most fair distribution) * Round-robin rotation * Customer priority or tier **During support calls:** **Access customer history:** View previous tickets, past interactions, purchased products, and support contract status without leaving the call. **Create or update tickets:** Create new helpdesk tickets during the call. Update existing tickets with call notes, change ticket status or priority, and assign to appropriate team members for follow-up. **Access knowledge base:** Search the knowledge base for solutions, share article links with customers via email, and resolve issues faster with documented procedures. **Escalate issues:** Transfer calls to specialized agents, escalate tickets to management, and schedule follow-up calls with senior support staff. \[Screenshot: Support call with ticket interface] ### Post-Call Support Actions **Ticket documentation:** After support calls, update tickets with: * Issue description and troubleshooting steps taken * Resolution details or next steps * Customer satisfaction indicators * Follow-up requirements **Automatic ticket linking:** Calls initiated from tickets automatically link to those tickets, appearing in ticket activity feeds with call duration and notes. **Support metrics:** Call queue analytics track: * Average wait time * Call abandonment rate * Average handle time * First-call resolution rate * Agent utilization **💡 Support Workflow:** A customer calls the support line. The queue routes them to an available agent. The agent opens the customer's record, sees their previous tickets, and quickly identifies the recurring issue. During the call, the agent creates a new ticket, assigns it to engineering for a bug fix, and schedules a follow-up call for next week to verify resolution. *** ## Call Recording Record calls for quality assurance, training, and compliance purposes. **Prerequisites:** Call recording requires provider support. Verify your VoIP provider offers call recording and complies with local recording consent laws. **Enabling call recording:** 1. Enable recording through your VoIP provider's control panel 2. Configure recording preferences (all calls, on-demand, inbound/outbound) 3. Recordings automatically attach to call logs in Knowlix **Legal considerations:** > **Important:** Many jurisdictions require informing callers that calls are recorded. Consult legal counsel about recording consent requirements in your operating regions. Common approaches include: * Automated announcements ("This call may be recorded for quality assurance") * Verbal notification at call beginning * Written consent in customer agreements **Accessing recordings:** * View in the call log activity entry * Download for offline review * Play directly in the browser \[Screenshot: Call recording playback in activity feed] *** ## Best Practices ### Use Headsets for Call Quality Laptop and computer microphones pick up keyboard noise, mouse clicks, and environmental sounds. Quality USB or Bluetooth headsets significantly improve call clarity and professionalism. ### Test Before Critical Calls Make test calls to colleagues before important customer or prospect calls. Verify audio quality, microphone levels, and internet connection stability. ### Grant Browser Permissions Permanently Configure browser settings to always allow microphone access for Knowlix. This prevents permission prompts from interrupting calls. ### Maintain Stable Internet Connections VoIP requires consistent bandwidth. Avoid making important calls on congested Wi-Fi networks or mobile connections with poor signal. Wired Ethernet connections provide the most reliable call quality. ### Schedule Calls as Activities Don't just call customers ad-hoc. Schedule calls as activities in opportunities or tickets. Scheduled calls appear in the VoIP widget with context, ensuring you're prepared with relevant information. ### Log Call Outcomes Immediately Document call notes immediately after ending calls while details are fresh. Include specific outcomes, commitments, and next steps rather than generic "had a call" notes. ### Use SIP Apps for Mobile Reliability If you need reliable mobile incoming call reception, install a dedicated SIP application. Web browser calling works well for outbound calls but may miss incoming calls when backgrounded. ### Configure Quiet Hours Set your VoIP status to "Unavailable" or forward calls to voicemail during meetings, focused work periods, or after business hours to avoid interruptions. ### Review Call Analytics Monthly Analyze call volume patterns, response times, and call outcomes monthly. Identify peak calling times to optimize staffing and track metrics like first-call resolution rates. ### Train on CRM Integration Ensure sales and support teams understand how to access customer records during calls, create activities and tickets while calling, and leverage integrated workflows rather than treating VoIP as a standalone tool. ### Test Call Recording Compliance If using call recording, implement proper consent notifications. Verify recordings meet regulatory requirements for your industry and regions before relying on them for compliance purposes. ### Manage Call Queue Wait Times Monitor call queue metrics weekly. Average wait times above 2-3 minutes result in high call abandonment. Adjust staffing, routing rules, or hours of operation to maintain acceptable service levels. *** ## Related Documentation * [Activities](../01_Essentials/Activities.md) - Schedule calls as activities * [CRM](../03_Sales/CRM.md) - Integrate calling with sales opportunities * [Helpdesk](../08_Services/Helpdesk.md) - Support ticket call integration * [Calendar](Calendar.md) - Schedule call appointments *** ## Need Help? **Ask Your Knowlix:** * "Call the customer from this opportunity" * "Show me my missed calls from today" * "Schedule a call with John for tomorrow at 2 PM" * "Log this call: discussed pricing, sending quote" * "Transfer me to the support queue" * "What's my call volume this week?" **Contact Support:** For questions about VoIP provider compatibility, call quality troubleshooting, recording configuration, or queue setup assistance, contact Knowlix support through the Help menu. # AI CRM Source: https://docs.knowlix.ai/sales/ai-crm Intelligent customer relationship management with AI-powered lead tracking and pipeline management Knowlix CRM is designed to simplify your sales workflow by using AI to handle manual data entry. Follow this guide to master your pipeline and lead management. ## The Sales Pipeline CRM Pipeline Dashboard The central dashboard organizes your active deals into a Kanban board with four stages: **New**, **Qualified**, **Proposition**, and **Won**. Each card shows the lead title, expected revenue, and assigned customer. The progress bar at the top of each column indicates the total value of deals in that stage. * **Pipeline Cards**: Click any card to open the full lead detail view. * **My Pipeline Filter**: Use the **My Pipeline** tag in the search bar to see only leads assigned to you. * **View Options**: Switch between Kanban, List, Calendar, Pivot, Graph, and Activity views using the toolbar icons. ## Creating Leads with AI One of Knowlix's most powerful features is the **Ask your Knowlix** AI assistant. Instead of filling out forms manually, describe what you need in natural language and the AI handles everything. Try typing: *"I sold a new iPhone 16 telephone for my customer Jack Smith for 2000€. Please create an inquiry."* ### AI Processing The assistant analyzes your message, identifies the key entities, and creates all necessary records automatically. AI Lead Creation Response
The AI identifies and creates: * **Contact Record**: Name, email, type (Individual/Company), and a unique Contact ID. * **CRM Lead**: Lead title, linked customer, product interest, description, and Lead ID. The system checks for existing contacts to avoid duplicates. If the contact already exists, it links the new lead to the existing record instead of creating a duplicate.
### Lead Detail View Lead Detail View After the AI creates the lead, you land on the lead detail view. The left panel displays the assistant's summary — Lead ID, title, customer, expected revenue, description, and current stage. The right panel shows the full lead form where you can review and edit: * **Contact & Email**: The linked customer and their contact details. * **Salesperson**: Automatically assigned to you, editable if needed. * **Expected Closing**: Set a target close date for pipeline forecasting. * **Stage Bar**: The breadcrumb at the top right (**New** → **Qualified** → **Proposition** → **Won**) shows exactly where this deal stands. * **Internal Notes**: The AI auto-fills a description based on your original message. At the bottom, use **Send message**, **Log note**, or **Activities** to collaborate with your team on this lead. New Lead in Pipeline The new lead card appears immediately in the **New** column of your pipeline. You can see the lead title, expected revenue (2,000.00 €), and customer name right on the card — confirming the AI successfully processed your request. ## Progressing through the Pipeline Track your deals visually by dragging cards between columns or using the stage bar within the lead detail view. Drag and Drop Pipeline Drag a deal card from one stage to another — for example from **Qualified** to **Proposition**. The highlighted column indicates the target stage. As the deal moves forward, the expected revenue and probability update accordingly. ## Closing the Deal ### Marking as Won Deal Won Celebration When a sale is finalized, click the **Won** button in the stage bar. Knowlix celebrates the win with a rainbow animation and a "Congrats for your first deal!" message. The green **WON** badge appears in the top-right corner, and the probability updates to **100.00%**. ### Marking as Lost If a deal doesn't work out, click the **Lost** button. A dialog appears where you can select a **Lost Reason** from the dropdown and add a **Closing Note** describing what went wrong. Click **Mark as Lost** to archive the opportunity. This data helps you analyze why deals are lost and improve your approach over time. ## Importing Records Import Records To bulk-import leads or contacts, click the **gear icon** next to the Pipeline header and select **Import records**. Upload a CSV or Excel file with your existing data to populate the pipeline instantly — no need to create entries one by one. ## Reporting & Lead Analytics Leads Analysis Report Navigate to **Reporting** in the top menu to access built-in analytics. The **Leads Analysis** dashboard displays your lead volume as a bar chart grouped by month. Use the **Reporting** dropdown to switch between report types: * **Forecast**: Projected revenue based on pipeline stage and probability. * **Pipeline**: Distribution of deals across stages. * **Leads**: Total number of leads created over time. * **Activities**: Follow-up actions like calls, emails, and meetings. You can filter by year, salesperson, or team to drill into specific performance metrics. ## Customizing Your Workspace * **Flexible Layouts**: Switch between a visual **Kanban (Grid)** pipeline and a detailed **List View** to see more data at once. * **Powerful Filtering**: Use the filter menu to drill down into **My Pipeline**, **Unassigned** leads, or **Open Opportunities**. * **Advanced Grouping**: Group your deals by **Salesperson**, **Sales Team**, **City**, **Country**, **Lost Reason**, **Campaign**, **Medium**, or **Source** to analyze where your best business is coming from. * **Communication Shortcuts**: In List View, you can trigger **Email** or **SMS** follow-ups directly from the dashboard without opening each lead. *** ## More Information Customer relationship management and sales pipeline Centralized contact management for customers and partners Workflow stages for pipelines and kanban boards Membership plans and subscriber management Recurring subscription and billing management Job postings, applications, and hiring pipeline Customer support tickets and SLA management Visitor check-in and front desk management Employee referral program management AI assistant tips for the Sales module # AI POS Source: https://docs.knowlix.ai/sales/ai-pos Intelligent point of sale system with fast checkout, offline mode, and real-time inventory sync Knowlix AI POS (Point of Sale) transforms retail operations with an intelligent, cloud-based system that processes transactions, manages inventory, and provides real-time insights—all while working seamlessly online and offline. The AI POS module provides: * **Fast Checkout:** Process transactions in seconds * **Offline Mode:** Continue selling without internet connection * **Inventory Sync:** Real-time stock updates across all locations * **Multiple Payment Methods:** Cash, card, mobile wallets, contactless * **Customer Management:** Track purchase history and loyalty programs * **Sales Analytics:** AI-powered insights into patterns and trends *** ## Setting Up Your POS Configure hardware and software for optimal performance. **Hardware Requirements:** * **Tablet or Computer:** iPad, Android tablet, or Windows PC * **Receipt Printer:** Thermal printer (Star Micronics, Epson TM-series) * **Barcode Scanner:** Handheld or presentation scanner (optional) * **Card Reader:** Stripe Terminal, Square Reader, or Clover **Software Installation:** * Navigate to **Settings** → **POS** → **Download POS Application** * Choose platform and sign in * Name the terminal (e.g., "Register 1") ### Choosing Your Store Type When you first set up your POS, you'll be prompted to choose a store type with sample products or create your own from scratch. POS store type selection Select from pre-configured templates: * **Clothes:** Multi colors and sizes with variants * **Furniture:** Stock management, product configurator, replenishment * **Bakery:** Food items, over-the-counter service * **Restaurant:** Tables, menus, kitchen display integration * **Bar:** Floor plan, tips, self-order capabilities Or click **Create my own products** to start with a blank catalog and build your inventory manually. **Payment Processing:** * Connect payment processor: Stripe, Square, PayPal * Pair card reader via Bluetooth * Test swipe, chip, and tap payments *** ## Table Management (Restaurant Mode) For restaurants and bars, AI POS includes a visual floor plan to manage tables and seating. Restaurant floor plan with table management The floor plan view shows your entire restaurant layout: * **Green tables:** Currently occupied with active orders * **Grey tables:** Available for seating * **Red border:** Requires attention (e.g., waiting for payment) * **Numbered badges:** Table identifiers for easy reference **Key Features:** * Switch between **Plan** (visual) and **Table** (list) views * Manage multiple floors (Main Floor, Patio, etc.) * Click **Get QR Codes** to generate table-specific ordering codes * Drag and drop to rearrange tables in edit mode Click any table to open its order or start a new one. *** ## Product Management and Checkout Set up products and process sales efficiently. **Adding Products:** * Click **Products** → **Add Product** * Enter name, price, SKU, category, tax * Bulk import via CSV **Product Categories:** * Create categories (Apparel, Electronics, Food) * Categories appear as tiles in POS * Assign colors for recognition **Barcode Scanning:** * Add barcode (UPC, EAN, SKU) to products * Generate custom barcodes * Scan to add items to cart ### Processing Sales The main POS interface provides a fast, visual way to build orders. POS main sales interface **Interface Layout:** * **Left panel:** Current order with items, quantities, and running total * **Top tabs:** Filter by category (Food, Drinks, etc.) * **Product grid:** Visual tiles with images and prices * **Search bar:** Find products quickly by name **To process a sale:** 1. Tap product tiles to add items to the cart 2. Use **+/-** buttons to adjust quantities 3. Assign a customer name for the order 4. Select **Order**, **Dine in**, or go directly to **Payment** ### Product Customization Many products support attribute selection for customization. Product attribute selection modal When you select a configurable product (like a burger with sides), a modal appears: * View the base price and VAT breakdown * Select from available options (e.g., Belgian fries, Sweet potato fries) * Click **Add** to confirm or **Discard** to cancel This ensures orders are accurate and kitchen staff receive complete instructions. ### Payment Processing When ready to checkout, tap **Payment** to open the payment screen. POS payment screen **Payment Methods:** * **Cash:** Use the numeric keypad to enter amount received; system calculates change * **Card:** Customer inserts, taps, or swipes on connected reader * **Customer Account:** Charge to a customer's store credit or tab **Payment Screen Features:** * Total amount displayed prominently (e.g., 34.40€) * **Remaining** shows outstanding balance * Quick-add buttons (+10, +20, +50) for cash payments * Split payments across multiple methods * Click **Validate** to complete the transaction **Receipt Options:** * **Digital:** Email or SMS * **Printed:** Automatic with branded template *** ## Managing Your POS Access backend management options to configure and monitor your point of sale. POS backend management dashboard From the Point of Sale dashboard, click the **three-dot menu** on any POS to access: **View:** * **Orders:** See all orders processed through this POS * **Sessions:** View cashier sessions with opening/closing balances **Reporting:** * **Orders:** Detailed order analytics and reports **Edit:** * Configure POS settings, payment methods, and receipt templates *** ## Customer Management and Analytics Track customers and gain insights into your business performance. **Customer Lookup:** * Click **Customer** in cart * Search by name, phone, email * View purchase history and loyalty points **Quick Customer Creation:** * Click **New Customer** during checkout * Customer syncs to CRM automatically **Loyalty Programs:** * Customers earn points on purchases * Redeem points for discounts * AI suggests personalized offers **Real-Time Inventory:** * Inventory decreases when sale completes * Updates across all terminals and e-commerce * Low stock warnings * Works in offline mode (syncs when reconnected) ### Order History View and manage all orders from the Orders screen. POS orders list view The orders table displays: * **Order Ref:** Unique identifier (e.g., Restaurant/00004) * **Session:** POS session ID * **Date:** Transaction timestamp * **Point of Sale:** Which terminal processed the order * **Receipt Number:** For customer reference * **Customer & Cashier:** Who was involved * **Total:** Order amount * **Status:** Current state (New, Paid, etc.) Click any order to view details, reprint receipt, or process refunds. ### Sales Analytics AI-powered analytics help you understand sales patterns and optimize operations. POS orders analysis dashboard The Orders Analysis dashboard provides: * **Visual charts:** Bar graphs showing sales by category * **Measures dropdown:** Switch between Total Price, Quantity, Count * **Filters:** Filter by POS location, date range, product category * **Export options:** Download reports for further analysis **AI Insights:** * Today's revenue, transactions, average value * Top-selling products * Sales trends and hourly patterns * AI predicts busy periods and suggests optimal pricing *** ## More Information Retail sales and payment processing AI assistant tips for the Sales module # AI Sales Source: https://docs.knowlix.ai/sales/ai-sales Manage your entire sales cycle from quotations to invoices with AI-powered automation The Knowlix Sales module allows you to manage your entire sales cycle, from sending initial quotations to issuing final invoices. The platform combines standard sales management tools with an integrated AI assistant to speed up data entry and document creation. ## Creating Quotations with AI Instead of navigating complex menus, simply describe what you need in the AI chat panel. The assistant creates customers, products, and quotations automatically. Try typing: *"Please create a sales quotation for Jack Smith. I sold new brand iPhone 16 for 2000€"* AI Quotation Creation The AI processes your request and generates a complete quotation. The left panel shows a detailed summary of what was created: * **Quotation Details**: Number (S00009), customer, status, and date. * **Product Line**: Product name, quantity, unit price, and total amount including taxes. * **Additional Actions**: The system automatically creates new products in your catalog and links the quotation to existing CRM leads. The right panel displays the generated quotation form with all fields populated — Customer, Invoice Address, Delivery Address, Expiration date, Pricelist, and Payment Terms. The **Order Lines** tab shows each product with its quantity, unit price, tax rate (15%), and calculated amount. At the bottom, the Untaxed Amount, Tax, and Total are displayed. You can click **Send by Email**, **Confirm**, **Preview**, or **Cancel** using the action buttons at the top. ## Managing Quotations Quotations List View Navigate to **Orders** → **Quotations** to view all your sales quotes. The list displays each quotation's Number, Creation Date, Customer, Salesperson, Activities, Total amount, and Status. Use the **My Quotations** filter to see only your own quotes. Each quotation is color-coded by status: * **Quotation** (blue): Draft quotations ready for review or sending. * **Sales Order** (green): Confirmed orders that have moved to the fulfillment stage. Click any row to open the full quotation detail, or use the **Upload** button to import quotations from a file. ## From Order to Invoice
Once a quotation is confirmed as a Sales Order, you can create an invoice directly from the order view. At the top of the confirmed order, you will see action buttons.
Create Invoice from Order * **Create Invoice**: Generate an invoice from the order. * **Send by Email**: Send the order document to the customer. * **Preview**: See how the document looks in the customer portal. * **Cancel**: Cancel the order if needed. The **Delivery** badge with a count indicates that a delivery order has been generated for this sale. ## Invoice Detail View Draft Invoice Detail After clicking **Create Invoice**, you land on the Draft Invoice view. Here you can review all billing details before posting: * **Customer & Address**: Customer name and delivery address. * **Dates**: Invoice Date, Due Date, and optional Payment Terms. * **Currency**: The invoice currency (EUR by default). * **Invoice Lines**: Each product with quantity, price, tax rate, and calculated amount. * **Totals**: Untaxed Amount, Tax breakdown, and final Total. Use **Confirm** to post the invoice or **Cancel** to discard it. The status indicator in the top-right corner shows the current state (**Draft** → **Posted**). ## Preview Invoices Before sending, click the **Preview** button to see exactly what your client will see in the Customer Portal. Customer Portal Preview The Customer Portal displays the Sales Order with complete details: * **Sale Information**: Order Date and Invoicing & Shipping Address. * **Last Invoices**: Shows linked invoices with their payment status (Paid/Not Paid). * **Last Delivery Orders**: Lists associated deliveries with preparation status. * **Product Table**: Image, product name, quantity, unit price, taxes, and amount for each line item. * **Totals**: Untaxed Amount, Tax, and final Total. Click **Back to edit mode** to return to the workspace and make adjustments if needed. ## Send Invoices by Mail Once your invoice is ready, click **Send by Email** to dispatch it to the customer. Print and Send Invoice The **Print & Send** dialog lets you choose between **Download**, **by Email**, or **by Post**. The email is pre-filled with a professional message referencing the invoice number, amount, and company name. The invoice PDF is automatically attached. Simply review the message and click **Send**. *** ## More Information Quotations, orders, and sales team management Equipment rental and reservation system Recurring subscription and billing management AI assistant tips for the Sales module # Members Source: https://docs.knowlix.ai/sales/members Knowlix Members creates and manages membership programs with subscription products, status tracking, invoicing integration, and member directories. Sell annual memberships, professional associations, loyalty programs, or premium access tiers with automated renewals and member benefits. The membership system integrates with Sales for order processing and Accounting for invoice generation. Configure tiered membership levels with different pricing and durations, track member status through lifecycle stages, and publish member directories on your website for networking and community building. Membership products function as time-bound subscriptions with defined start and end dates. Automatic status updates move members through stages from application through renewal, with expired memberships flagged for follow-up outreach. Integration with contact records maintains complete member history including purchase dates, payment status, and membership tier. **Key capabilities:** * Configurable membership products with durations * Automated status tracking through membership lifecycle * Sales order and invoice integration * Published member directories on website * Comprehensive membership analytics and reporting > **Important:** Membership programs require clear terms of service, renewal policies, and cancellation procedures. Communicate benefits explicitly and handle membership data according to privacy regulations. **💡 Pro Tip:** Ask Your Knowlix for membership tasks: *"Create an annual membership product for \$299"* or *"Show me all active members"* *** ## Membership Products Configure subscription offerings with pricing and duration settings. ### Creating Membership Products Navigate to **Members → Configuration → Membership Products** and click **New**. **Product configuration:** **Product Name:** Descriptive title for membership tier (e.g., "Gold Annual Membership", "Professional Association Dues"). **Membership Duration:** Time period covered by membership purchase. Define start and end dates for validity period. > **Note:** Membership products require start and end dates to determine member status. Products can be sold before their active start date for future-dated memberships. **Pricing:** Set member cost for product. Different membership tiers can have different price points based on benefits provided. Membership products appear in sales orders and can be invoiced as standard products or recurring subscriptions. \[Screenshot: Membership product configuration] **💡 Your Knowlix:** *"Create a premium membership for $500 per year"* or *"Set up student membership pricing at $50"* *** ## Activating Memberships Grant membership status to contacts through purchase or complimentary assignment. ### Purchase-Based Activation **From contact record:** 1. Navigate to **Contacts** and open contact form 2. Click **Membership** tab 3. Click **Buy Membership** 4. Select membership product from dropdown 5. Configure member price 6. Click **Invoice Membership** 7. Complete invoice confirmation Purchase creates invoice for membership fee. Payment completion activates membership and updates status. \[Screenshot: Buy membership dialog] ### Complimentary Membership Grant free memberships without purchase requirement. **To provide complimentary access:** 1. Open contact form 2. Navigate to **Membership** tab 3. Enable **Free Member** checkbox 4. Save contact Free memberships bypass invoice creation while maintaining member status and benefits access. **💡 Your Knowlix:** *"Give John Smith a complimentary gold membership"* or *"Create membership invoice for Sarah Johnson"* *** ## Membership Status Track member lifecycle through automated status updates. ### Status Levels **Current Membership Status** displays on contact's Membership tab: **Non Member:** Contact has not applied for or purchased membership. **Waiting Member:** Application submitted but invoice not yet generated. **Invoiced Member:** Invoice created but payment pending. **Paid Member:** Membership fee paid and membership active. **Old Member:** Membership end date has passed. Eligible for renewal. **Cancelled Member:** Member requested cancellation before expiration. Status automatically updates based on invoice status and membership dates. System flags expired memberships for renewal outreach campaigns. \[Screenshot: Membership status on contact form] *** ## Member Directory Publishing Showcase active members on public-facing website pages. ### Directory Setup Install **Online Members Directory** module to enable member listing functionality. Add /members page to website navigation through menu editor. ### Publishing Individual Members Make specific member profiles visible on website. **Publication workflow:** 1. Navigate to **CRM → Sales → Customers** 2. Select member contact card 3. Click **Go to Website** smart button 4. Click **Edit** to access page builder 5. Customize member profile page 6. Click **Save** 7. Toggle **Unpublished** to **Published** Repeat for all members authorized for directory inclusion. Published members appear on /members directory page with profile information, contact details, and custom content. **Privacy consideration:** Only publish member information with explicit consent. Provide opt-out mechanisms for members who prefer privacy. \[Screenshot: Published members directory] **💡 Your Knowlix:** *"Publish all gold tier members to the website"* or *"Show me unpublished member profiles"* *** ## Membership Analytics Analyze membership sales and trends through comprehensive reporting. ### Accessing Reports Navigate to **Members → Reporting** for membership analysis dashboard. **Default display:** Bar chart measuring membership quantity against revenue generated. Data grouped by salesperson and membership start month. ### Report Filtering **Group By options:** **Salesperson:** User responsible for member relationship (from Salesperson field on contact's Sales & Purchase tab). **Associated Partner:** Contact listed as Associated Member on membership tab. **Membership Product:** Tier or type purchased (includes both paid and complimentary). **Current Membership State:** Status category (paid, invoiced, old, etc.). **Company:** Purchasing organization (multi-company databases only). **Month:** Membership commencement month. ### View Options **Graph views:** Bar chart, line chart, pie chart for visual trend analysis. **Pivot table:** Multi-dimensional analysis with multiple measures, monthly breakdowns, and status comparisons. Switch views using icons in upper-right corner. \[Screenshot: Membership analytics report] **Measures available:** **Quantity:** Number of memberships sold. **Revenue Done:** Total income from membership sales. *** ## Membership Best Practices ### Communicate Value Clearly Explicitly list member benefits on product descriptions and marketing materials. Members renew when value exceeds cost. ### Automate Renewal Reminders Send automated emails 60 days, 30 days, and 1 week before membership expiration. Early reminders improve renewal rates. ### Offer Early Renewal Incentives Discount early renewals or provide bonus months for renewal before expiration. Reduces lapsed memberships. ### Track Churn Metrics Monitor cancellation rates and expired memberships that don't renew. Survey non-renewals to identify improvement areas. ### Segment Member Communications Different membership tiers receive different communications. Premium members receive exclusive content and benefits. ### Maintain Current Member Data Regularly update contact information, company affiliations, and member preferences. Accurate data improves engagement. ### Create Member-Only Content Provide exclusive resources, events, or discounts for active members. Tangible benefits justify membership investment. ### Simplify Renewal Process One-click renewal or automatic payment processing removes friction. Make staying a member easier than canceling. *** ## Troubleshooting Common Issues ### Status Not Updating Automatically **Possible causes:** * Invoice not confirmed * Payment not reconciled * Membership dates incorrect **Resolution:** Verify invoice confirmation status. Reconcile payment with invoice. Check membership product start/end dates configuration. ### Member Directory Not Displaying **Possible causes:** * Online Members Directory module not installed * /members page not added to navigation * Members not published individually **Resolution:** Install required module. Add directory page to website menu. Publish individual member profiles through Go to Website workflow. ### Membership Invoice Missing **Possible causes:** * Buy Membership process not completed * Free Member checkbox enabled instead * Invoice generation failed **Resolution:** Complete Buy Membership workflow through invoice creation. Verify Free Member checkbox disabled if payment expected. Check accounting configuration for invoice generation errors. *** ## Related Documentation * [CRM](CRM.md) - Contact and customer management * [Sales](Sales.md) - Sales order processing for memberships * [Subscriptions](Subscriptions.md) - Recurring membership billing *** ## Need Help? **Ask Your Knowlix:** * "Create a professional membership tier for \$199 annually" * "Show me all members expiring this month" * "Give Sarah Johnson a complimentary membership" * "Generate membership renewal reminders for expiring members" * "What's the renewal rate for gold memberships?" **Contact Support:** For questions about membership configuration, status tracking, directory publishing, or analytics, contact Knowlix support through the Help menu. # Point Of Sale Source: https://docs.knowlix.ai/sales/point-of-sale Knowlix Point of Sale delivers complete retail and restaurant management with transaction processing, inventory tracking, customer engagement, and payment integration. Process sales through intuitive touch interfaces, accept multiple payment types, track cash movements, and analyze performance metrics in real time. The POS system operates both online and offline with automatic synchronization when connectivity returns. Configure multiple registers across locations, enable employee permissions, integrate payment terminals, and connect peripheral hardware including receipt printers, barcode scanners, customer displays, and kitchen screens. Restaurant capabilities include floor planning with table management, order modifications during service, bill splitting for groups, course firing to kitchens, and tip collection. Retail features support product variants, serial number tracking, customer loyalty programs, and promotional pricing with automatic discount application. Session-based cash management tracks opening balances, transaction totals, payment method breakdowns, and closing reconciliation. Real-time reporting monitors hourly sales patterns, product performance, employee productivity, and profitability across all locations and time periods. **Key capabilities:** * Multi-location register management * Offline operation with sync * Payment terminal integration * Hardware device connectivity * Restaurant table and floor management * Product variants and serial tracking * Customer loyalty and promotions * Session-based cash control * Real-time sales analytics * Employee permissions and PIN access > **Important:** POS systems handle cash and payment data requiring strict security controls, audit trails, and regulatory compliance. Configure employee permissions carefully, reconcile sessions daily, and maintain equipment security to prevent fraud and loss. **💡 Pro Tip:** Ask Your Knowlix for POS tasks: *"Open a new POS session"* or *"Show me today's sales by product"* *** ## POS Sessions Sessions represent distinct periods of register operation with opening and closing procedures for cash accountability. ### Starting Sessions Navigate to **Point of Sale** application and click **New Session** on the dashboard. **Session initialization:** System prompts for opening cash amount if cash payments accepted. Enter physical cash count in register drawer and click **Open Session** to begin. Each session tracks: * Opening balance timestamp * All transactions during session * Payment method totals * Cash movements in and out * Employee activities * Closing reconciliation **Multiple cashier access:** Enable shared sessions in POS settings to allow multiple employees to process transactions during single session. Each transaction records which employee completed the sale. \[Screenshot: Session opening with cash count] **Session status indicators:** Dashboard displays session state with color coding: * Green: Session open and operational * Orange: Session requires closing * Gray: Session closed and archived **💡 Your Knowlix:** *"Open a POS session with \$200 starting cash"* or *"Show me all open sessions"* *** ## Closing Sessions End sessions to finalize cash counts, reconcile payments, and prepare revenue reporting. **Closing workflow:** 1. Click **Close** button on open session 2. Review transaction summary showing expected totals 3. Count physical cash in drawer 4. Enter counted amount for each denomination 5. Compare counted versus expected amounts 6. Record any discrepancies with notes 7. Click **Close Session and Post Entries** **Payment reconciliation:** Session closing displays breakdown by payment method: * Cash transactions * Card payments * Other payment types * Expected totals per method * Actual amounts received Differences between expected and counted amounts create discrepancy records for accounting investigation. **Bank deposits:** After closing, prepare cash deposits for banking. System generates deposit slips showing total cash to deposit after retaining opening balance for next session. **Accounting entries:** Session closure creates journal entries recording: * Sales revenue by category * Tax collections * Payment method receivables * Cash drawer changes * Discrepancy adjustments \[Screenshot: Session closing with payment reconciliation] **Best practice:** Close sessions daily rather than leaving open for multiple days. Daily closing improves cash accountability, simplifies discrepancy resolution, and provides accurate daily performance metrics. *** ## Processing Sales Add products to cart, apply discounts or promotions, and complete payment processing. ### Product Selection **Search methods:** Type product name or barcode in search field to filter available products. Click product tile to add to cart. Barcode scanner integration adds products instantly when scanned without manual clicking. **Product grid:** Configure product categories displayed as filterable buttons on left sidebar. Click category to show only products in that classification. Customize product tiles with images, names, and prices for quick visual identification. **Quantity adjustment:** Select product in cart and click **Qty** button. Enter desired quantity using numeric keypad and confirm. Alternatively, scan product barcode multiple times to increment quantity with each scan. **Price override:** Click **Price** button to manually adjust product unit price for special pricing situations. Requires appropriate employee permissions. **Product notes:** Add internal notes or customer instructions to cart items by selecting product and clicking **Note** button. Notes print on kitchen tickets and receipts. \[Screenshot: POS product selection interface] ### Customer Assignment **Set customer:** Click customer name field or customer icon to search and select customer for transaction. Customer selection enables: * Pricelist application * Loyalty point accrual * Purchase history tracking * Targeted promotions * Invoicing capabilities **Quick customer creation:** If customer not found, create new customer record directly from POS interface by entering: * Name (required) * Phone number * Email address * Billing address New customer immediately available for current transaction and future sales. **Anonymous sales:** Process transactions without customer assignment for quick walk-in purchases. These sales don't accumulate loyalty points or link to purchase histories. ### Discounts and Promotions **Manual discounts:** Select product in cart and click **Disc** button. Enter percentage discount (e.g., 15 for 15% off) and confirm. Discount applies only to selected item. Enable global discount feature to apply percentage discount to entire order total rather than individual products. **Automatic promotions:** Configure promotional pricing that applies automatically when conditions met: * Quantity discounts (buy 3 get 10% off) * Category promotions (all beverages 20% off) * Time-based sales (happy hour pricing) * Customer tier pricing (VIP customer rates) System recognizes qualifying transactions and applies promotional pricing without manual intervention. **Loyalty rewards:** When customer with loyalty points assigned to order, **Rewards** button activates. Click to view available rewards and select reward to apply. Points deduct automatically and discount applies to cart. \[Screenshot: Discount application] **💡 Your Knowlix:** *"Apply 20% discount to selected item"* or *"Show loyalty rewards for this customer"* *** ## Payment Processing Accept multiple payment types and split transactions across payment methods. ### Payment Methods Click **Payment** button to proceed to payment screen displaying order total and available payment methods. **Configured payment methods appear as buttons:** * Cash * Credit/Debit Cards * Payment Terminals * Mobile Payments * Gift Cards * Customer Account Credit Click payment method button to select. Enter amount if collecting partial payment with that method. **Split payments:** Process orders with multiple payment methods by entering partial amounts for each: 1. Click first payment method 2. Enter amount to charge to that method 3. Remaining balance displays 4. Click additional payment method for remaining amount 5. Continue until full order total collected Example: $50 order paid with $30 cash and \$20 card. **Change calculation:** For cash payments exceeding order total, system automatically calculates change amount to return to customer. Opens cash drawer if connected. **Payment validation:** Click **Validate** to confirm payment and complete transaction. System prints receipt, records sale, updates inventory, and returns to empty cart for next customer. \[Screenshot: Payment methods selection] ### Payment Terminals Integrate card payment terminals for secure electronic payment processing. **Terminal configuration:** Connect supported payment terminals through POS settings by selecting terminal provider and entering credentials. Supported providers include major payment processors for credit, debit, and contactless payments. **Terminal workflow:** 1. Select payment terminal method on payment screen 2. Enter payment amount 3. Click to send payment request to terminal 4. Customer completes payment on physical terminal 5. Terminal confirms transaction success or failure 6. POS automatically validates successful payments Terminal integration eliminates manual card number entry while maintaining PCI compliance. **Tip collection:** Enable tip configuration on payment terminal for service businesses. Terminal prompts customers for tip amount or percentage before completing payment. Tips record separately from product sales for proper distribution. **💡 Your Knowlix:** *"Process \$75 payment split between cash and card"* or *"Enable tip collection on terminals"* *** ## Returns and Refunds Process product returns and issue refunds to customers for eligible transactions. **Return workflow:** 1. Click **Refund** button on POS interface 2. Select original order from order history 3. Choose products to return (partial or full order) 4. Adjust quantities if returning partial quantities 5. Select refund payment method (typically original payment method) 6. Click **Validate** to process refund **Refund options:** Return cash for cash purchases, credit cards for card purchases, or issue store credit for future purchases. **Inventory adjustment:** Returned products automatically increase inventory availability for resale. Damaged or defective returns can be marked separately to exclude from sellable inventory. **Refund reporting:** Return transactions appear in sales reports with negative values for accurate revenue calculation. Filter reports to show returns separately from gross sales. \[Screenshot: Refund processing interface] **Exchange handling:** For product exchanges rather than refunds, process return first then immediately create new sale for replacement product. Charge or refund price difference. *** ## Restaurant Features Manage dining room service with table tracking, order modifications, and kitchen communication. ### Floor and Table Management **Floor configuration:** Define restaurant layout by creating floors (dining room, patio, bar) containing tables with specified seating capacities. Navigate floors using floor selection buttons. Tables display current status: * Available (green) * Occupied (orange) * Requires payment (blue) Click table to open or view orders for that table. **Table transfers:** Move orders between tables for guest relocations. Open source table order, click transfer button, and select destination table. **Table merging:** Combine multiple tables for large parties. Select primary table, click merge function, and add additional tables. Orders consolidate to single bill. \[Screenshot: Restaurant floor plan] ### Order Management **Taking orders:** Select table to begin order. Add products as guest orders arrive. Submit to kitchen without payment for running tabs. Orders display on table with status indicators: * New items (highlighted) * Sent to kitchen (confirmed) * Ready to serve (kitchen completed) **Order modifications:** Add items to existing table orders by reopening table and adding products. Submit changes to update kitchen screens with new items. Cancel items before kitchen preparation by removing from order. After preparation begins, void items through cancellation process requiring manager approval. **Course management:** Mark products for specific courses (appetizers, entrees, desserts). Fire courses individually to kitchen at appropriate timing rather than sending entire order at once. **Guest checks:** Print preliminary checks for tables without closing order, allowing guests to review bill before payment. ### Bill Splitting Divide table charges among multiple guests for individual payment. **Split equally:** Click **Split** button and select number of ways to divide. System creates separate orders with equal portions of total. **Split by item:** Assign specific products to individual guests. Click splitting mode, select guest, and tag items belonging to that person. Repeat for all guests. **Split by amount:** Specify dollar amount for each guest rather than specific items. Useful for groups agreeing to pay set amounts. Process payment separately for each split portion as individual transactions. \[Screenshot: Bill splitting interface] **💡 Your Knowlix:** *"Show me occupied tables in dining room"* or *"Split the bill for table 12 four ways"* *** ## Kitchen Display Integration Send orders to kitchen screens showing preparation queues and timing. **Kitchen screen setup:** Configure kitchen display systems showing incoming orders, preparation status, and timing alerts. Position screens in prep areas for cook visibility. **Order routing:** Route product categories to appropriate kitchen stations: * Grill orders to grill station * Salads to cold prep * Desserts to pastry station **Order status:** Kitchen staff mark orders as: * New (just received) * In progress (cooking started) * Ready (complete and ready for service) Status updates appear on server-facing displays indicating pickup readiness. **Timing management:** Kitchen screens highlight orders exceeding target preparation times with color coding. Managers monitor average prep times and maximum wait times for service level tracking. \[Screenshot: Kitchen display with order queue] *** ## Self-Order Kiosks Enable customer self-service ordering through kiosk interfaces. **Kiosk mode:** Configure POS terminals as self-order kiosks where customers browse products, build orders, and process payments without staff assistance. Kiosk interfaces simplify navigation with large product images, category browsing, and prominent add-to-cart buttons. **Kiosk workflow:** 1. Customer selects products from category grid 2. Customizes options or variants 3. Reviews cart and adjusts quantities 4. Proceeds to payment 5. Selects payment method 6. Completes payment at terminal 7. Receives receipt with order number **Order fulfillment:** Kiosk orders route to kitchen displays or fulfillment stations. Staff prepare orders and call numbers or deliver to tables based on service model. **Accessibility features:** Configure kiosk interfaces with accessibility options including text size adjustment, high contrast modes, and audio assistance for visual impairments. \[Screenshot: Self-order kiosk interface] *** ## Employee Management Control employee access with permissions and PIN authentication. ### Employee Configuration Navigate to **Point of Sale → Configuration → POS Settings** and enable employee-specific access controls. **Employee setup:** Create employee records with: * Name and contact information * PIN code for POS login * Permission levels * Assigned locations * Badge barcode (optional) **Permission levels:** Restrict capabilities by role: * Cashier: Process sales only * Shift lead: Open/close sessions, process refunds * Manager: Override prices, access reports, void transactions **PIN authentication:** Require employees to enter PIN before accessing POS functionality. Sessions track which employee processed each transaction for accountability. **Badge scanning:** Allow employees to log in by scanning employee badge barcode rather than typing PIN. Speeds up shift changes during busy periods. \[Screenshot: Employee PIN login] **Multiple cashiers:** Enable multiple employees to work from single session simultaneously. System tracks individual employee sales within shared session for performance tracking. **💡 Your Knowlix:** *"Create new employee PIN for Sarah with cashier permissions"* or *"Show me today's sales by employee"* *** ## Hardware Integration Connect peripheral devices for enhanced POS functionality. ### Receipt Printers **Printer setup:** Connect receipt printers through: * Direct USB connection * Network connection via IP address * Bluetooth pairing Configure printer paper width, receipt templates, and automatic print triggers in POS settings. **Receipt content:** Customize receipt templates with: * Business name and address * Order items with prices * Payment method details * Customer information (if provided) * Loyalty points earned * Return policy footer * Promotional messages **Kitchen printers:** Route order tickets to separate kitchen printers positioned at prep stations. Kitchen receipts include: * Order number * Table or customer name * Product names with modifications * Preparation notes * Order timing \[Screenshot: Receipt printer configuration] ### Barcode Scanners **Scanner connectivity:** Connect barcode scanners via USB or Bluetooth. Most scanners operate as keyboard input devices requiring no special configuration. **Scanning workflow:** Scan product barcodes to add items instantly to cart without manual search or clicking. Scan multiple times to increase quantity. Scan employee badges to switch active user within session. **Barcode types:** Support standard product barcodes (UPC, EAN) as well as internal barcodes for: * Product serial numbers * Lot tracking * Discount codes * Gift cards * Loyalty cards ### Customer Displays Mount secondary screens facing customers showing: * Products added to cart * Running total * Item prices * Promotional messages during idle time Customer displays improve transparency and reduce pricing disputes by allowing customers to monitor transactions as they occur. ### Cash Drawers **Drawer integration:** Connect cash drawers through printer RJ11/RJ12 cable connection. Drawer opens automatically when: * Cash payment processed * Manual open command issued (requires permission) **Cash management:** Use drawer opening events to trigger cash count requirements for accountability. Track open events in session logs for security monitoring. \[Screenshot: Connected hardware devices] **💡 Your Knowlix:** *"Test receipt printer connection"* or *"Open the cash drawer"* *** ## Product Configuration Set up products for POS selling with pricing, categories, and availability. ### POS Product Setup Configure products available for POS selling through product management. **Product form fields:** * Product name and description * Internal reference code * Barcode assignment * Sales price * Category classification * Product image for POS display * Available in POS toggle **Product variants:** Create variants for products with multiple options: * Sizes (Small, Medium, Large) * Colors (Red, Blue, Green) * Styles (Regular, Premium) Each variant can have different prices, barcodes, and stock levels. **Product categories:** Organize products into categories displayed as filter buttons on POS interface. Create category hierarchy for logical organization: * Beverages → Hot Drinks → Coffee * Food → Entrees → Pasta **Product availability:** Control which products appear in specific POS locations. Products can be enabled globally or restricted to certain stores or registers. \[Screenshot: Product configuration form] ### Combo Products **Bundle creation:** Create combo products combining multiple items at package price: * Meal deals (burger + fries + drink) * Kits (shampoo + conditioner set) * Value packs (3-item bundle) **Combo configuration:** Define combo components with: * Required products (included automatically) * Optional selections (customer chooses from options) * Quantity per component * Combo price versus individual item total When combo added to cart, system includes all components and applies bundle pricing. **💡 Your Knowlix:** *"Create a lunch combo with sandwich, chips, and drink for \$12"* or *"Show me top-selling combos this week"* *** ## Pricing Features Apply flexible pricing rules based on customer, quantity, or promotional conditions. ### Price Lists **Price list configuration:** Create price lists defining alternative pricing for: * Wholesale customers * VIP members * Seasonal promotions * Bulk quantity discounts * Location-specific pricing **Price rules:** Define rules within price lists: * Fixed prices per product * Percentage discounts from standard price * Minimum quantity requirements * Valid date ranges * Formula-based calculations **Automatic application:** Assign default price list to customer records. When customer selected in POS, their price list applies automatically to all applicable products in cart. Alternatively, manually select price list for transaction from available options. \[Screenshot: Price list configuration] ### Loyalty Programs **Program creation:** Configure loyalty programs defining: * Points earned per dollar spent * Point values for redemption * Qualifying products or categories * Reward options available **Point accrual:** Customers earn points automatically on eligible purchases when customer assigned to transaction. Points display on receipt and customer portal. **Reward redemption:** Click **Rewards** button when customer with sufficient points assigned. Select available rewards: * Percentage discounts * Free products * Dollar amount off order * Upgraded items System deducts points and applies reward to current order. **Program types:** Create different loyalty approaches: * Points accumulation (earn 1 point per $1, redeem 100 points for $10 off) * Buy X get Y free (buy 9 coffees, 10th free) * Tiered status (silver, gold, platinum members) \[Screenshot: Loyalty rewards selection] ### Promotional Discounts **Time-based promotions:** Configure promotions active during specific periods: * Happy hour pricing (3-6 PM weekdays) * Weekend specials * Seasonal clearance * Holiday sales System applies promotional pricing automatically to eligible products during active periods. **Quantity discounts:** Set up quantity break pricing: * Buy 2, get 10% off * Buy 5, get 20% off * Buy 10, get 30% off Discounts trigger automatically when quantity thresholds reached in cart. **Category promotions:** Apply discounts to entire product categories rather than individual items. Useful for department-wide sales like "All apparel 25% off." **💡 Your Knowlix:** *"Create a buy 2 get 1 free promotion for all beverages"* or *"Show me active promotions for this week"* *** ## Payment Method Configuration Set up accepted payment types with accounting integration. ### Payment Method Setup Navigate to **Point of Sale → Configuration → Payment Methods** to configure accepted payment types. **Payment method fields:** * Method name (displayed on POS button) * Journal type (Cash, Bank, Customer Account) * Terminal integration selection * Outstanding account for accounting * Intermediary account if applicable **Cash payments:** Configure cash payment method linked to cash journal. Enable cash counting at session open and close for accountability. **Card payments:** Set up card payment methods connected to payment terminals or manual card entry. Link to bank journal for transaction recording. **Other payment types:** Configure additional methods: * Customer account charges * Gift cards and vouchers * Mobile payment apps * Buy now, pay later services * Store credit \[Screenshot: Payment method configuration] ### Terminal Integration **Supported terminals:** Connect payment terminals from major providers for secure card payment processing. Configure terminal by: * Selecting terminal provider * Entering terminal credentials * Testing connection * Enabling in POS settings **Terminal workflow:** When terminal payment method selected, system sends payment request to physical terminal. Customer completes payment on device. Terminal returns success or failure status automatically updating POS. **Multiple terminals:** Configure different terminals for different locations or payment types. Assign terminal to specific POS registers in settings. *** ## Fiscal Positions Apply location-based tax rules automatically based on customer or transaction characteristics. **Fiscal position configuration:** Create fiscal positions defining: * Tax mapping rules * Account substitutions * When position applies **Tax adjustments:** Map standard product taxes to alternative taxes: * Domestic to export tax rate * Standard to reduced tax rate * Taxable to tax-exempt When fiscal position applied, system replaces product taxes according to mapping rules. **Position selection:** Set default fiscal position for POS or choose specific position per transaction. Select from available positions using fiscal position button on POS interface. **Use cases:** * Export sales requiring different VAT treatment * Tax-exempt customers (non-profits, government) * Reduced tax rates for specific customer types * Location-based tax rates for multi-jurisdiction operations \[Screenshot: Fiscal position selection] *** ## Cash Rounding Round transaction totals to physical currency denominations. **Rounding configuration:** Enable cash rounding in POS settings and define rounding precision: * Round to nearest \$0.05 * Round to nearest \$0.10 * Round to nearest \$1.00 **Rounding method:** Select rounding strategy: * Round up (always increase to next denomination) * Round down (always decrease to previous denomination) * Round to nearest (mathematical rounding) **Application:** Rounding applies only to cash payments, not card or other electronic payments where exact amounts charged. Rounding line appears on receipts showing adjustment amount. Rounding differences post to configured rounding account. **💡 Your Knowlix:** *"Enable \$0.05 cash rounding for store 3"* or *"Show me total rounding adjustments this month"* *** ## Inventory Integration Synchronize POS sales with inventory tracking for accurate stock levels. **Stock deduction:** Sales processed through POS automatically reduce inventory quantities for sold products. Real-time stock updates prevent overselling. **Stock alerts:** Configure low stock warnings appearing in POS when product inventory falls below threshold. Alerts prompt reordering or menu removal. **Multi-location stock:** For businesses with multiple locations, POS deducts inventory from assigned warehouse or store location. Stock transfers between locations update availability. **Serial number tracking:** Sell serialized products through POS by scanning or entering serial numbers during sale. System tracks which serial numbers sold to which customers for warranty and recall purposes. \[Screenshot: Stock level display in POS] *** ## Offline Mode Continue processing sales during internet connectivity interruptions. **Offline operation:** POS operates fully offline with all essential features available: * Process sales * Accept payments (cash and offline-capable terminals) * Print receipts * Search products and customers **Data synchronization:** When connectivity restores, POS automatically uploads pending transactions to server. Inventory, sales records, and accounting entries update with offline sales data. **Sync indicators:** Dashboard displays sync status showing: * Connected (green) * Pending sync (orange) * Sync errors (red) **Limitations:** Certain features require internet connectivity: * Real-time inventory checks across locations * Customer loyalty point balances * Online payment processing * Live reporting **💡 Your Knowlix:** *"Show me orders pending sync"* or *"Force sync all offline transactions"* *** ## Reporting and Analytics Monitor sales performance with real-time dashboards and detailed reports. ### Sales Reports **Report types available:** Navigate to **Point of Sale → Reporting** to access: * Sales by product * Sales by category * Sales by employee * Sales by payment method * Sales by customer * Hourly sales patterns * Daily sales summaries **Report filtering:** Refine reports with filters: * Date ranges * Specific POS locations * Employee selection * Product categories * Customer segments **Metric tracking:** Key performance indicators displayed: * Total revenue * Average transaction value * Items per transaction * Transactions per hour * Top-selling products * Payment method distribution \[Screenshot: Sales analytics dashboard] ### Session Reports **Session analysis:** View detailed session information: * Opening and closing balances * Total sales by payment method * Cash in and out movements * Discrepancies and adjustments * Employee transaction counts **Session comparison:** Compare sessions across days, weeks, or employees to identify: * Peak sales periods * Employee performance variations * Cash handling accuracy * Transaction speed metrics ### Product Performance **Product analytics:** Identify best and worst performing products: * Units sold * Revenue generated * Profit margins * Inventory turnover * Discount frequency **ABC analysis:** Categorize products by revenue contribution: * A products: Top 20% generating 80% revenue * B products: Middle 30% generating 15% revenue * C products: Bottom 50% generating 5% revenue Use analysis to guide inventory investments, promotional focus, and product discontinuation decisions. \[Screenshot: Product performance report] **💡 Your Knowlix:** *"Show me top 10 selling products this month"* or *"Compare today's sales to last Monday"* *** ## Multi-Location Management Operate POS systems across multiple stores or locations with centralized control. **Location configuration:** Create separate POS configurations for each physical location with: * Location-specific products * Local pricing and promotions * Assigned employees * Connected hardware * Inventory sources **Centralized reporting:** Aggregate data across all locations for enterprise-wide analytics while maintaining ability to drill down to individual location performance. **Inventory distribution:** Transfer products between locations to balance stock levels. POS reflects location-specific availability preventing sales of out-of-stock items at that location. **Price consistency:** Maintain consistent pricing across locations or vary prices by region using location-specific price lists. \[Screenshot: Multi-location dashboard] *** ## Security and Permissions Control access to sensitive POS functions through permission management. **Permission levels:** Configure granular permissions controlling: * Price overrides * Discount application * Refund processing * Payment deletion * Session closing * Report access * Configuration changes **Access logs:** System records all privileged actions with: * Timestamp * Employee performing action * Action type (override, void, etc.) * Transaction reference * Reason (if required) **Manager overrides:** Require manager PIN approval for sensitive operations like: * Large discounts beyond threshold * Voiding completed transactions * Opening cash drawer without sale * Processing refunds over limit **Session security:** Lock inactive POS sessions requiring PIN re-entry after timeout period. Prevents unauthorized access to open sessions when employees step away. \[Screenshot: Permission configuration] *** ## Best Practices ### Train All Employees Thoroughly Comprehensive staff training on POS operation reduces errors, speeds transactions, and improves customer experience. Role-play scenarios including returns, split payments, and error corrections. ### Reconcile Daily Close sessions daily and reconcile cash drawers. Never leave sessions open multiple days as this complicates discrepancy resolution and increases loss risk. ### Secure Cash Handling Limit cash in drawer to working amount (\$200-300). Make periodic deposits to safe when accumulation exceeds threshold. Count cash with witness present and document counts. ### Maintain Hardware Clean touch screens, printers, and scanners regularly. Replace receipt paper before it runs out. Test all hardware daily before opening. Keep backup equipment available. ### Monitor Inventory Accuracy Conduct spot checks comparing physical inventory to system records. Investigate discrepancies immediately. Regular cycle counting prevents stock issues. ### Back Up Data Regularly Ensure POS data backs up frequently (at minimum daily, ideally real-time). Test backup restoration periodically to verify recovery capability. ### Update Pricing Promptly Keep product prices current in system. Schedule price changes to activate automatically at future dates rather than manual updates during business hours. ### Review Analytics Weekly Examine sales reports weekly to identify trends, best sellers, slow movers, and peak traffic patterns. Use data to guide staffing, inventory, and promotional decisions. ### Secure Employee PINs Treat employee PINs as passwords requiring confidentiality. Change PINs when employees leave. Prohibit PIN sharing between employees. ### Test Payment Terminals Daily Process test transaction at session start to verify terminal functionality. Confirm receipt printing and signature capture operate correctly. *** ## Troubleshooting Common Issues ### Payment Terminal Not Responding **Possible causes:** * Network connectivity interruption * Terminal powered off or disconnected * Incorrect terminal configuration * Terminal requires restart **Resolution:** Verify network connection and terminal power. Restart terminal device. Check terminal credentials in POS configuration. Contact payment processor support for persistent issues. ### Products Not Appearing in POS **Possible causes:** * Product "Available in POS" setting disabled * Product not assigned to POS product category * Product archived or inactive * Incorrect POS selected in configuration **Resolution:** Open product form and verify "Available in POS" checkbox enabled. Confirm product has category assigned. Check product status is active. Verify viewing correct POS configuration. ### Printer Not Printing Receipts **Possible causes:** * Printer disconnected or powered off * Paper roll empty or jammed * Wrong printer selected in POS settings * Driver or connection issue **Resolution:** Check printer power and connections. Replace paper roll. Clear any paper jams. Verify correct printer selected in POS configuration. Restart printer device. ### Cash Drawer Not Opening **Possible causes:** * Drawer not connected to printer properly * Printer not sending open signal * Drawer lock engaged * Connection cable loose **Resolution:** Verify drawer connected to printer via RJ cable. Check printer settings to enable cash drawer signal. Ensure drawer not locked manually. Test cable connection security. ### Barcode Scanner Not Working **Possible causes:** * Scanner not configured to send "Enter" after scan * USB connection loose * Scanner battery depleted (wireless) * Scanning damaged or incorrect barcode type **Resolution:** Configure scanner settings to append "Enter" character. Check USB connection. Charge or replace scanner battery. Verify barcode format matches configuration. ### Discrepancy Between Cash Count and System **Possible causes:** * Unrecorded cash in/out * Error during transaction payment entry * Returned incorrect change amount * Unauthorized cash removal **Resolution:** Review session transactions for irregularities. Recount cash carefully. Check payment type selections for errors. Interview employees regarding discrepancies. Implement dual-count procedures. ### Loyalty Points Not Calculating **Possible causes:** * Customer not assigned to transaction * Products excluded from loyalty program * Loyalty program inactive or expired * Program rules not met **Resolution:** Verify customer selected before payment. Check product categories included in loyalty configuration. Confirm program active and within date range. Review minimum purchase requirements. ### Slow POS Performance **Possible causes:** * Excessive product count loading * Large image files for products * Insufficient device RAM or storage * Background processes consuming resources **Resolution:** Optimize product images to smaller file sizes. Remove unused products from POS availability. Clear browser cache and restart POS. Upgrade hardware if consistently slow. *** ## Related Documentation * [Sales](Sales.md) - Sales order management * [Inventory](../05_Supply_Chain/Inventory.md) - Stock tracking and management * [Invoicing](../02_Finance/Invoicing.md) - Invoice generation and payment * [CRM](CRM.md) - Customer relationship management *** ## Need Help? **Ask Your Knowlix:** * "Open a new POS session for register 3" * "Process a refund for order #12545" * "Show me hourly sales for today" * "Split the bill for table 8 into three payments" * "Create a combo meal with burger, fries, and soda for \$9.99" * "Which employee had the highest sales this week?" * "Print a test receipt on the kitchen printer" **Contact Support:** For questions about POS configuration, payment terminal integration, hardware connectivity, or session reconciliation procedures, contact Knowlix support through the Help menu. # Rental Source: https://docs.knowlix.ai/sales/rental Knowlix Rental manages equipment lending with quotations, scheduling, pickup tracking, return processing, and invoicing. Rent physical assets like tools, vehicles, event supplies, or specialized equipment with automated pricing, availability calendars, and damage deposit handling. The rental platform provides complete workflow management from initial quote through equipment return. Configure flexible pricing based on duration, schedule overlapping rentals with padding time for maintenance, collect security deposits, require signed rental agreements, and track equipment status through pickup and return stages. Integration with sales orders connects rental transactions to standard business processes. Rental quotes convert to confirmed orders, generate invoices automatically, and update inventory availability in real time. Analytics track rental utilization rates, revenue per asset, and popular rental periods for inventory planning. Digital signature integration enables rental agreements signed before pickup. Customers review terms, acknowledge responsibilities, and provide electronic signatures through customer portal. Signed documents attach to rental orders for compliance and dispute resolution. **Key capabilities:** * Flexible duration-based pricing * Security deposit management * Digital rental agreement signatures * Pickup and return tracking with status updates * Late return penalties and unavailability buffers * Rental product availability calendars * Order and revenue analytics > **Important:** Rental equipment requires proper insurance coverage, maintenance schedules, and clear terms regarding damage, loss, and late returns. Consult legal counsel for rental agreement language and liability protections. **💡 Pro Tip:** Ask Your Knowlix for rental tasks: *"Create a rental order for construction equipment"* or *"Show me all overdue returns"* *** ## Rental Dashboard View and manage all rental orders from centralized interface. **Default Kanban view displays:** * Customer name * Rental price * Related sales order number * Rental status **Left sidebar filters:** **Rental Status:** Current stage of rental transaction (Quotation, Pickup, Returned). **Invoice Status:** Billing stage (Not Invoiced, Invoiced, Paid). Click any sidebar option to filter displayed rentals. Cards without rental status represent confirmed quotations awaiting pickup. \[Screenshot: Rental orders dashboard] **View options:** Switch between Kanban, List, Calendar, or Gantt views using icons in upper-right corner. **💡 Your Knowlix:** *"Show me all rentals scheduled for pickup today"* or *"Create a rental quote for camera equipment"* *** ## Rental Configuration Configure pricing penalties, availability buffers, and document requirements. ### Settings Navigate to **Rental → Configuration → Settings** for system-wide rental parameters. **Rental section:** **Default Delay Costs:** Additional charges for late equipment returns. Applied automatically when return date exceeded. **Default Padding Time:** Minimum buffer between consecutive rentals. Provides time for equipment cleaning, maintenance, or inspection before next rental. **Rental Transfers:** Enable inventory delivery and receipt operations for rental orders. Tracks equipment movement through warehouse management. **Digital Documents:** Allow document upload for customer signatures before rental confirmation. Requires Sign module for electronic signature capture. **Rent Online section:** **Minimal Rental Duration:** Shortest allowable rental period. Prevents single-hour rentals when minimum viable rental is one day. **Unavailability Days:** Days when pickup and return unavailable (weekends, holidays). Equipment cannot be collected or returned on blocked dates. \[Screenshot: Rental settings page] *** ## Rental Products Configure equipment available for rental with pricing and reservation rules. ### Product Setup Navigate to **Rental → Products** to view rental inventory. Can be Rented filter applied by default. Each product card shows: * Product name * Rental price * Product image **To create rental products:** Click **New** or configure existing products by enabling **Can be Rented** checkbox on product form. ### Rental Pricing Tab Configure duration-based pricing on product forms. **Pricing section:** Click **Add a price** to create pricing tiers. **Period:** Duration unit for rental (Hourly, Daily, Weekly, Monthly). Create custom periods as needed. **Pricelist:** Apply pricing to specific customer segments or leave blank for universal pricing. **Price:** Cost for selected period. **Pricing strategy:** Multiple pricing lines enable discounts for longer rentals. Three days at $250 versus three separate one-day rentals at $100 each encourages extended bookings. **Price calculation:** System selects cheapest pricing option. For 8-day rental with pricing tiers of "1 day: $100", "3 days: $250", "1 week: $500", system charges three times 3-day rate ($750 total) as cheaper than one week plus one day. \[Screenshot: Rental pricing configuration] **Reservations section:** **Extra Hour / Extra Day:** Penalty charges when equipment returned late. **Security Time:** Buffer hours marking product unavailable between rentals. Use for equipment requiring deep cleaning or maintenance. **💡 Your Knowlix:** *"Set up daily rental pricing for \$50 with weekly discount"* or *"Add late return penalties to all equipment"* *** ## Creating Rental Orders Generate quotes and confirmed rentals for customers. ### Rental Order Form Navigate to **Rental → Orders → Orders** and click **New**. **Order configuration:** **Customer:** Select contact receiving rental equipment. **Rental Period:** Click date field to open calendar popup. Select start and end dates representing rental duration. Click **Apply** to confirm dates. Duration field auto-calculates rental length. **Order Lines:** Click **Add a product** and select rental equipment. If rental period configured before adding product, pricing auto-calculated. If product added first, adjust rental period then click **Update Rental Prices** to recalculate. Confirmation popup appears when updating prices. Click **Ok** to apply new calculations. **Order actions:** **Send by Email:** Deliver quotation to customer for review. **Confirm:** Convert quotation to confirmed rental order. \[Screenshot: Rental order form] *** ## Digital Rental Agreements Collect customer signatures on rental terms before equipment pickup. ### Signature Setup Enable **Digital Documents** in Rental settings. System automatically installs Sign module if not present. ### Requesting Signatures **On confirmed rental order:** 1. Click **Sign Documents** button 2. Select document template from dropdown 3. Click **Sign Document** 4. Review signature request details 5. Click **Sign Now** Customer receives portal access to review agreement, add electronic signature, and complete signing process. System guides signers through required fields with clickable indicators. **Completing signatures:** After all fields signed, click **Validate & Send Completed Document**. Option to download signed PDF for records. Signed documents attach to rental order and appear in chatter timeline. \[Screenshot: Digital signature request] **💡 Your Knowlix:** *"Send rental agreement for signature to John Smith"* or *"Show me unsigned rental agreements"* *** ## Equipment Pickup Record when customers collect rental equipment. **Pickup workflow:** 1. Navigate to confirmed rental order 2. Click **Pickup** button 3. Click **Validate** in pickup confirmation popup **Status update:** System applies "Picked-up" status banner to rental order. Customer now in possession of equipment with return date tracking active. Late return calculations begin from pickup timestamp, not order creation date. \[Screenshot: Pickup validation] *** ## Equipment Return Process returned equipment and update order status. **Return workflow:** 1. Navigate to active rental order 2. Click **Return** button 3. Inspect equipment condition 4. Click **Validate** in return confirmation popup **Status update:** System applies "Returned" status banner to rental order. Equipment becomes available for next scheduled rental after padding time buffer. **Late returns:** If returned after scheduled return date, system automatically calculates delay penalties based on Extra Hour/Extra Day settings on product configuration. *** ## Pickup and Return Receipts Generate customer receipts documenting equipment condition and transaction details. **To print receipts:** 1. Open rental order 2. Click gear icon 3. Hover over **Print** 4. Select **Pickup and Return Receipt** System generates PDF with: * Equipment description and serial numbers * Pickup and return dates * Customer information * Rental charges and deposits * Current transaction status Provide receipts at pickup and return for customer records and dispute prevention. \[Screenshot: Rental receipt] **💡 Your Knowlix:** *"Print pickup receipt for order SO123"* or *"Generate return documentation for camera rental"* *** ## Security Deposits Collect and refund refundable deposits for rental protection. ### Deposit Product Setup Create service product for each rental requiring deposits. **Deposit product configuration:** Navigate to **Rental → Products → New**. **Name:** Descriptive title indicating deposit purpose (e.g., "Camera Equipment Deposit", "Vehicle Security Deposit"). **Product Type:** Service (not physical inventory). **Invoicing Policy:** Delivered quantities (enables refund through quantity adjustment). **Sales Price:** Deposit amount to collect. **Sales Taxes:** Configure tax treatment for deposits (often tax-exempt as temporary charges). Save deposit product for rental linking. ### Linking Deposits to Rentals **On rental product form:** 1. Navigate to **Sales** tab 2. Add deposit service product to **Optional Products** 3. Configure rental pricing on **Rental Prices** tab **Rental order flow:** When adding rental product to order, "Configure your product" popup displays deposit under available options. Select deposit to add both rental and deposit to order lines. **eCommerce integration:** Add eCommerce description explaining required deposit on rental product's Sales tab. Online customers see deposit option when adding rental to cart. \[Screenshot: Optional deposit configuration] ### Refunding Deposits **Upon equipment return:** 1. Inspect returned equipment for damage 2. If undamaged, create credit note from rental invoice 3. Change delivered quantity to 0 on deposit line in linked sales order 4. Process refund to customer Damaged equipment allows partial or full deposit retention by adjusting credit note amount. **💡 Your Knowlix:** *"Create \$500 security deposit for construction equipment"* or *"Refund deposit for order SO456"* *** ## Rental Best Practices ### Set Realistic Pricing Research competitor rates and calculate total ownership costs. Price to cover depreciation, maintenance, insurance, and administrative overhead. ### Require Damage Deposits Security deposits incentivize careful equipment handling and provide funds for repair costs. Set deposits at 20-50% of replacement value. ### Inspect Before and After Document equipment condition at pickup and return. Photographs prevent disputes over damage responsibility. ### Build in Buffer Time Padding between rentals accommodates late returns, maintenance, and cleaning. Don't schedule back-to-back rentals without buffers. ### Use Digital Agreements Electronic signatures expedite pickup process while ensuring customers acknowledge rental terms, damage policies, and late fees. ### Track Utilization Rates Monitor how often equipment rents versus sits idle. Low-utilization assets may require better marketing, lower pricing, or divestment. ### Maintain Equipment Proactively Regular servicing reduces breakdowns during rental periods. Maintenance schedule prevents revenue loss from out-of-service equipment. ### Clear Late Fee Policies Communicate extra hour and extra day charges before confirmation. Transparent penalties reduce customer disputes. ### Enable Online Booking Self-service rental scheduling increases bookings by providing 24/7 availability checking and instant confirmation. ### Follow Up After Returns Request feedback, offer repeat-renter discounts, and maintain relationships for future rental needs. *** ## Troubleshooting Common Issues ### Product Shows Unavailable When Should Be Free **Possible causes:** * Previous rental return not validated * Padding time overlap with next booking * Unavailability days blocking dates **Resolution:** Validate all previous returns. Check padding time configuration doesn't create excessive buffers. Verify unavailability days settings. ### Pricing Not Calculating Correctly **Possible causes:** * Rental period not configured before adding product * Update Rental Prices not clicked after period change * Price computing selecting unexpected tier **Resolution:** Configure rental period first, then add products. Use Update Rental Prices button after adjusting dates. Review price tier logic for cheapest selection. ### Digital Signature Button Missing **Possible causes:** * Digital Documents setting not enabled * Sign module not installed * Order not confirmed **Resolution:** Enable Digital Documents in Rental settings. Verify Sign module installation. Confirm order before requesting signatures. ### Deposit Not Appearing in Order **Possible causes:** * Deposit not added to Optional Products * Configure popup dismissed without selecting deposit * Online description not explaining required deposit **Resolution:** Add deposit service product to Optional Products on rental product form. Select deposit in configuration popup. Add clear eCommerce description. *** ## Related Documentation * [Sales](Sales.md) - Sales order processing and quotations * [CRM](CRM.md) - Customer relationship management * [Sign](../09_Productivity/Sign.md) - Digital signature workflows *** ## Need Help? **Ask Your Knowlix:** * "Create a rental order for DJ equipment for next weekend" * "Show me all rentals scheduled for return tomorrow" * "Set up a \$200 deposit for video equipment" * "Process the return for order SO789" * "What's our most rented equipment this month?" * "Send rental agreement to Sarah Johnson" **Contact Support:** For questions about rental configuration, pricing strategies, deposit handling, or signature workflows, contact Knowlix support through the Help menu. # Sales Source: https://docs.knowlix.ai/sales/sales Knowlix Sales manages the complete revenue lifecycle from initial prospect engagement through final payment collection. Create professional quotations, negotiate terms, confirm orders, coordinate deliveries, and generate invoices without switching between disconnected systems. The sales flow follows a structured progression: quotation created and sent to customer, customer reviews and confirms, quotation converts to sales order, delivery fulfilled, invoice generated, and payment collected. Each stage updates related records automatically, maintaining data consistency across inventory, accounting, and customer management. Flexible invoicing accommodates diverse business models. Invoice immediately upon order confirmation for straightforward transactions. Invoice upon delivery for physical goods shipped in stages. Invoice against project milestones for long-term engagements. Invoice based on tracked time and expenses for professional services. **Key capabilities:** * Quotation creation with templates and custom PDFs * Online signature and payment order confirmation * Product variant management with visual configurators * Multiple pricing strategies with rule-based pricelists * Discount and loyalty program management * Commission tracking for sales teams * Marketplace channel order synchronization * Gift card and digital wallet programs * Multi-currency support with automatic rate updates * Time and expense invoicing for service projects > **Important:** Sales data connects to accounting records for revenue recognition. Changes to confirmed orders affect inventory reservations, delivery schedules, and accounting entries. Modify confirmed orders carefully and communicate changes to affected teams. **💡 Pro Tip:** Ask Your Knowlix: *"Create a new quotation for Acme Corp"* or *"Show me all open quotations expiring this week"* *** ## Sales Flow Understanding the complete sales process helps configure the system and manage exceptions efficiently. ### Standard Order Flow **Step 1: Quotation** Create a document proposing products and services at defined prices to a prospective customer. Quotations can include optional products, promotional pricing, payment terms, and delivery conditions. Send quotations by email directly from the system. Customers receive a link to view their quotation in a customer portal. **Step 2: Confirmation** Customers confirm quotations by accepting online (via signature or payment) or by verbal/written approval communicated to the salesperson. Confirmed quotations automatically convert to sales orders, locking prices and triggering downstream processes. **Step 3: Delivery (if applicable)** For physical products, inventory fulfillment begins upon order confirmation. Delivery orders create warehouse pick lists, track shipped quantities, and notify customers. **Step 4: Invoice** Generate invoices from confirmed sales orders. Invoicing timing depends on configured policy: * Invoice immediately upon order confirmation * Invoice after delivery confirmation * Invoice upon reaching defined project milestones **Step 5: Payment** Customers pay invoices through configured payment methods. Payments automatically reconcile against outstanding invoices, updating accounting records. \[Screenshot: Sales flow pipeline view] *** ## Creating Quotations Build professional proposals with product listings, pricing, and custom terms. ### New Quotation Navigate to **Sales app** and click **New** to open a blank quotation form. **Required fields:** * **Customer**: Select from existing contacts or create new customer record * **Invoice Address**: Billing address for generated invoices * **Delivery Address**: Shipping destination for physical goods **Optional configuration:** * **Quotation Template**: Apply pre-configured product and pricing templates * **Expiration Date**: Set deadline for customer acceptance * **Pricelist**: Override default pricing rules for this transaction * **Payment Terms**: Specify payment schedule and conditions * **Recurring Plan**: For subscription products, select billing frequency ### Order Lines Add products to quotation in the **Order Lines** tab. **Adding products:** Click **Add a Product** and search by name, barcode, or reference code. Adjust quantity as needed. Alternatively, click **Catalog** to browse the full product catalog visually with images and category filtering. **Organizing order lines:** Add section headings to group related products. Click **Add a Section**, enter heading name, then drag products underneath. Add notes beneath specific products for customer-facing instructions or specifications. Notes display in italics on the quotation. **Line item pricing:** Each product line shows: * Product name and description * Quantity and unit of measure * Unit price * Discount percentage (if discount feature enabled) * Subtotal **Promotions and coupons:** Click **Promotions** or **Coupon Code** buttons at the bottom of order lines to apply configured promotional offers or enter discount codes. \[Screenshot: Quotation order lines with products] ### Optional Products The **Optional Products** tab offers additional cross-selling products customers can add to their order. Present complementary items relevant to their purchase: accessories, warranties, upgrades, or related services. Customers can add optional products directly through the customer portal without contacting the sales team. When a customer adds an optional product, the salesperson receives notification and the order line updates automatically. **Example:** Sell a laptop with optional products including carrying case, extended warranty, and setup service. ### Other Information The **Other Info** tab contains supplementary configuration: **Sales section:** * Salesperson assignment * Sales team designation * Customer reference number * Custom tags for organization **Delivery section:** * Shipping policy (ship immediately or when all items ready) * Requested delivery date * Incoterms for international shipments **Invoicing section:** * Fiscal position for tax adjustments * Analytic account for project cost tracking **Tracking section:** * Source document reference * CRM opportunity link * Marketing campaign attribution * Traffic source and medium ### Quotation Actions Once configured, available actions appear as buttons at top of form: **Send by Email:** Compose and send quotation to customer by email. PDF attachment added automatically. **Confirm:** Immediately confirm quotation as sales order without customer approval. **Preview:** View customer-facing quotation as it appears in their portal. **Cancel:** Void quotation and mark as cancelled. **💡 Your Knowlix:** *"Create a quotation for Green Tech Solutions with 5 laptop licenses"* or *"Send quotation #QUO/2025/001 by email to the customer"* *** ## Quotation Templates Create reusable templates for common products and services to speed proposal creation. ### Template Configuration Navigate to **Sales → Configuration → Quotation Templates** and click **New**. **Template fields:** * **Template name**: Descriptive name for internal identification * **Quotation validity**: Days template remains valid after issuance (0 = no expiration) * **Confirmation email**: Email template sent to customer upon order confirmation * **Online Signature**: Require customer signature to confirm * **Online Payment**: Require advance payment to confirm **Template lines:** Add standard products, sections, and notes to the **Lines** tab. These items populate automatically when template applied to quotation, saving data entry time. Include optional products in the **Optional Products** tab for consistent cross-selling across all quotations using this template. Add standard terms and conditions in the **Terms & Conditions** tab. ### Using Templates When creating a quotation, select a template from the **Quotation Template** field. All configured products, sections, and terms populate immediately. Individual line items can then be adjusted, removed, or augmented for specific transactions. \[Screenshot: Quotation template configuration] **💡 Your Knowlix:** *"Create a quotation using the Enterprise Software Template for Acme Corp"* or *"Show me all quotation templates available"* *** ## PDF Quote Builder Create visually branded proposal documents combining company materials, product descriptions, and custom pricing. ### Configuration Enable **PDF Quote Builder** in **Sales → Configuration → Settings** under the Quotations & Orders section. ### Header and Footer PDFs Design PDF files for consistent proposal branding: * Company introduction pages * Terms and conditions * Company profile and credentials * Cover pages Upload header and footer documents via **Sales → Configuration → Headers/Footers**. Assign each file as Header or Footer type. **Dynamic fields:** Use form field placeholders in PDF files that auto-populate with quotation data: * Customer name * Sales order reference * Salesperson name * Total amounts * Delivery date * Expiration date ### Product PDFs Attach product-specific PDFs showing specifications, images, and detailed descriptions. Navigate to a product and click the **Documents** smart button to upload product PDFs. Configure visibility: * Show on all quotations * Show only on confirmed orders * Include inside the quotation PDF ### Building Quote PDFs On a sales order, use the **Quote Builder** tab to select headers, footers, and product documents to include. The system assembles the final PDF combining all selected components with order data. Print the final PDF by clicking the settings gear and selecting **Print → PDF Quote**. *** ## Online Confirmations Enable customers to confirm orders digitally through the customer portal. ### Online Signature Require an electronic signature before order confirmation processes. Enable in **Sales → Configuration → Settings** or on individual quotation templates. When enabled, customers see a **Sign & Pay** button in their portal. Signing options: * Auto-generated signature from name * Drawn signature using cursor * Uploaded signature image file Upon signing, the salesperson receives immediate notification and the order confirms automatically. ### Online Payment Require advance payment (full or partial) to activate order confirmation. Configure payment percentage in settings. Customers must pay specified amount before their order confirms. **Configured payment providers** appear as options during customer checkout, supporting major payment methods. \[Screenshot: Customer signature confirmation portal] **💡 Your Knowlix:** *"Enable online signature requirement for all new quotations"* or *"Show me quotations awaiting customer signature"* *** ## Pricing Management Control product pricing across customers, channels, timeframes, and quantity tiers. ### Pricelists Create rule-based pricing strategies applying automatically based on configured conditions. Navigate to **Sales → Products → Pricelists** and click **New**. **Pricelist configuration:** * **Name**: Descriptive identifier * **Currency**: Pricing currency * **Country groups**: Geographic restrictions for automatic application * **Company**: Multi-company restriction **Price rules:** Add rules defining alternative prices. Each rule specifies: * Applicable products or categories * Pricing method (fixed price, discount percentage, or formula) * Minimum quantity requirement * Validity period **Pricing methods:** * **Fixed price**: Set absolute price regardless of standard pricing * **Discount**: Apply percentage reduction from list price * **Formula**: Calculate dynamically using mathematical expressions on cost or standard price **Recurring prices:** For subscription products, add recurring price rules in the **Recurring Prices** tab with billing period specification. ### Customer Pricelist Assignment Assign default pricelist to customer contact records. When that customer appears on a quotation, their pricelist applies automatically without manual selection. Navigate to customer contact form, open **Sales & Purchase** tab, and select pricelist in the **Pricelist** field. \[Screenshot: Pricelist configuration with rules] ### Discounts Enable line-item discounts on quotations via **Sales → Configuration → Settings**. With discounts enabled, a **Disc.%** column appears on quotation order lines. Enter positive values for discounts, negative values for mark-ups. **Order-level discount button:** Click **Discount** button to apply discount to entire order: * Percentage on all lines: distributes discount proportionally * Global discount: adds single negative line item * Fixed amount: reduces total by specified monetary value ### Margins Enable margin visibility to track profitability on each sale. When margins enabled, quotations display profit margin in currency and percentage for each line item and total order. Margins calculate from product cost versus selling price. Update product cost in the product form **Cost** field. Margin recalculates automatically when prices or costs change. **💡 Your Knowlix:** *"Create a pricelist for wholesale customers with 15% discount on all products"* or *"Show me the margin on quotation #QUO/2025/045"* *** ## Product Management Configure and manage products sold through the sales system. ### Product Variants Create variations of single products with different characteristics. Navigate to **Sales → Configuration → Settings** and enable **Variants**. **Attributes and values:** First create attributes defining variant dimensions: * Size (Small, Medium, Large, XL) * Color (Red, Blue, Green, Black) * Material (Cotton, Polyester, Blend) Each attribute has values customers select when ordering. **Variant creation modes:** * **Instantly**: Create all possible combinations when attributes assigned * **Dynamically**: Create variants only when ordered * **Never**: Manage as options without creating inventory variants **Variant pricing:** Each variant can have additional price charges on top of base product price. Configure in attribute value settings using **Value Price Extra** field. **Variant inventory:** Track inventory separately per variant. Barcode and internal reference can be unique per variant. \[Screenshot: Product with size and color variants] ### Importing Products Bulk-import products from spreadsheet files for initial catalog setup or mass updates. Navigate to **Sales → Products → Products**, click the gear icon, and select **Import Records**. Download the import template and fill with product data: * Product name * Internal reference * Sales price * Product type * Category Upload completed spreadsheet and map columns to product fields. Test import for errors before confirming. **Importing variants:** Include attribute and value columns in import spreadsheet: * Product Attributes / Attribute * Product Attributes / Values **Importing attributes:** Import attribute definitions separately before importing products that use them. ### Product Images Configure product images for professional presentation in quotations, portals, and POS. Integrate image search to automatically find and assign product images based on product barcodes. Configure via Settings → Integrations → Google Images with API credentials. *** ## Invoicing Generate customer invoices from confirmed sales orders using configured invoicing policies. ### Invoicing Policies **Ordered quantities (default):** Invoice immediately when sales order confirmed. Best for service businesses, prepaid products, or when delivery fulfillment is guaranteed. Customers invoiced for full order amount regardless of delivery status. **Delivered quantities:** Invoice only for quantities physically delivered to customer. Supports partial deliveries with matching partial invoices. Best for businesses shipping large quantities in stages or when actual delivery must be confirmed before billing. Configure policy per product in **General Information** tab of product form. ### Creating Invoices From a confirmed sales order, click **Create Invoice** and select invoice type: * **Regular invoice**: Bill for full order (or remaining unbilled amount) * **Down payment (percentage)**: Request percentage of total as advance * **Down payment (fixed amount)**: Request specific dollar amount as advance Invoice generates as draft for review before sending to customer. Confirm draft invoice to lock it and generate a receivable entry in accounting. Click **Send & Print** to email invoice to customer. \[Screenshot: Create invoice options on sales order] ### Down Payments Collect advance deposits before fulfilling orders. **Create down payment:** On the Create Invoice pop-up, select down payment type and specify amount. System creates invoice for that amount only. Customer pays down payment invoice. Remaining balance tracked on original sales order. **Final invoice:** When order fulfillment complete, click **Create Invoice** again. System shows already-invoiced amount and calculates remaining balance for final invoice. Down payment deducts automatically from final invoice total. **Example:** \$10,000 project with 30% down payment. 1. Create 30% down payment invoice for \$3,000 2. Customer pays \$3,000 3. Project delivered 4. Create final invoice showing \$7,000 remaining 5. Customer pays \$7,000 balance **💡 Your Knowlix:** *"Create a 30% down payment invoice for sales order SO/2025/0234"* or *"Show me all sales orders with outstanding down payments"* ### Pro-Forma Invoices Send preliminary invoices before order confirmation for customs purposes or customer budgeting. Enable via **Sales → Configuration → Settings → Pro-Forma Invoice**. Click **Send Pro-Forma Invoice** on quotation or confirmed sales order. System generates non-binding invoice document showing order details without creating accounting entries. Customers use pro-forma invoices for import documentation, budget approvals, or internal procurement processes. ### Invoicing by Milestones Bill clients at defined project completion points rather than single invoice at start or end. **Setup:** Create service products with **Invoicing Policy: Based on Milestones**. Set **Create on Order** to automatically generate project tasks. **Workflow:** 1. Confirm sales order with milestone products 2. Define project milestones from the Milestones smart button 3. Assign milestones to sales order items 4. As work progresses, mark milestones as reached 5. Create invoice for reached milestones only 6. Repeat for each milestone through project completion Supports progressive cash flow while maintaining billing tied to actual deliverables. ### Time and Materials Invoicing Invoice for actual hours worked and expenses incurred rather than fixed project price. **Requirements:** * Service products configured with **Invoicing Policy: Based on Timesheets** * Timesheet tracking configured in project settings **Workflow:** 1. Confirm sales order with service product 2. System creates project and task automatically 3. Team members log hours in timesheet entries on task 4. Return to sales order to invoice accumulated hours 5. Create invoice showing billed hours at configured rates **Expense invoicing:** Record project-related expenses through the Expenses module. Link expenses to sales order using analytic distribution. Expenses appear on sales order for customer invoicing. **Purchase invoicing:** For purchases made specifically for customer projects, link vendor bills through analytic accounts. Purchases appear on sales order for pass-through billing to customer. \[Screenshot: Sales order with timesheet hours ready for invoicing] **💡 Your Knowlix:** *"Show me unbilled timesheet hours on project Acme Consulting"* or *"Create invoice for all delivered milestones on SO/2025/0156"* *** ## Returns and Refunds Process customer returns and issue refunds for delivered and invoiced orders. ### Returns Before Invoicing For returns received before an invoice is generated: 1. Open the original sales order 2. Click the **Delivery** smart button to view delivery order 3. Click **Return** on the validated delivery 4. Select products and quantities being returned 5. Confirm to create incoming return delivery order 6. Warehouse validates return receipt Returned quantities update delivered count on sales order. Future invoice reflects only retained products. ### Returns After Invoicing For returns after the customer has already been invoiced: 1. Open sales order and navigate to delivery 2. Process return delivery for returned items 3. Navigate to the validated invoice 4. Click **Credit Note** button on invoice 5. Enter reason, credit journal, and reversal date 6. Confirm credit note Credit note appears in customer account. Outstanding credits can apply against future invoices or be refunded directly. \[Screenshot: Credit note creation form] **💡 Your Knowlix:** *"Process a return for 3 units on order SO/2025/0089"* or *"Create a credit note for the overcharged invoice"* *** ## Commissions Incentivize sales team performance with configurable commission programs. ### Commission Plan Types **Target-based plans:** Award commissions when salespeople reach percentage of defined sales targets. Set quarterly or annual revenue targets per salesperson. Define tiered commission rates: * Reach 50% of target: earn 25% of on-target commission * Reach 100%: earn full commission * Exceed 100% to 150%: earn 125% of commission (overachievement bonus) Best for structured organizations with defined performance expectations. **Achievement-based plans:** Award percentage of all sales regardless of target performance. Pay 3-5% commission on every dollar invoiced without preset goals. Consistent incentive for sales activity. Best for commission-only or highly autonomous sales environments. ### Commission Metrics Configure what activities drive commission calculation: * **Amount sold**: Value of confirmed sales orders * **Amount invoiced**: Value of paid or confirmed invoices * **Quantity sold**: Units sold via orders * **Quantity invoiced**: Units billed on invoices * **Margin**: Profit generated (revenue minus cost) * **Monthly recurring revenue**: New subscription ARR added ### Plan Management Navigate to **Sales → Commissions → Commission Plans** and click **New**. Set effective period defining when plan is active. Add target periods (monthly, quarterly, or yearly) with target amounts for each period. Assign salespeople to the plan in the **Salespeople** tab. Click **Approve** to activate plan. Approved plans track performance automatically and calculate commission based on qualifying activity. \[Screenshot: Commission plan with tiered structure] **💡 Your Knowlix:** *"Show me commission earned by each salesperson this quarter"* or *"Create a 5% achievement commission plan for the enterprise team"* *** ## Loyalty and Discount Programs Drive repeat purchases and reward customer loyalty with configurable programs. ### Program Types **Coupons:** Generate unique single-use codes customers enter at checkout for instant rewards. Distribute via email campaigns or promotional materials. **Loyalty Cards:** Accumulate points on purchases, redeem for rewards on future orders. Points display in customer portal showing progress toward rewards. Configure points per dollar spent, minimum balances for rewards, and available reward types. **Promotions:** Automatic discounts applying when order conditions met. No code required. Define conditions: * Minimum purchase amount * Specific products in order * Product category * Customer tag or segment **Discount Codes:** Shareable codes providing percentage or fixed discounts. Use for marketing campaigns, referral programs, or event promotions. **Buy X Get Y:** Reward customers who purchase defined quantities with free products or credits. Example: buy 4 coffees, earn 1 free. **Next Order Coupons:** Issue reward codes after purchase redeemable on subsequent orders. Drives return visit behavior. ### Program Configuration Navigate to **Sales → Products → Discount & Loyalty** and click **New**. **Conditional rules:** Define when program activates: * Minimum quantity ordered * Minimum purchase amount * Specific products required * Applicable date range **Rewards:** Configure what customer receives when conditions met: * Free products (specify product and quantity) * Percentage discount (on order or specific product categories) * Free shipping * Store credit (points-based) Set maximum discount caps to protect margins on open-ended percentage offers. \[Screenshot: Loyalty program configuration] **💡 Your Knowlix:** *"Create a buy 3 get 1 free promotion for all beverages"* or *"Generate 100 coupon codes for 20% off"* *** ## Gift Cards and eWallets Offer prepaid value products and digital credit accounts for customers. ### Gift Cards Create physical or digital gift cards customers purchase as presents or use for their own future purchases. **Setup:** 1. Create a gift card product (Service type, prepaid invoicing) 2. Set product price as card face value 3. Create gift card program linking to product 4. Configure email template for delivery **Generating cards:** Click **Generate Gift Cards** on program form. Generate for specific customers (personalized) or anonymous bulk batches. Distribute via email, URL link, or physical printing. Cards track remaining balance, transaction history, and expiration dates. ### eWallets Digital credit accounts customers top up and use for future purchases. **Setup:** 1. Create top-up products at various denominations ($25, $50, \$100) 2. Create eWallet program linking to top-up products 3. Customer purchases top-up and credits add to their account **Usage:** Customers select eWallet as payment method at checkout. Credits deduct from account balance. Account tracks full transaction history. Useful for businesses selling to the same customers repeatedly, allowing prepayment for convenience. \[Screenshot: Gift card program management] **💡 Your Knowlix:** *"Generate 50 gift cards worth \$25 each for the holiday campaign"* or *"Show me the eWallet balance for customer Acme Corp"* *** ## Foreign Currencies Support international transactions with multi-currency pricing and automatic conversion. ### Currency Setup Configure currencies via **Accounting → Configuration → Settings → Currencies**. Set company's primary currency as base. Activate additional currencies for use in pricelists and transactions. **Automatic rate updates:** Enable automatic currency rate synchronization to pull current exchange rates from configured financial data provider. Set update frequency (daily, weekly) to maintain accurate conversions. ### Currency-Specific Pricelists Create dedicated pricelists per active currency to avoid rate conversion on each transaction. Example: US dollar pricelist for domestic customers, Euro pricelist for European customers, Pound Sterling pricelist for UK customers. Assign appropriate pricelist to customer contacts by geography. **Auto-conversion:** When pricelist currency differs from company currency, sales prices auto-convert at current exchange rates. Pre-set pricelist prices avoid mid-transaction rate changes for predictable customer pricing. **💡 Your Knowlix:** *"Show me all active currencies in the system"* or *"Create a Euro pricelist for European customers"* *** ## Marketplace Integration Synchronize orders from external sales channels for centralized fulfillment management. ### Order Synchronization Connect external marketplace accounts to pull orders into the sales system automatically at regular intervals. Synchronized orders create: * Customer record (if new) * Sales order with product line items * Delivery order for fulfillment **Product matching:** Orders match marketplace SKU codes to internal product references. Configure product internal references to match marketplace listing SKUs for automatic product identification. Default fallback products capture unmatched items for manual resolution. ### Fulfillment Management **Seller-fulfilled orders:** After receiving marketplace orders, process delivery through inventory management. Track shipment and confirm delivery. Confirmation updates marketplace with shipping status and tracking information. **Marketplace-fulfilled orders:** For items fulfilled by the marketplace, system records inventory deductions and tracks order status without requiring seller action on shipping. ### Reporting Assign sales teams per marketplace account for channel-specific performance reporting. Filter sales dashboards by team to analyze marketplace contribution separately from direct sales. Track revenue, order volume, and product performance by channel. \[Screenshot: Marketplace order synchronization settings] *** ## Quotation Deadlines Set expiration dates on proposals to create urgency and protect against fulfilling orders at outdated prices. Enable expiration dates in quotation settings or set individually on each quotation. **Template expiration:** Define validity days on quotation templates. Expiration date calculates automatically from issue date when template applied. **Customer portal display:** Expiration date displays prominently in customer portal showing exactly when offer expires. Motivates timely responses during negotiations. After expiration, quotation requires renewal with updated pricing before customer can confirm. **💡 Your Knowlix:** *"Show me all quotations expiring in the next 7 days"* or *"Extend the expiration date on quotation QUO/2025/0234 by 2 weeks"* *** ## Multiple Delivery Addresses Support customers with separate billing and shipping addresses. Enable **Customer Addresses** in Accounting settings to allow multiple address types per contact. **Address types per contact:** * Invoice address: Primary billing address for invoices * Delivery address: Shipping destination * Follow-up address: Contact for payment reminders On quotation forms, invoice and delivery addresses auto-populate from customer record when customer selected. Override addresses per-transaction without modifying the customer's default settings. *** ## Mass Operations Efficiently manage large numbers of quotations and orders. ### Bulk Cancel Cancel multiple quotations simultaneously from the Quotations list view. Select quotations using checkboxes, click **Actions**, and select **Cancel Quotations**. System cancels all selected quotations in one operation. Works on quotations in any stage including confirmed sales orders. Subscription-linked orders with existing invoices cannot be bulk cancelled. ### List and Kanban Views Switch between views depending on workflow preference: * **List view**: High-density view showing many orders with sortable columns * **Kanban**: Pipeline view grouping by status with drag-and-drop * **Calendar**: Timeline showing quotation expiration and delivery dates * **Pivot/Graph**: Analytics views for performance measurement *** ## Best Practices ### Use Templates for Recurring Proposals Create quotation templates for common products and services. Templates eliminate repetitive data entry, ensure consistent pricing, and maintain professional presentation across all salespeople. ### Set Realistic Expiration Dates Short deadlines (7-14 days) create urgency. Long deadlines (30+ days) give customers time to evaluate complex proposals. Match expiration period to deal complexity and typical customer decision timelines. ### Enable Online Confirmation Online signature and payment confirmation reduces sales cycles by enabling customers to confirm immediately from any device. Eliminate back-and-forth email confirmation and signed-PDF attachments. ### Lock Confirmed Sales Orders Enable **Lock Confirmed Sales** in settings to prevent accidental modification of confirmed orders. Locked orders require explicit unlock action before editing, protecting order integrity. ### Track Margins Consistently Enable margin display on all quotations. Visibility of margins helps salespeople make informed discount decisions and flag low-margin opportunities for management review. ### Assign Sales Teams Strategically Organize salespeople into focused teams by product line, geography, or customer segment. Team assignments enable meaningful performance comparisons and commission calculations. ### Review Commission Plans Quarterly Commission structures should reflect current business priorities. Review target amounts, qualifying metrics, and payout rates with sales leadership each quarter to maintain competitive incentive alignment. ### Follow Up on Expiring Quotations Monitor quotations approaching expiration dates weekly. Proactive follow-up before expiration maintains deal momentum and prevents lost opportunities to competitor inaction. ### Reconcile Marketplace Orders Daily Review synchronization status for all connected marketplace channels daily. Address matching errors and unrecognized SKUs promptly to prevent fulfillment delays for customers. *** ## Troubleshooting Common Issues ### Quotation Won't Confirm **Cause:** Required fields missing or validation errors on order lines. **Resolution:** Check that Customer, Invoice Address, and Delivery Address fields complete. Verify products have valid prices and no missing required specifications. ### Invoice Cannot Be Created **Cause:** Invoicing policy requires delivery confirmation before billing. **Resolution:** If using "invoice what is delivered" policy, validate delivery order first. Check delivered quantity shows on order line before attempting invoice creation. ### Down Payment Not Deducting from Final Invoice **Cause:** System expects another invoice to be generated after down payment. **Resolution:** Create final invoice using **Create Invoice → Regular Invoice** after order fulfilled. System automatically calculates remaining amount after deducting down payment. ### Pricelist Not Applying **Cause:** Pricelist conditions not met, customer not assigned correct pricelist, or pricelist validity expired. **Resolution:** Verify customer has correct pricelist assigned. Check pricelist rule conditions (minimum quantity, valid dates). Click **Update Prices** on quotation to refresh price calculations. ### Commission Not Calculating **Cause:** Commission plan not approved, salesperson not assigned, or qualifying metric not met. **Resolution:** Verify plan status shows Approved. Check salesperson listed in plan's Salespeople tab. Confirm qualifying sales orders or invoices meet plan criteria. ### Loyalty Points Not Accumulating **Cause:** Customer not assigned to order, program conditions not met, or program expired. **Resolution:** Verify customer selected on order before confirmation. Review program minimum purchase requirements. Check program start and end dates. ### Marketplace Orders Not Syncing **Cause:** API credentials expired, marketplace account permission changed, or connectivity issue. **Resolution:** Test API credentials in marketplace settings. Re-authorize connection if permissions changed. Check system logs for specific error messages. *** ## Related Documentation * [CRM](CRM.md) - Pipeline management and opportunity tracking * [Point of Sale](Point_of_sale.md) - In-store sales processing * [Subscriptions](Subscriptions.md) - Recurring revenue management * [Invoicing](../02_Finance/Invoicing.md) - Invoice and payment management * [Inventory](../05_Supply_Chain/Inventory.md) - Stock and delivery management *** ## Need Help? **Ask Your Knowlix:** * "Create a quotation for 10 units of Product X for Global Industries" * "Show me all overdue sales orders needing invoicing" * "Apply 15% discount to all lines on this quotation" * "Generate commission report for Q1 by salesperson" * "Create a buy-2-get-1 promotion for the summer sale" * "Show me the margin breakdown on my pending quotations" * "Which customers have unused gift card balances?" **Contact Support:** For questions about sales configuration, commission plans, marketplace integrations, or invoicing policies, contact Knowlix support through the Help menu. # Subscriptions Source: https://docs.knowlix.ai/sales/subscriptions Knowlix Subscriptions manages recurring revenue through automated billing, renewal workflows, and customer lifecycle tracking. Sell software licenses, service contracts, membership programs, or any product delivered on recurring intervals with flexible pricing and self-service customer management. The subscription platform automates invoice generation, payment collection, and renewal processes to reduce administrative overhead while ensuring consistent cash flow. Configure billing frequencies from weekly to annual cycles, offer multiple pricing tiers, enable customer plan switching, and track key metrics like Monthly Recurring Revenue (MRR) and churn rates. Integration with sales, invoicing, and CRM modules connects subscription lifecycles to broader business processes. Subscriptions created through sales orders or online purchases automatically generate scheduled invoices, trigger renewal reminders, process automatic payments, and update customer records with subscription status changes. Customer self-service portals allow subscribers to upgrade plans, add products, renew early, or cancel subscriptions without support team intervention. Automated workflows send renewal notifications, payment confirmations, and service updates based on configurable triggers and business rules. **Key capabilities:** * Flexible recurring billing periods (weekly, monthly, quarterly, annually) * Automated invoice generation and payment processing * Customer self-service for upgrades and cancellations * Upselling and cross-selling through subscription modifications * MRR and ARR analytics with retention tracking * Renewal management and expiration workflows * eCommerce integration for online subscription sales > **Important:** Subscription revenue recognition may require specific accounting treatments. Consult financial advisors regarding deferred revenue accounting, revenue recognition standards (ASC 606/IFRS 15), and tax implications of recurring billing. **💡 Pro Tip:** Ask Your Knowlix for subscription tasks: *"Create a monthly subscription plan for \$29"* or *"Show me subscriptions expiring this month"* *** ## Recurring Plans Configure billing intervals and subscription parameters. ### Plan Configuration Navigate to **Subscriptions → Configuration → Recurring Plans** to manage billing cycles. **Default plans:** Monthly, 6 Months, and Yearly plans included by default. **To create plans:** Click **New** to open plan form. **Plan settings:** **Name:** Descriptive title for billing cycle (e.g., "Monthly Subscription", "Annual Contract"). **DETAILS section:** **Billing Period (required):** Interval between charges. Set unit (Weeks, Months, or Years) and numerical value. Daily billing not supported. **Automatic Closing:** Days until unpaid subscription automatically closes. If renewal due on 1st of month and automatic closing set to 15 days, subscription closes on 16th without payment. **Align to Period Start:** Bill new subscriptions on first day of next billing period rather than purchase date. Pro-rates first invoice for partial period. Example: Customer purchases on July 15th. With alignment enabled, billing occurs on August 1st for full price. July 15-31 invoice shows pro-rated amount for partial month. **Company:** Restrict plan to specific company (multi-company databases only). **Invoice Email Template:** Email template for subscription invoice notifications. Default is "Invoice: Sending" with dynamic fields for customer name, invoice number, and amount. \[Screenshot: Recurring plan configuration] **SELF-SERVICE section:** **Closable:** Allow customers to cancel own subscriptions through portal. Reduces support requests but eliminates retention conversation opportunities. **Add Products:** Enable customers to add products or change quantities on subscriptions. Generates upsell quotations when customers modify orders. **Renew:** Allow manual renewal quotation creation by customers. **Optional Plans:** Permit customers to switch between subscription tiers. Generates new quotation for plan change. **Pricing tab:** Product-specific pricing adjustments for this recurring plan. Add products with custom recurring prices that override default product pricing. Useful for promotional rates or bundle discounts. **Smart buttons:** **Subscriptions:** Count of active subscriptions using this plan. Links to subscription sales orders. **Subscription Items:** Itemized list of all active recurring services on this plan. **💡 Your Knowlix:** *"Create a quarterly subscription plan with 10% discount"* or *"Show me all monthly subscription customers"* *** ## Subscription Products Configure products for recurring sale. ### Product Setup Navigate to **Subscriptions → Products → Products** for subscription product management. **General Information tab:** **Product Type:** Service, Consumable, or Storable Product. Typically Service for subscriptions. **Invoicing Policy:** When customer charges occur (based on delivered quantities, ordered quantities, prepaid, etc.). **Unit of Measure:** How product counted in system. Usually Units for subscriptions. **Sales Price:** Recurring cost per billing period. > **Important:** Physical products require "Ordered quantities" invoicing policy. Incorrect settings cause invoice generation errors. **Attributes & Variants tab:** Configure product variations if subscription offers multiple choices (size tiers, feature sets, usage levels). **Recurring Prices tab:** Click **Add a price rule** for each billing interval offered. **Pricing strategy:** Longer billing periods typically feature discounts to incentivize annual commitments over monthly. Example: $10/month or $100/year (17% savings). \[Screenshot: Subscription product form] *** ## Creating Subscription Quotations Generate subscription sales proposals for customers. ### Manual Quotation Creation Navigate to **Sales** or **Subscriptions** dashboard and click **New**. **Quotation form fields:** **Customer:** Contact purchasing subscription. **Recurring Plan:** Billing interval for subscription. **Expiration Date:** When quotation offer expires (creates urgency with limited-time discounts). **Payment Terms:** Timeframe for payment after confirmation. **Order Lines:** Add subscription products. **Other Info tab:** **Online Signature:** Require customer signature before confirmation. **Online Payment:** Require payment processing before confirmation. ### Quotation Actions **Send by Email:** Deliver quotation to customer for review. **Preview:** View customer portal where client sees quotation, can sign, pay, and communicate. **Confirm:** Convert quotation to active subscription sales order. \[Screenshot: Subscription quotation] **💡 Your Knowlix:** *"Create a subscription quote for software licensing"* or *"Send renewal quotation to ABC Company"* *** ## Automatic Subscription Creation Online purchases generate subscriptions without manual intervention. ### eCommerce Integration Products marked as Subscriptions on product forms and published on eCommerce site automatically create confirmed subscription orders when purchased online. Sales orders with defined recurring plans automatically become subscriptions with scheduled billing. Customers select subscription products, choose billing frequency, complete payment, and receive immediate access. System generates first invoice and schedules future recurring charges. \[Screenshot: Online subscription purchase] *** ## Automation Rules Configure triggered actions based on subscription events and criteria. ### Creating Automation Rules Navigate to **Subscriptions → Configuration → Automation Rules**. **Rule configuration:** **Action Name:** Descriptive title for automation. **Apply On section:** Define which subscriptions trigger this rule: **MRR Between:** Target subscriptions within Monthly Recurring Revenue range. **MRR Change More:** Trigger on MRR changes exceeding threshold (percentage or currency amount). **Over:** Time period for KPI calculations. **Rating Satisfaction:** Target based on customer satisfaction scores. **Status:** Subscription stages (Quotation, Sent, Sales Order, Cancelled). **Stage Goes From:** Activation when subscription moves between specific stages. **Subscription Plans, Products, Customers, Company, Sales Team:** Additional targeting criteria. Blank fields apply to all subscriptions. Green subscription link at bottom shows count of subscriptions matching criteria. **Action section:** **Action To Do:** **Create next activity:** Generate follow-up task for team members. **Send email to customer:** Automated email delivery. **Send SMS Text Message:** SMS notification (requires messaging credits). **Set Contract Health value:** Update subscription health indicator (Neutral, Good, Bad). **Trigger On:** **Modification:** Activate when subscription data changes. **Timed Condition:** Activate at scheduled time relative to trigger date. **Trigger Date:** When condition evaluates. Blank triggers on subscription creation and updates. **Delay After Trigger:** Time offset (Minutes, Hours, Days, Months) before action execution. Negative values trigger before date. **Trigger Now button:** Manually execute automation on all matching subscriptions immediately. \[Screenshot: Automation rule form] **Activity section (if Create next activity selected):** **Activity Type, Title, Note, Due Date In, Assign To:** Configure task details and assignment. **💡 Your Knowlix:** *"Create automation to email customers 30 days before renewal"* or *"Set up churn alerts for subscriptions over \$500"* *** ## Automatic Payments Enable recurring charges without manual customer intervention. ### Payment Provider Setup Configure payment provider supporting tokenization (saved payment information): * Supported providers: Adyen, Authorize.net, Flutterwave, Razorpay, Stripe, Xendit * Follow provider setup guides for API credentials * Enable payment provider in settings * Configure payment methods * Enable tokenization feature ### Customer Payment Setup Customers save payment details during initial checkout or through customer portal. Providers either automatically save information or offer opt-in checkbox. Saved payment methods enable automatic recurring charges without repeated manual payments. ### Payment Failure Handling When automatic payment fails, system applies: * "Payment Failure" tag on sales order * "Contract in exception" checkbox (Other Info tab, Subscription section) "Contract in exception" prevents double-charging by stopping scheduled actions. Requires manual verification whether payment actually processed. **Resolution workflow:** 1. Navigate to subscription order 2. Check chatter for payment confirmation 3. **If payment NOT made:** * Enable developer mode * Open Other Info tab * Uncheck "Contract in exception" * Reload order (Payment Failure tag disappears) 4. **If payment WAS made:** * Create and post new invoice manually * Enable developer mode * Uncheck "Contract in exception" * Reload order Once "Contract in exception" cleared, automatic renewals resume. Subscriptions remaining in "Payment Failure" ignored until manually closed. \[Screenshot: Payment failure handling] **💡 Your Knowlix:** *"Show me all subscriptions with payment failures"* or *"Resolve payment exception for subscription SO456"* *** ## Subscription Closures Manage subscription cancellations and terminations. ### Enabling Self-Service Closure Navigate to **Subscriptions → Configuration → Recurring Plans** and open plan. Enable **Closable** in Self-Service section to allow customer-initiated cancellations through portal. ### Administrator Closure **After quotation confirmed:** 1. Subscription shows "In Progress" status 2. **Close** button appears on subscription order 3. Click **Close** 4. Enter close reason in popup 5. Click **Submit** Status updates to "Churned" with close reason displayed. Reason also logged in chatter. ### Customer Portal Closure Customers see **Close Subscription** button in portal. **Closure workflow:** 1. Customer clicks Close Subscription 2. Selects reason from pre-configured list (not custom text entry) 3. Clicks Submit 4. Subscription marked "Closed" Close reasons managed at **Subscriptions → Configuration → Close Reasons**. **Preview button** on subscription shows administrator view of customer portal experience. \[Screenshot: Customer cancellation interface] *** ## Subscription Renewals Process subscription continuations at billing cycle end. ### Manual Renewal Creation **Prerequisites:** * Quotation with subscription product confirmed * Recurring plan selected * Initial payment invoiced and registered **Renewal workflow:** 1. Navigate to subscription (shows Sales Order stage, "In Progress" tag) 2. Click **Renew** button 3. System generates renewal quotation with "Renewal Quotation" tag 4. Start date and next invoice date logged in chatter 5. Follow standard sales flow (confirm, invoice, register payment) After renewal confirmation, **Sales History** smart button appears showing multiple orders attached to subscription with individual statuses. \[Screenshot: Renewal quotation generation] **💡 Your Knowlix:** *"Create renewal quotes for subscriptions expiring this quarter"* or *"Show renewal rate for annual plans"* *** ## Upselling Subscriptions Increase subscription value through product additions and upgrades. ### Upsell Strategy **Target customers:** **Loyal Customers:** Established trust enables higher-priced offerings. **New Customers:** Discounts on premium plans build trust while increasing initial transaction value. ### Discount Configuration Navigate to **Sales → Configuration → Settings** and enable **Discounts** in Pricing section. Enables discount field on sales order lines for promotional pricing. ### Upsell Process **Prerequisites:** Subscription sales order must be invoiced before upselling. **Upsell workflow:** 1. Open subscription in Sales or Subscriptions app 2. Click **Upsell** button 3. New quotation opens with "Upsell" status banner 4. Original subscription product appears in Order Lines 5. Warning notes recurring products pro-rated for time remaining 6. Click **Add a product** to include upsell items 7. Adjust pricing, taxes, discounts as needed 8. Click **Send by Email** for customer approval 9. Customer approves and quotation confirmed 10. **Sales History** smart button shows related orders with statuses > **Note:** Pro-rating only applies to Service product types. Consumable and Storable products not pro-rated despite warning message appearing. \[Screenshot: Upsell quotation] **💡 Your Knowlix:** *"Create upsell quote to add premium features"* or *"Show average upsell revenue per customer"* *** ## Subscription Reports Analyze subscription performance through comprehensive analytics. ### Report Access Navigate to **Subscriptions → Reporting** for analytics dashboards. **Available reports:** * Subscriptions Analysis * Retention Analysis * MRR Breakdown * MRR Timeline ### Report Controls **Filters and Group By:** Click dropdown arrow beside search bar for filtering and grouping options. Save combinations as favorites for quick access. **Favorite configuration:** * Name saved filter * Set as default filter * Share with other users **View options:** **Graph:** Bar chart, line chart, pie chart with stacked, cumulative, ascending, or descending display options. **List:** Table view with customizable columns and sorting. **Pivot:** Multi-dimensional data table with: * Flip axis option * Expand all rows/columns * Download as .xlsx **Measures dropdown:** Select metrics to analyze (varies by report). **Insert in Spreadsheet:** Add current view to new or existing spreadsheet/dashboard. \[Screenshot: Subscription analytics dashboard] ### Subscriptions Analysis Report **Default view:** Bar chart in graph mode with "In Progress or Paused" and "Recurring" filters. **Measures available:** * Monthly Recurring (default) * Quantity * Recurring Revenue * Untaxed Total * Yearly Recurring * Count ### Retention Analysis Report **Unique format:** Data chart only (no alternative views). **Measures available:** * Amount to invoice * Margin * Margin (%) * Prepayment percentage * Shipping Weight * Unpaid Amount * Count (default) **Time period dropdown:** Day, Week, Month (default), Year. **Download button:** Export as Excel file. ### MRR Breakdown Report **Default view:** Bar chart with stacked display. Filter: "Event Date: Month > Event Type". **Measures available:** * Active Subscriptions Change * ARR Change * MRR Change (default) * Count ### MRR Analysis Report **Default view:** Line chart with stacked and cumulative options. Filter: "Event Date: Month". **Measures available:** * Active Subscriptions Change * ARR Change * MRR Change (default) * Count **💡 Your Knowlix:** *"Show me MRR growth over last 12 months"* or *"What's our customer retention rate?"* *** ## Scheduled Actions Automate subscription invoice generation and expiration handling. ### Accessing Scheduled Actions Enable developer mode, then navigate to **Settings → Technical → Scheduled Actions**. Search "Subscription" to find: * Sale Subscription: generate recurring invoices and payments * Sale Subscription: subscriptions expiration **Active status:** Green checkmark in Active column indicates scheduled action running. **Execution frequency:** Configure in Execute Every field (minimum 5 minutes). ### Generate Recurring Invoices and Payments **Prerequisites:** Configure Deferred Expense and Deferred Revenue accounts at **Accounting → Configuration → Settings → Default Accounts**. **Invoice creation logic:** Action creates invoice when current date matches "Date of Next Invoice" on subscription. Uses Recurring Plan to update next invoice date. **Free products:** If invoicing policy is "Delivered quantities" and delivered quantity is 0, no invoice created. Chatter logs: "Automatic renewal succeeded. Free subscription. Next invoice: \[date]. No email sent." **Payment token handling:** With payment token: Customer receives email notification of charge. Without payment token: Invoice created and sent for manual payment. **Online payment checkbox:** If enabled, invoices generated only when customer completes manual payment (not on scheduled date). **Closing conditions:** * No payment token: Create and post invoice * With payment token: Attempt charge * Success: Create and post invoice * Failure: Send reminders periodically * Close subscription if failure continues 14+ days \[Screenshot: Scheduled action configuration] ### Subscriptions Expiration Automatically closes subscriptions when: 1. End date passed (configured on subscription sales order) 2. Invoice unpaid beyond payment terms deadline **Expiration calculation:** Checks Invoice Date on subscription invoices. Subscriptions unpaid past Automatic Closing days (from Recurring Plan) automatically close. Example: Next invoice July 1st, Automatic Closing 30 days = subscription closes August 1st without payment. *** ## Subscription Best Practices ### Offer Annual Discounts Annual plans at 15-20% discount versus monthly encourage longer commitments and reduce churn. Predictable cash flow benefits both parties. ### Enable Self-Service Management Allow customers to upgrade, add products, and manage subscriptions independently. Reduces support overhead while improving customer experience. ### Monitor Payment Failures Closely Address failed payments within 24-48 hours. Automated retries combined with personal outreach maximize recovery rates. ### Track Churn Metrics Calculate monthly churn rate and identify patterns. Exit surveys reveal improvement opportunities. ### Use Renewal Reminders Send automated reminders at 60, 30, and 7 days before renewal. Early warnings improve collection rates. ### Implement Usage-Based Pricing Consider tiered pricing based on usage metrics for software and services. Aligns customer value with revenue growth. ### Segment Communications Different subscription tiers receive appropriate messaging. VIP customers receive white-glove treatment, while mass market gets automation. ### Analyze Cohort Performance Track retention and revenue by customer cohort. Identify which acquisition channels produce best lifetime value. ### Simplify Upgrade Paths Make plan upgrades one-click process. Friction-free upsells increase average revenue per user. ### Provide Value Throughout Lifecycle Don't just collect payments. Engage subscribers with exclusive content, early access, and community benefits. *** ## Troubleshooting Common Issues ### Invoices Not Generating Automatically **Possible causes:** * Scheduled action deactivated * Date of Next Invoice not reached * Online payment checkbox enabled * Deferred accounting accounts not configured **Resolution:** Verify scheduled action active status. Check invoice date on subscription. Disable online payment checkbox for automated billing. Configure deferred accounts in accounting settings. ### Customer Cannot Close Subscription **Possible causes:** * Closable option not enabled on recurring plan * Subscription not confirmed (still quotation) * Customer not logged into portal **Resolution:** Enable Closable in plan's Self-Service section. Confirm subscription quotation. Verify customer portal access credentials. ### Pro-Rated Pricing Not Calculating **Possible causes:** * Product type not Service * Align to Period Start not enabled * Date calculations incorrect **Resolution:** Verify subscription products set to Service type. Enable period alignment on recurring plan. Check billing period start date configuration. ### Upsell Button Not Appearing **Possible causes:** * Subscription not invoiced yet * Quotation not confirmed * Insufficient user permissions **Resolution:** Create and post invoice for initial subscription. Confirm quotation to sales order. Verify user has subscription management permissions. *** ## Related Documentation * [Sales](Sales.md) - Quotations and sales orders * [CRM](CRM.md) - Customer relationship management * [Members](Members.md) - Membership programs *** ## Need Help? **Ask Your Knowlix:** * "Create a monthly subscription plan for \$49" * "Show me all subscriptions expiring next month" * "Generate renewal quotations for annual customers" * "What's our MRR growth rate this quarter?" * "Send payment failure alerts for overdue subscriptions" * "Create an upsell quote to add premium support" **Contact Support:** For questions about recurring billing, payment automation, retention analytics, or subscription workflows, contact Knowlix support through the Help menu. # AI Project Source: https://docs.knowlix.ai/services/ai-project Project management and collaboration with AI task assignment, timeline optimization, and team coordination Knowlix AI Project provides a visual "Command Center" for all your ongoing team initiatives, allowing you to track progress across different workstreams at a glance. Project Dashboard ### 1. Project Management Dashboard The Projects dashboard combines intuitive visual interfaces with AI-powered project initialization to streamline team collaboration. **Visual Overview (Kanban View)** * **Project Cards:** Each project is displayed as a card (e.g., *Sven's migration project*, *Joseph Restaurant Opening*). * **Quick Stats:** You can instantly see the workload for each project, indicated by the task counter (e.g., *8 Tasks*, *1 Task*). * **Team Assignment:** User avatars on the cards show who is leading or contributing to the project. ### 2. AI-Driven Project Initialization Creating a project is no longer just about naming a folder; it is about defining a goal. You can instruct the Assistant to set up a project based on a specific objective. **Example Command:** "Please create me a new project for my new intern that will enable him to onboard faster" **Why this matters:** Instead of manually creating a blank project and thinking of tasks from scratch, the AI understands the **intent** ("onboarding") and can structure the project accordingly. ### 3. Intelligent Project Configuration After submitting your request, the Knowlix Assistant does more than just create a folder; it intelligently configures the project's settings to match your specific goal. **Automated Setup Results:** * **Smart Naming:** The project was automatically titled **"Intern Onboarding Program"** to reflect its purpose clearly. * **Feature Activation:** Recognizing that onboarding requires structure, the AI enabled advanced settings: * **Milestones:** To track major phases of the internship. * **Task Dependencies:** Ensuring tasks are completed in the correct order. * **Content Generation:** The AI populated the **Project Description** with a welcome message and key objectives (e.g., Company Culture & Values) to provide immediate context for the new team member. **Why this is powerful:** You save time on technical configuration. You define the *outcome* ("onboard faster"), and Knowlix handles the *mechanics* (enabling milestones, dependencies, and labels). Project Configuration ### 4. Automated Workflow & Task Generation Once a project is initialized, you can use the Knowlix Assistant to instantly populate it with a structured work plan. The AI uses the project's context (e.g., "Onboarding") to generate relevant tasks rather than requiring manual entry for every item. **Command Execution:** *"Please create milestones and specific onboarding tasks. The Project manager will be Jack Brown"* **AI Actions Performed:** * **Contextual Task Creation:** The Assistant generated industry-standard onboarding tasks such as *"Complete HR Paperwork & Documentation"* and *"System Access & Account Setup"*. It automatically marked critical tasks as **High Priority**. * **Intelligent Resource Assignment:** The system identified "Jack Brown" as the Project Manager. If Jack Brown did not exist in the database, the AI automatically created his contact record and assigned him to the project. * **Milestone Structuring:** Instead of a flat list, the AI organized the workflow into a time-based structure (e.g., *"Milestone 1: Week 1 - Orientation & Setup"*), setting logical due dates for each task (e.g., "Tomorrow" or "In 3 days"). Task Generation ### 5. AI-Powered Editing & Refinement Knowlix allows you to modify any aspect of your projects, tasks, or documents using natural language. If a detail needs updating or expanding, simply instruct the Assistant to make the change. **Contextual Updates:** * **The Command:** The user asked the Assistant to *"change the Description of HR paperwork Documentation"*. * **The AI Execution:** Instead of just leaving it blank or asking for text, the AI understood what "HR Paperwork" entails. It automatically populated the **Description** field with a relevant, bulleted checklist (Employment contract, Tax forms, etc.). Task Editing ### 6. Flexible Task Organization: Manual & AI Knowlix offers a hybrid workflow that gives you total control over how you organize your projects. You are not limited to just one method; you can switch seamlessly between visual interactions and AI commands. **Intuitive Drag-and-Drop (Manual):** For visual thinkers, the Kanban board offers full manual control. You can simply click and hold a task card (e.g., *Complete HR Paperwork*) to move it across different stages of progress. * **Reorder Tasks:** Prioritize items by dragging them up or down within a column. * **Create Stages:** You can easily expand your workflow by clicking **+ Stage** or dragging tasks into new areas to define custom process steps. **Conversational Status Updates (AI-Driven):** If you prefer to keep your hands on the keyboard, you can manage the board entirely through the Assistant without leaving the chat. Example Command: "Move the HR Paperwork task to 'In Progress' and create a new stage called 'Review'." Kanban Board *** ## More Information Project coordination, tasks, and milestones Time tracking and billable hours management Shift scheduling and resource planning Action items and follow-up tasks linked to business records Event scheduling and calendar management Online appointment booking system Personal task and to-do list management Business intelligence dashboards and reporting Employee profiles and HR record management Leave requests and time-off approvals Employee attendance tracking and check-in/out Performance reviews and employee appraisals # Field Service Source: https://docs.knowlix.ai/services/field-service Knowlix Field Service manages onsite customer visits, tracks technician locations, and streamlines service delivery workflows. Schedule interventions, navigate to job sites, document work performed, and automatically update inventory as products are used. The module integrates with Sales for creating tasks from sold services, Helpdesk for emergency dispatches, Inventory for materials tracking, and Projects for comprehensive task management. Field workers access mobile-friendly interfaces for viewing assignments, navigating to locations, completing digital worksheets, and reporting job completion in real-time. **💡 Pro Tip:** Ask Your Knowlix to manage field service: *"Create a service task for ABC Corp tomorrow at 2 PM"* or *"Show me today's service route"* *** ## Creating Service Tasks Service tasks represent onsite interventions assigned to field technicians. Create tasks manually, automatically from sales orders, or directly from support tickets. ### Manual Task Creation Build tasks directly in the Field Service module for ad-hoc service requests or preventive maintenance. **To create a task manually:** 1. Navigate to **Field Service → All Tasks → All Tasks** 2. Click **New** 3. Complete the task form: * **Title:** Descriptive task name (e.g., "HVAC Maintenance - Building 3") * **Customer:** Select the customer from contacts * **Scheduled Date:** When the service should occur * **Assigned To:** Technician responsible for the task * **Project:** Field service project for organizing tasks * **Worksheet Template:** (Optional) Pre-built form for documenting work 4. Click **Save** \[Screenshot: Field service task creation form] **Additional task details:** * **Address:** Customer service location (auto-fills from customer record) * **Description:** Detailed work instructions or customer notes * **Tags:** Categorize tasks for filtering and reporting * **Priority:** Mark urgent tasks for scheduling priority **💡 Your Knowlix:** *"Create a field service task for John Smith at 123 Main St tomorrow morning"* *** ## Creating Tasks from Sales Orders Automatically generate service tasks when customers purchase service products, ensuring seamless order-to-delivery workflows. ### Service Product Configuration Configure products to trigger automatic task creation upon sale. **To set up a service product:** 1. Navigate to **Sales → Products → Products** 2. Open or create a product 3. Configure the product: * **Product Type:** Service * **Create Task:** Enable the option to create a field service task on order confirmation * **Project:** Select the Field Service project where tasks should be created 4. Click **Save** \[Screenshot: Service product with field service task creation enabled] ### Task Creation Workflow **Step-by-step process:** 1. Create a sales quotation 2. Add a field service product to the order lines 3. Confirm the quotation (converts to sales order) 4. Knowlix automatically creates a task in the configured Field Service project 5. Click the **Tasks** smart button on the sales order to access the newly created task \[Screenshot: Sales order with Tasks smart button] **Task pre-population:** Tasks created from sales orders automatically include: * Customer information * Product/service details * Sales order reference * Billing link for invoicing **💡 Use Case:** An HVAC company sells annual maintenance contracts. When customers purchase the service, a task is auto-created and assigned to a technician for scheduling. *** ## Creating Tasks from Helpdesk Tickets Dispatch field technicians directly from support tickets for urgent service requests or complex issues requiring onsite intervention. > **Requirement:** Helpdesk module must be installed and after-sales services enabled on the helpdesk team. ### Enabling Field Service in Helpdesk **To activate task creation from tickets:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **After-Sales** section, enable **Field Service** 4. Select the **Project** where field service tasks should be created 5. Click **Save** \[Screenshot: Helpdesk team with field service enabled] ### Creating a Task from a Ticket **To dispatch a technician from a ticket:** 1. Open a helpdesk ticket 2. Click **Plan Intervention** at the top of the ticket 3. Configure the task: * **Title:** Auto-fills from ticket subject (editable) * **Project:** Auto-fills from team configuration (editable) * **Worksheet Template:** (Optional) Select documentation template 4. Click **Create Task** or **Create & View Task** \[Screenshot: Plan intervention dialog from helpdesk ticket] **Post-creation:** A **Tasks** smart button appears on the ticket, linking to the field service task. Field workers access the task to view ticket details and customer communication history. **💡 Workflow Example:** Customer reports a printer malfunction via helpdesk. Support agent creates a field service task to dispatch a technician. Technician resolves the issue onsite, completes the worksheet, and closes the task. Helpdesk ticket auto-updates with resolution status. *** ## Planning Service Routes Visualize technician locations, optimize daily routes, and navigate efficiently between customer sites using integrated mapping. ### Map View Overview The map view displays all scheduled service tasks as location pins, helping dispatchers and technicians understand geographic distribution of work. **To access the map:** Navigate to **Field Service → My Tasks → Map** **Default behavior:** The map shows today's tasks sorted by scheduled time. Remove the "Today" filter in the search bar to display all tasks across any time period. \[Screenshot: Field service map view with location pins] ### Configuring Route Optimization Enable advanced routing features by connecting a map service provider. **To set up route optimization:** 1. Create an account with a map service provider (e.g., MapBox, Google Maps, etc.) 2. Generate an API access token from the provider 3. In Knowlix, navigate to **Settings → Integrations** 4. Scroll to **Map Routes** 5. Paste your API token in the **Token** field 6. Click **Save** \[Screenshot: Map routes configuration in settings] **Once configured:** The map displays optimized driving routes between task locations, accounting for: * Traffic patterns * Distance optimization * Scheduled appointment times ### Using the Map for Navigation **Viewing task details:** Click any location pin or task in the left sidebar to view: * Customer name and address * Scheduled time * Task description * Assigned technician **Getting directions:** From the map view: **Option 1: Full route** Click **View in Google Maps** to open your full daily itinerary in the Google Maps app. Your current location is automatically included as the starting point. **Option 2: Single task** Click a specific task, then click **Navigate To** to get directions from your current location to that job site. \[Screenshot: Task detail with Navigate To button] **Mobile access:** Field technicians access the map from mobile devices for real-time navigation during the workday. > **Important:** For tasks to appear on the map, customers must have valid addresses configured in their contact records. **💡 Your Knowlix:** *"Show me the route for today's service tasks"* or *"What's the closest task to my current location?"* *** ## Product and Material Tracking Record materials used during service visits to maintain accurate inventory levels and automatically add products to customer invoices. ### Enabling Product Catalog Activate the product catalog feature to allow technicians to select materials used on each job. **To enable the catalog:** 1. Navigate to **Field Service → Configuration → Settings** 2. Enable **Time and Material Invoicing** 3. Click **Save** \[Screenshot: Time and material invoicing toggle] ### Adding Products to Tasks **To record materials used:** 1. Open a field service task 2. Click the **Products** smart button 3. Browse or search for products in the catalog 4. Click **Add** on each product card 5. Adjust quantities using the **+** and **-** buttons 6. Return to the task (smart button now shows product count and total price) \[Screenshot: Product catalog with add buttons] **Product catalog features:** * **Search bar:** Quickly find products by name or SKU * **Filters:** Filter by product category or attributes * **Cards:** Visual product display with images, descriptions, and pricing **Product management:** Create and edit products directly from Field Service: Navigate to **Field Service → Configuration → Products** ### Inventory Impact When a task is marked as complete, Knowlix automatically: 1. Reduces inventory quantities for added products 2. Pulls stock from the technician's default warehouse (if configured) 3. Creates delivery records in the Inventory module 4. Adds products to the customer's invoice (if task is linked to a sales order) \[Screenshot: Products section on completed task] **💡 Use Case:** A technician installs a new water heater at a customer site. They add the water heater and installation parts to the task using the product catalog. When the task is marked done, inventory decreases, and the customer's invoice automatically includes all materials. *** ## Technician Default Warehouses Assign default warehouses to field technicians who carry inventory in vehicles or consistently restock from the same location. ### Why Use Default Warehouses **Mobile inventory:** Technicians who carry parts in vans or trucks can have a "mobile warehouse" inventory location tracking what's in their vehicle. **Consistent sourcing:** Technicians who always restock from the same warehouse benefit from automatic stock pulls without manual selection. **Accurate inventory:** When technicians create sales orders during field visits, products are automatically deducted from the correct warehouse location. ### Prerequisites **To use default warehouses:** 1. **Storage Locations** must be enabled in the Inventory module 2. Your database must have **multiple warehouses** configured > **Learn More:** Consult Inventory documentation for creating and configuring warehouses and storage locations. ### Setting Your Default Warehouse **To configure your own default warehouse:** 1. Click your **profile icon** in the top right corner 2. Select **My Profile** 3. Navigate to **Preferences** 4. In the **Default Warehouse** dropdown, select your warehouse 5. Click **Save** \[Screenshot: User preferences with default warehouse] ### Setting Default Warehouses for Other Users Administrators can configure default warehouses for any user. **To set another user's warehouse:** 1. Navigate to **Settings → Users → Manage Users** 2. Select a user 3. Open the **Preferences** tab 4. Scroll to the **Inventory** section 5. Select the **Default Warehouse** 6. Click **Save** \[Screenshot: User configuration with default warehouse] ### Impact on Field Service Tasks When a technician with a default warehouse adds products to a task: **Sales order creation:** If the task generates a sales order, the **Delivery** section (on the **Other Info** tab) shows the default warehouse as the source location. **Inventory deduction:** When the task is marked complete, stock is deducted from the technician's default warehouse, accurately reflecting what was consumed from their vehicle or assigned location. \[Screenshot: Sales order showing default warehouse on Other Info tab] **💡 Fleet Management:** Create a warehouse for each service vehicle. Assign the warehouse to the technician who drives that vehicle. Track inventory per vehicle for accurate restocking and reordering. *** ## Digital Worksheets Equip field workers with customizable digital forms for documenting work performed, capturing customer signatures, recording measurements, and reporting job completion. ### Worksheet Benefits **Consistency:** Pre-built templates ensure all technicians capture the same information for similar service types. **Accuracy:** Digital forms reduce errors from illegible handwriting or lost paper documents. **Real-time updates:** Completed worksheets sync immediately, providing office staff and customers instant visibility. **Customer signatures:** Capture approval signatures onsite for proof of service completion. **Customization:** Build worksheets tailored to your specific service types (installations, inspections, repairs, etc.). ### Enabling Worksheets **To activate worksheet functionality:** 1. Navigate to **Field Service → Configuration → Settings** 2. Enable the **Worksheets** feature 3. Click **Save** \[Screenshot: Worksheets toggle in settings] > **Note:** Worksheets are designed using Knowlix's form builder. Enabling this feature activates customization tools in your system. ### Creating Worksheet Templates Design reusable worksheet forms for different service types. **To create a worksheet template:** 1. Navigate to **Field Service → Configuration → Worksheet Templates** 2. Click **New** 3. Enter a **Template Name** (e.g., "HVAC Installation Checklist," "Safety Inspection Form") 4. Click **Save** 5. Click **Design Template** to open the form builder \[Screenshot: Worksheet template list] ### Designing Worksheet Content Use the form builder to add fields and structure your worksheet. **Available field types:** * **Text fields:** Short answers or notes * **Checkboxes:** Yes/no questions or checklists * **Selection dropdowns:** Choose from predefined options * **Date/Time fields:** Record when work occurred * **Number fields:** Measurements, quantities, temperatures * **Signature fields:** Capture customer or technician signatures * **Image upload:** Photos of completed work or issues found * **File attachments:** PDF documents, manuals, etc. **Building the worksheet:** 1. Drag field types from the left panel into your worksheet 2. Drop them in the desired order 3. Click any field to customize its properties: * **Field label:** Display name (e.g., "Water Temperature") * **Help text:** Instructions for technicians * **Required:** Force completion before saving * **Default value:** Pre-fill common answers 4. Repeat until the worksheet is complete 5. Click **Close** or **Save** to exit the builder \[Screenshot: Worksheet form builder with drag-and-drop interface] **💡 Template Examples:** **Installation checklist:** * Equipment model and serial number (text) * Installation date (date) * Checklist of steps completed (checkboxes) * Photos of installed equipment (image upload) * Customer signature (signature field) **Safety inspection:** * Inspector name (text) * Inspection date (date) * Pass/fail status for each safety item (selection) * Issues found (text area) * Corrective actions taken (checkbox list) * Inspector signature (signature) ### Assigning Worksheet Templates to Tasks Link templates to individual tasks or set default templates at the project level. **To assign a template to a specific task:** 1. Open a field service task 2. In the **Worksheet Template** field, select the appropriate template 3. Click **Save** \[Screenshot: Worksheet template field on task form] **To set a default template for all tasks:** 1. Open any field service task 2. Hover over the **Project** field 3. Click the **→** (internal link) icon that appears 4. On the project form, open the **Settings** tab 5. Scroll to the **Field Service** section 6. Select the **Default Worksheet Template** 7. Click **Save** New tasks in this project automatically use the selected worksheet template. \[Screenshot: Project settings with default worksheet template] ### Completing Worksheets in the Field Technicians fill out worksheets onsite using mobile devices or tablets. **To complete a worksheet:** 1. Open the assigned field service task 2. Click the **Worksheet** smart button 3. Complete all fields in the form 4. Add photos, signatures, or attachments as needed 5. Click **Save** \[Screenshot: Completed worksheet on mobile device] **Worksheet status:** * **Worksheet (button label):** Worksheet not yet started * **Worksheet Complete (button label):** Worksheet has been saved (even if some optional fields are blank) > **Important:** Fields marked as "Required" must be completed before the worksheet can be saved. **Post-completion:** Completed worksheets are immediately visible to: * Dispatchers and managers for quality review * Billing staff for invoicing * Customer service for support reference * Customers (if portal access is enabled) **💡 Mobile Workflow:** Technician arrives at the job site, opens the task on their tablet, completes the service, fills out the digital worksheet, captures the customer's signature, takes a photo of the completed work, and saves. The office receives instant notification that the job is complete. *** ## Best Practices ### Create Specific Worksheet Templates Build separate templates for each service type rather than one generic form. A boiler installation requires different documentation than a routine filter change. ### Use Required Fields Strategically Only mark truly essential fields as required. Over-using required fields frustrates technicians and slows job completion. ### Optimize Routes Daily Review the map view each morning to reorganize tasks for geographic efficiency. Small route optimizations save significant travel time over months. ### Set Realistic Scheduled Times Schedule adequate time between appointments for travel and unexpected delays. Rushing technicians reduces service quality. ### Enable Customer Signatures Always capture customer signatures on worksheets. This provides proof of service completion and customer approval. ### Assign Default Warehouses to Mobile Technicians Track vehicle inventory accurately by assigning each service vehicle as a warehouse and setting it as the technician's default. ### Link Tasks to Sales Orders For billable service calls, always link tasks to sales orders. This enables accurate invoicing and customer billing transparency. ### Take Photos of Completed Work Encourage technicians to upload photos to worksheets. Visual documentation reduces disputes and provides records for warranty claims. ### Review Completed Worksheets Daily Managers should review completed worksheets for quality assurance and to identify training needs. ### Use Tags for Task Categorization Tag tasks by service type, equipment type, or customer tier. Tags enable powerful filtering and reporting. *** ## Related Documentation * [Project Management](Project.md) - Organize field service projects * [Helpdesk](Helpdesk.md) - Create tasks from support tickets * [Sales Orders](../03_Sales/Sales_Orders.md) - Sell field service packages * [Inventory Management](../05_Supply_Chain/Inventory.md) - Configure warehouses and track stock * [Invoicing](../02_Finance/Invoicing.md) - Bill customers for field service * [Planning](Planning.md) - Schedule technician shifts *** ## Need Help? **Ask Your Knowlix:** * "Create a field service task for tomorrow at 123 Oak Street" * "Show me today's service route" * "Which technician has the lightest schedule this week?" * "Add a water heater to the current task" * "Generate a worksheet for HVAC installation" * "Mark this task as complete" **Contact Support:** For questions about worksheet customization, map integration, inventory tracking, or advanced field service workflows, contact Knowlix support through the Help menu. # Helpdesk Source: https://docs.knowlix.ai/services/helpdesk Knowlix Helpdesk is a comprehensive ticket-based support system designed to manage customer service operations across your organization. Configure multiple support teams with customized workflows, track ticket progress through visual pipelines, and deliver exceptional service using integrated communication channels. The system enables teams to receive tickets via email, live chat, and web forms, route them intelligently to the right agents, track performance with Service Level Agreements (SLAs), and analyze team productivity through detailed reporting. **💡 Pro Tip:** Ask Your Knowlix to help manage tickets: *"Create a high-priority ticket for ABC Corp"* or *"Assign all unassigned tickets to Sarah"* *** ## Creating Support Teams Helpdesk teams organize your support operations by department, product line, expertise area, or any structure that fits your business model. Each team operates with its own pipeline, assignment rules, and communication channels. ### Setting Up a New Team **To create a support team:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Click **New** 3. Enter a **Team Name** 4. Add a **Description** (optional but recommended) 5. Select the appropriate **Company** (in multi-company environments) 6. Click **Save** \[Screenshot: New helpdesk team creation form] **Team description best practices:** The description you enter appears on public-facing web forms where customers submit tickets. Write descriptions that help customers understand when to contact this team. **Examples:** * "Technical support for software issues and bugs" * "Billing questions and account management" * "Pre-sales inquiries and product information" Avoid including internal-only information in team descriptions. **💡 Your Knowlix Alternative:** *"Create a new helpdesk team called Technical Support for handling bug reports"* *** ## Team Visibility and Assignment Control who can access each team's tickets and how incoming requests are distributed among team members. ### Configuring Visibility The **Visibility** setting determines which users can view and interact with a team's tickets. **To configure visibility:** 1. Open a team's settings page 2. Locate the **Visibility & Assignment** section 3. Select one of the visibility options: **Invited internal users only (Private):** Internal users can only access tickets they're following. Users become followers when: * They're added manually to a ticket * They're following the team itself * They're assigned to the ticket **All internal users (Company):** Every internal user can access this team and all its tickets, regardless of follower status. **Invited portal users and all internal users (Public):** Internal users have full access. Portal users (customers) can only view tickets they're following. \[Screenshot: Visibility configuration options] **Use case examples:** **Public visibility:** Customer support handling general product questions. External customers need to track their tickets via the portal. **Private visibility:** Finance team handling sensitive billing or tax matters. Only involved staff should access these tickets. **Company visibility:** Internal IT helpdesk. All employees can view tickets but external customers don't need access. > **Important:** Changing from public to private/company visibility automatically removes portal users as followers from both the team and individual tickets. ### Team Followers Designate users who should receive notifications about all activity on a team's tickets. **To add team followers:** 1. Open the team's settings 2. Find the **Follow All Team's Tickets** section 3. Select users from the **Followers** dropdown 4. Multiple users can be added **When to use team followers:** * Managers who need visibility into all support activity * Quality assurance staff monitoring responses * Escalation contacts for complex issues > **Note:** External contacts can be added as followers. They'll receive notifications even if they can't view tickets in the portal (in private visibility mode). \[Screenshot: Team followers configuration] ### Automatic Ticket Assignment Distribute incoming tickets automatically to team members, ensuring balanced workloads and faster response times. **To enable automatic assignment:** 1. Open the team settings 2. Locate **Visibility & Assignment** 3. Enable **Automatic Assignment** 4. Select an assignment method: **Equal ticket count:** Assigns tickets based on total tickets assigned to each user, regardless of whether those tickets are open or closed. **Equal open ticket count:** Assigns tickets based on currently open tickets assigned to each user. This maintains balanced workloads by considering only active work. **Comparison:** *Equal ticket count:* Sarah has 100 tickets (80 closed, 20 open). John has 95 tickets (90 closed, 5 open). Next ticket goes to John. *Equal open ticket count:* Sarah has 20 open tickets. John has 5 open tickets. Next ticket goes to John (he has fewer active tickets). **Adding team members:** Add specific users to the **Team Members** field to limit automatic assignment to those individuals. Leave the field empty to include all employees with appropriate permissions. \[Screenshot: Automatic assignment configuration] **💡 Smart Assignment:** Knowlix respects time-off schedules. If an employee has approved leave, they won't receive ticket assignments during that period. The system looks ahead to find the next available team member. **💡 Your Knowlix Tip:** *"Balance ticket assignments across the support team"* *** ## Merging Duplicate Tickets When multiple tickets are created for the same issue, merge them to maintain clean data and avoid duplicated effort. ### Merge Process **To merge duplicate tickets:** 1. Navigate to **Helpdesk → Tickets → All Tickets** 2. Select the checkboxes next to the tickets you want to merge 3. Click **Actions → Merge** 4. Review the similarity ratings displayed 5. Click **Merge** to combine the tickets, or **Discard** to cancel **What happens during a merge:** * Information from all tickets is consolidated into one * Related records (emails, attachments, time entries) are combined * Duplicate tickets are archived * No data is lost \[Screenshot: Merge tickets interface with similarity ratings] **💡 Agent Assistance:** *"Find duplicate tickets for customer ABC Corp"* *** ## Converting Tickets to Sales Opportunities Some support requests reveal sales opportunities. Convert these tickets to leads or deals for your sales team to pursue. > **Requirement:** This feature requires the CRM module to be installed. ### Conversion Process **To convert a ticket to an opportunity:** 1. Open the ticket you want to convert 2. Click **Convert to Opportunity** at the top of the ticket 3. Complete the conversion form: **Customer selection:** * **Create a new customer:** Generate a new contact record * **Link to existing customer:** Connect to an existing contact * **Do not link to customer:** Create an opportunity without a customer association **Sales team assignment:** * **Sales Team:** Select which team should own this opportunity * **Salesperson:** Assign a specific sales representative 4. Click **Convert to Opportunity** \[Screenshot: Convert to opportunity dialog] **Post-conversion:** The original ticket is archived. A new opportunity appears in the CRM module with a link to the original ticket in the activity feed for traceability. > **Note:** If your CRM is configured to use leads, the button reads "Convert to Lead" instead. **💡 Use Case:** A customer submits a ticket asking about advanced features. During troubleshooting, the support agent discovers the customer would benefit from an upgraded license. The agent converts the ticket to an opportunity for the sales team. *** ## After-Sales Services Helpdesk integrates with other Knowlix modules to handle after-sales scenarios directly from tickets. Available services include: * Credit note refunds * Promotional coupons * Product returns * Repair orders * Field service interventions ### Enabling After-Sales Services **To activate after-sales features:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. Scroll to the **After-Sales** section 4. Enable the services you need: * **Refunds** (credit notes) * **Coupons** (discount codes) * **Returns** (reverse transfers) * **Repairs** (repair orders) * **Field Service** (onsite interventions) 5. Click **Save** \[Screenshot: After-sales services configuration toggles] > **Integration Note:** Enabling after-sales services may activate additional modules in your Knowlix system (Accounting, Sales, Inventory, Repairs, Field Service). *** ## Issuing Refunds via Credit Notes Process customer refunds or billing adjustments directly from support tickets. ### Prerequisites Invoices must be posted before credit notes can be generated. Draft invoices cannot be refunded. ### Creating a Credit Note **To issue a refund:** 1. Open the relevant ticket 2. Click **Refund** at the top of the form 3. Complete the refund form: **Sales Order:** Auto-populated if the ticket references a sales order **Product:** Select the product being refunded. If selected, only related orders and invoices appear in subsequent dropdowns. **Lot/Serial Number:** Only appears if the product uses lot/serial tracking **Invoices to Refund:** (Required) Select the invoice to refund. If none appear, the customer has no posted invoices or the selected product has no related invoices. **Reason displayed on Credit Note:** Auto-fills with the ticket number. Edit to add details. **Journal:** Defaults to the journal from the original invoice. Change if needed. **Reversal Date:** Select the credit note date (required) 4. Choose how to process the refund: **Reverse:** Creates a draft credit note you can edit before posting. Use this for partial refunds. **Reverse and Create Invoice:** Creates a posted credit note and a new draft invoice with the same information as the original (for exchanges or re-billing scenarios). 5. Review and post the credit note \[Screenshot: Credit note creation dialog] **Post-refund:** A **Credit Notes** smart button appears on the ticket, linking to the generated credit note. **💡 Your Knowlix:** *"Issue a refund for invoice INV-2024-0123"* *** ## Generating Customer Coupons Reward customers or compensate for issues by generating discount coupons directly from tickets. ### Coupon Programs Coupons are generated from **Coupon Programs** configured in the Sales, Point of Sale, or Website modules. Programs define: * Discount amount or percentage * Eligible products * Minimum order requirements * Expiration rules ### Generating a Coupon **To create a coupon from a ticket:** 1. Open the ticket 2. Click **Coupon** at the top 3. Select a **Coupon Program** from the dropdown 4. Set an expiration date in the **Valid Until** field (optional) 5. Choose a delivery method: **Send by Email:** Opens an email composer pre-filled with coupon details **Get Share Link:** Generates a URL that auto-applies the coupon when clicked \[Screenshot: Coupon generation dialog] **Post-generation:** A **Coupons** smart button appears on the ticket. Click it to view coupon codes, expiration dates, and usage status. **💡 Setting Up Coupon Programs:** Navigate to **Sales → Products → Discount & Loyalty**. Create a program with **Program Type** set to "Coupons" for single-use codes. This makes the program available in Helpdesk. **💡 Your Knowlix:** *"Generate a 20% discount coupon for this customer"* *** ## Processing Product Returns Initiate return processes for physical products directly from support tickets. ### Return Process **To create a return:** 1. Open the ticket 2. Click **Return** at the top (only appears if the customer has recorded deliveries) 3. Select the **Sales Order** or **Delivery** to return from 4. Review the products and quantities: * Quantities default to validated delivery amounts * Adjust quantities if needed * Remove lines using the trash icon 5. Select a **Return Location** (where returned items should be directed) 6. Choose an action: **Return:** Generates a warehouse operation to receive the returned products **Return for Exchange:** Generates both a return operation and a new delivery for replacement products \[Screenshot: Return processing dialog] **Post-return:** A **Return** smart button appears on the ticket, linking to the warehouse operations created for the return. *** ## Creating Repair Orders When tickets involve faulty or broken products, create repair orders managed through the Repairs module. ### Repair Order Creation **To create a repair order:** 1. Open the ticket 2. Click **Repair** at the top 3. Complete the repair form: **Customer:** Auto-filled from the ticket (editable) **Product to Repair:** Auto-filled if specified on the ticket, otherwise select from dropdown **Lot/Serial:** Only appears if the product uses lot/serial tracking **Return:** Link to a return order if the product is being returned for repair **Under Warranty:** Check to set repair service prices to zero **Scheduled Date:** Defaults to today (editable) **Responsible:** Assign a user to manage the repair **Tags:** Categorize the repair for reporting 4. Add required parts in the **Parts** tab 5. Add internal notes in the **Repair Notes** tab 6. Click **Confirm Repair** to finalize, or **Create Quotation** to generate a customer quote first \[Screenshot: Repair order form] **Post-creation:** A **Repairs** smart button appears on the ticket. Users can access repair orders via this button even if they don't have Repairs module access rights. *** ## Scheduling Field Service Interventions Plan onsite customer visits directly from tickets and manage them through the Field Service module. ### Field Service Configuration By default, field service tasks are created in a standard Field Service project. To change this: 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select the team 3. In the **After-Sales** section, choose a different project from the **Field Service** dropdown ### Creating a Field Service Task **To schedule an intervention:** 1. Open the ticket 2. Click **Plan Intervention** 3. Configure the task: **Title:** Auto-filled from ticket subject (editable) **Project:** Defaults to the team's configured Field Service project (editable) **Worksheet Template:** Select a template if worksheets are enabled on the project 4. Click **Create Task** or **Create & View Task** \[Screenshot: Field service task creation dialog] **Field Service Worksheets:** Worksheets document work completed onsite. Customers sign worksheets to confirm job completion and satisfaction. If the Field Service project has worksheets enabled with a default template, that template auto-populates. You can select a different template or leave blank. **Post-creation:** A **Tasks** smart button appears on the ticket, linking the field service task to the support request. **Portal access:** Customers with portal access can track field service task progress the same way they track helpdesk tickets. **💡 Your Knowlix:** *"Schedule a field service visit for tomorrow at 2 PM"* *** ## Closing Tickets Maintain an up-to-date pipeline by closing resolved tickets. Knowlix offers manual, automatic, and customer-initiated closing methods. ### Manual Ticket Closure Tickets close when moved to a "folded" stage in the pipeline. **To fold a stage:** 1. Navigate to the Helpdesk dashboard 2. Click on a team to open its pipeline 3. Hover over the stage heading you want to fold 4. Click the gear icon that appears 5. Select **Edit** 6. Enable **Folded in Kanban** 7. Click **Save & Close** Now, moving tickets to this stage automatically marks them as closed. \[Screenshot: Stage edit dialog with Folded in Kanban checkbox] > **Note:** The gear icon also offers a temporary "Fold" option that collapses the stage visually but doesn't close tickets. Use "Edit → Folded in Kanban" for actual ticket closure. ### Automatic Closure for Inactive Tickets Close tickets that remain inactive for a specified period, preventing stale tickets from cluttering your pipeline. **To enable automatic closing:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Self-Service** section, enable **Automatic Closing** 4. Configure the settings: **Move to Stage:** Select which folded stage inactive tickets should move to (defaults to the first folded stage or last stage in the pipeline) **After days of inactivity:** Number of days of inactivity before closing (defaults to 7) **In Stages:** (Optional) Only count inactivity in specific stages. Leave blank to count inactivity in all stages. \[Screenshot: Automatic closing configuration] **Use case example:** Your pipeline has these stages: * New * In Progress * Customer Feedback * Solved (folded) Tickets often linger in "Customer Feedback" because customers don't respond immediately after issues are resolved. However, tickets in "New" and "In Progress" might be inactive due to workload issues, not because they're resolved. **Configuration:** * Enable: Automatic Closing * Move to Stage: Solved * After 7 days of inactivity * In Stages: Customer Feedback This closes only tickets that have been waiting for customer feedback for 7+ days, not tickets stuck earlier in the process. > **Important:** Inactivity tracking doesn't account for working calendars. It counts calendar days, not business days. ### Customer-Initiated Closure Allow customers to close their own tickets when they're satisfied with the resolution. **To enable customer closure:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Self-Service** section, enable **Closure by Customers** **Customer experience:** When viewing their tickets through the customer portal or via emailed ticket links, customers see a **Close Ticket** button. Clicking it moves the ticket to your designated closed stage. **Portal access:** Customers access tickets in two ways: 1. **Email links:** The "View Ticket" link in automated emails (no portal account required) 2. **Portal dashboard:** Portal users navigate to My Account → Tickets \[Screenshot: Customer view of ticket with Close Ticket button] **💡 Best Practice:** Enable customer closure for standard support teams. Keep it disabled for internal teams or teams handling complex issues requiring formal sign-off. *** ## Tracking and Billing Time Track hours spent resolving tickets and invoice customers for support services. > **Integration Required:** This feature integrates with Sales, Timesheets, Project, and Accounting modules. ### Enabling Time Tracking **To activate time tracking and billing:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Track & Bill Time** section, enable: * **Timesheets** (required first) * **Time Billing** 4. Select a **Project** where timesheets will be recorded 5. Click **Save** \[Screenshot: Track & Bill Time configuration] **Creating a timesheet project:** If no suitable project exists, create one directly from the **Project** dropdown: * Type a project name * Click **Create** ### Service Products for Billing Knowlix automatically creates a product called "Service on Timesheets" when you enable time billing. This product is used for post-paid support (billing after work is completed). **To configure this product:** 1. Navigate to **Sales → Products → Products** 2. Search for "Service on Timesheets" 3. Open the product 4. Verify settings: * **Product Type:** Service * **Invoicing Policy:** Based on Timesheets 5. Adjust **Cost** and **Sales Price** as needed ### Prepaid Support Services For support billed before work begins (fixed-price support packages), create a separate product. **To create a prepaid support product:** 1. Navigate to **Sales → Products → Products** 2. Click **New** 3. Configure the product: * **Product Name:** e.g., "Prepaid Support Hours" * **Product Type:** Service * **Invoicing Policy:** Prepaid/Fixed Price * **Sales Price:** Your hourly rate * **Unit of Measure:** Hours \[Screenshot: Prepaid support product configuration] *** ## Invoicing Prepaid Support Sell support hours upfront, then track consumption as tickets are resolved. ### Creating a Prepaid Sales Order **Step 1: Create the order** 1. Navigate to **Sales → Orders → Quotations** 2. Click **New** 3. Add customer information 4. In the **Order Lines** tab, add your prepaid support product 5. Set the **Quantity** (number of support hours purchased) 6. Click **Confirm** \[Screenshot: Sales order with prepaid support product] ### Generating a Prepaid Invoice **Step 2: Invoice the customer** 1. From the confirmed sales order, click **Create Invoice** 2. Select invoice type: * **Regular Invoice:** Full amount (most common for prepaid) * **Down Payment (percentage):** Partial payment by percentage * **Down Payment (fixed amount):** Partial payment by amount 3. Click **Create Draft** 4. Review, confirm, and send the invoice to the customer ### Linking Tickets to Prepaid Orders **Step 3: Create tickets for prepaid support** 1. Navigate to **Helpdesk** 2. Click **Tickets** to access a team's pipeline 3. Click **New** 4. Enter the **Ticket Title** and **Customer** 5. The **Sales Order Item** field auto-populates with the most recent prepaid order that has remaining hours 6. Proceed to resolve the ticket \[Screenshot: Ticket with sales order item linked] ### Tracking Prepaid Hours **Step 4: Log time spent** 1. Open the ticket 2. Navigate to the **Timesheets** tab 3. Click **Add a Line** 4. Select an **Employee** 5. Add a **Description** of the work 6. Enter **Hours Spent** 7. Repeat for all time entries **Monitoring remaining hours:** The **Remaining Hours on SO** field at the bottom right of the Timesheets tab shows how many prepaid hours remain. When this number goes red, hours logged exceed hours purchased. As hours are logged, they update the **Delivered** quantity on the linked sales order. \[Screenshot: Timesheet tab with remaining hours indicator] **💡 Your Knowlix:** *"Log 3 hours to this ticket for database optimization work"* *** ## Invoicing Post-Paid Support Bill customers based on actual time spent resolving tickets. ### Creating a Post-Paid Sales Order **Step 1: Create the order** 1. Navigate to **Sales → Orders → Quotations** 2. Click **New** 3. Add customer information 4. In **Order Lines**, add the "Service on Timesheets" product 5. Click **Confirm** **Note:** Unlike prepaid orders, Knowlix doesn't allow invoice creation yet because no services have been delivered. ### Linking Tickets to Time-Tracked Orders **Step 2: Create or link tickets** 1. Navigate to **Helpdesk** 2. Select the appropriate team 3. Open an existing ticket or click **New** to create one 4. Enter customer details 5. In the **Sales Order Item** dropdown, select the sales order created in Step 1 \[Screenshot: Linking sales order to ticket] ### Logging Billable Time **Step 3: Record time entries** 1. Open the ticket 2. Go to the **Timesheets** tab 3. Click **Add a Line** 4. Select an **Employee** 5. Enter **Hours Spent** 6. Repeat for all timesheet entries These logged hours mark the service as "delivered" and enable invoice creation. \[Screenshot: Time entries in timesheets tab] ### Creating an Invoice for Tracked Time **Step 4: Generate the invoice** 1. From the ticket, click the **Sales Order** smart button to open the sales order 2. Confirm the **Delivered** quantity matches the total **Hours Spent** on timesheets 3. Click **Create Invoice** 4. Configure the invoice: * **Create Invoice:** Regular Invoice (or select down payment if applicable) * **Timesheets Period:** (Optional) Limit invoice to a specific date range. Leave blank to include all unbilled timesheets. 5. Click **Create Draft** 6. Review, edit, and send the invoice \[Screenshot: Create invoice dialog with timesheets period option] **💡 Partial Billing:** Use the Timesheets Period field for monthly billing cycles. Invoice only timesheets from a specific month while continuing to log time on the same sales order. *** ## Help Center Features The Help Center consolidates knowledge resources for both customers and internal teams, integrating with Knowledge, Forums, and eLearning. > **Requirements:** Teams must have **Visibility** set to "Invited portal users and all internal users (Public)" to enable Help Center features. **Website Form** is also required and enables automatically with any Help Center feature. ### Knowledge Base Integration Share documentation, FAQs, and guides through Knowlix's collaborative knowledge management system. #### Enabling Knowledge **To activate knowledge base integration:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Help Center** section, enable **Knowledge** 4. Select an **Article** from the dropdown (defaults to "Help") \[Screenshot: Knowledge integration toggle] **Creating knowledge articles:** 1. Navigate to the **Knowledge** module (bookmark icon in navigation) 2. Find the **Workspace** section in the sidebar 3. Hover next to "Workspace" to reveal the **+** icon 4. Click **+** to create a new article 5. Click the **Share** icon 6. Toggle **Share to Web** to "Article Published" 7. The article now appears in the team's article dropdown #### Searching Knowledge from Tickets Support agents can search knowledge articles while working on tickets. **To search knowledge:** 1. Open any ticket 2. Click the **Knowledge** (bookmark) icon in the top right 3. Enter search terms or browse available articles 4. Click an article title to open it **Keyboard shortcuts:** * Press `Ctrl + K` to open the command palette * Type `?` followed by the article name * Press `Enter` to open the article * Press `Ctrl + Enter` to open in a new tab * Press `Alt + B` for advanced search \[Screenshot: Knowledge search pop-up in ticket view] **💡 Your Knowlix:** *"Search the knowledge base for printer troubleshooting articles"* #### Publishing Articles to Help Center Make knowledge articles visible to customers on your public website. **To publish an article:** 1. Navigate to the article in the Knowledge module 2. Click the **Share** icon 3. Toggle **Share to Web** to "Article Published" Published articles appear on your Help Center website, accessible to customers without logging in. > **Important:** Enabling Knowledge on a team doesn't automatically publish nested articles. Publish each customer-facing article individually. \[Screenshot: Share to web toggle in article] #### Using Clipboard Boxes in Tickets Clipboard boxes are reusable content blocks stored in knowledge articles. Use them to maintain consistent messaging when responding to common questions. **Creating clipboard boxes:** 1. Navigate to **Knowledge → Help** 2. Open or create an article 3. Type `/` to open the powerbox 4. Select or type `clipboard` 5. A gray clipboard block appears 6. Add your reusable content to the block **Using clipboard boxes in tickets:** 1. Open a ticket 2. Click the **Knowledge** (bookmark) icon 3. Find the article containing the clipboard box 4. Choose an action: **Send as Message:** Sends the clipboard content as a response to the customer. Opens an email composer pre-filled with the content. **Use as Description:** Adds the clipboard content to the ticket's description field. Does not replace existing text, only appends. \[Screenshot: Clipboard box with action buttons] **Use cases:** * Email signatures * Legal disclaimers * Product return instructions * Common troubleshooting steps *** ## Community Forums Enable peer-to-peer support by integrating forums where customers can help each other and share knowledge. ### Enabling Forums **To activate community forums:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Help Center** section, enable **Community Forum** 4. In the **Forums** field, select "Help" (default) or create a new forum by typing a name and selecting "Create and Edit" Multiple forums can be assigned to a single team. \[Screenshot: Forum configuration] ### Converting Tickets to Forum Posts Share common issues and solutions with the broader customer community. **To create a forum post from a ticket:** 1. Open a ticket (from the pipeline or Tickets → All Tickets) 2. Click **Share on Forum** at the top 3. Edit the **Forum Post** content to remove sensitive or client-specific information 4. Edit the **Title** if needed 5. Add **Tags** to categorize the post 6. Click **Create and View Post** The post now appears in the community forum for other users to read and comment on. \[Screenshot: Share on forum dialog] ### Converting Forum Posts to Tickets Portal users can submit questions via the forum. Convert these to tickets for official tracking. **To create a ticket from a forum post:** 1. Navigate to the forum post 2. Click the ellipsis (⋯) icon 3. Select **Create Ticket** 4. Verify or edit the **Ticket Title** 5. Confirm the **Helpdesk Team** assignment 6. Click **Create & View Ticket** or **Create Ticket** The original forum post is linked in the ticket's activity feed for reference. \[Screenshot: Forum post with create ticket option] **💡 Workflow:** Customers post questions in the forum. Community members attempt to help. If no solution emerges, support agents convert the post to a ticket for official resolution. *** ## eLearning Courses Provide structured training content through videos, presentations, quizzes, and certifications to reduce support volume and improve customer competency. ### Enabling eLearning **To activate eLearning integration:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Help Center** section, enable **eLearning** 4. Select one or more **Courses** from the dropdown, or create a new course by typing a name and selecting "Create and Edit" \[Screenshot: eLearning configuration] ### Creating a Course **To build an eLearning course:** 1. Navigate to **eLearning → New** (or create from team settings as above) 2. Enter a **Course Title** 3. Add **Tags** for categorization 4. Open the **Options** tab 5. Configure access rights: **Show Course To:** Who can view the course **Enroll Policy:** How users register for the course 6. Under **Display**, choose the course **Type** 7. Click **Save** \[Screenshot: eLearning course template] ### Adding Course Content **To populate course materials:** 1. Open the course 2. Click the **Content** tab 3. Click **Add Content** 4. Select **Content Type** (video, document, quiz, etc.) 5. Upload the file or paste the URL 6. Click **Save** 7. Click **Add Section** to organize content into structured sections \[Screenshot: Add content dialog] **Adding certifications:** 1. Navigate to **eLearning → Configuration → Settings** 2. Enable **Certifications** 3. Click **Save** 4. Certifications are now available as a content type ### Publishing Courses Make courses available for customer enrollment. **To publish a course:** 1. Open the course from the eLearning dashboard 2. Click the **Go to Website** smart button 3. Toggle the **Unpublished** switch to **Published** **Publishing course contents:** Courses and their contents publish independently. If a course is published but content isn't, customers can enroll but can't view materials. **To publish content from the backend:** 1. Open the course 2. Click the **Published Contents** smart button 3. Remove the "Published" filter from the search bar to see all content 4. Click the list icon to switch to list view 5. Click the checkbox above the "Title" column to select all content 6. Click any checkbox in the "Is Published" column 7. Confirm bulk publishing \[Screenshot: Bulk publish content in list view] **Publishing strategy:** * **Release all at once:** Publish all content, then publish the course * **Phased release:** Publish the course first, then publish content items on a schedule (e.g., weekly lessons) *** ## Customer Ratings Collect feedback on support quality to gauge team performance and customer satisfaction. ### Enabling Ratings **To activate customer ratings:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Performance** section, enable **Customer Ratings** \[Screenshot: Customer Ratings toggle] ### Configuring Rating Requests Automatically request ratings when tickets close by adding an email template to your closed stage. **To set up automated rating requests:** 1. After enabling Customer Ratings, click **Set an Email Template on Stages** 2. Select the stage where tickets close (should be a folded stage) 3. In the **Email Template** field, select **Helpdesk: Ticket Rating Request** 4. Click **Save** \[Screenshot: Email template on stage configuration] **How it works:** When a ticket moves to this stage, Knowlix automatically sends an email asking the customer to rate their support experience. > **Best Practice:** Only request ratings on folded (closed) stages. Requesting ratings before resolution confuses customers. ### Rating Options Customers rate support using colored icons: * 😊 **Satisfied** (Green) * 😐 **Okay** (Yellow) * 😞 **Dissatisfied** (Red) After selecting a rating, customers can provide written feedback to explain their choice. \[Screenshot: Rating selection interface] **Where ratings appear:** Ratings and comments are added to the ticket's activity feed. View aggregated ratings in the **Customer Ratings** report. ### Viewing Rating Reports **To access ratings data:** Navigate to **Helpdesk → Reporting → Customer Ratings** The report displays: * Individual ticket ratings * Customer comments * Kanban view (default) * Alternative views: Graph, List, Pivot **Hiding ratings:** Open any rating detail form and enable **Visible Internally Only** to hide it from public/portal users. \[Screenshot: Customer ratings report in Kanban view] **💡 Your Knowlix:** *"Show me all dissatisfied ratings from last month"* *** ## Receiving Tickets Knowlix supports multiple channels for ticket submission, giving customers flexible support access. ### Supported Channels Enable one or more channels per team: * **Email Alias:** Create tickets from emails sent to a team address * **Live Chat:** Create tickets during live chat conversations * **Website Form:** Create tickets via a web-based submission form **To enable channels:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Channels** section, enable desired channels \[Screenshot: Channels configuration section] *** ## Email Alias Create tickets automatically when customers email a designated address. ### Setting Up Email Alias Knowlix automatically creates an email alias when you create a new team. You can customize this alias. **To configure the alias:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In **Channels → Email Alias**, find the **Alias** field 4. Enter your desired alias name (e.g., "support," "billing," "technical") 5. Click **Save** The full email address becomes: `[alias]@[your-domain].com` \[Screenshot: Email alias configuration] **Custom email domains:** Knowlix uses a default email domain, but you can configure a custom domain through **Settings → Email Servers → Custom Email Servers**. ### How Email Tickets Work When an email arrives: * **Subject line** becomes the ticket title * **Email body** is added to the ticket description and activity feed * **Attachments** are included with the ticket * A ticket is created in the first stage of the team's pipeline Customers receive automated acknowledgment emails (if configured on the stage). **💡 Your Knowlix:** *"Change the support team email alias to [help@company.com](mailto:help@company.com)"* *** ## Live Chat Enable real-time support through website chat widgets and create tickets instantly during conversations. ### Enabling Live Chat **To activate live chat:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. Enable **Live Chat** in the **Channels** section 4. Click **Configure Live Chat Channel** to customize the channel \[Screenshot: Live Chat toggle and configuration link] ### Live Chat Channel Configuration Knowlix creates a live chat channel matching your team name (e.g., "Customer Support" team gets a "Customer Support" channel). **Operators Tab:** Add users who will respond to chat requests. 1. Click the **Operators** tab 2. Click **Add** 3. Select users from the list 4. Click **Select** Users can also self-join by clicking **Join Channel** on the channel form. \[Screenshot: Operators tab with user selection] **Options Tab:** Configure visual and text settings. * **Notification Text:** Greeting displayed when the chat button appears * **Livechat Button Color:** Color of the chat widget * **Show:** Choose how the chat button displays: * *Show:* Button visible, opens when clicked * *Show with notification:* Button visible with notification text * *Open automatically:* Button opens automatically after X seconds * *Hide:* Button hidden \[Screenshot: Options tab with color and display settings] **Channel Rules Tab:** Define when and where the live chat widget appears using URL patterns and logic conditions. **To create a rule:** 1. Click the **Channel Rules** tab 2. Click **Add a Line** 3. Configure the rule: * **Live Chat Button:** Show, Show with notification, Open automatically, or Hide * **Chatbot:** (Optional) Select a chatbot; enable "Only if no operator" for chatbot backup * **URL Regex:** Enter page URL patterns (e.g., `/support`, `/products/*`) * **Country:** (Optional) Limit to specific countries \[Screenshot: Channel rules configuration] **Widget Tab:** Embed the live chat widget on external websites or share direct chat links. * **Website Widget Code:** Copy and paste into `` tag on third-party sites * **Direct Chat URL:** Share a link that opens a chat session directly For Knowlix-hosted websites, enable the channel through **Website → Configuration → Settings → Live Chat**. \[Screenshot: Widget code and URL] ### Creating Tickets from Live Chat During a live chat conversation, operators can create tickets without leaving the chat. **To create a ticket during chat:** Type `/ticket` in the chat window and press Enter. This generates a new ticket with: * Customer information from the chat * Full chat transcript in the Description tab * Link to the chat session in the activity feed \[Screenshot: /ticket command in live chat] **💡 Also Works With:** The `/ticket` command also works in WhatsApp conversations (if WhatsApp integration is enabled). **💡 Your Knowlix:** *"Create a ticket from this chat conversation"* *** ## Website Form Add a public ticket submission form to your website, allowing customers to submit support requests directly. ### Enabling the Website Form **To activate website forms:** 1. Navigate to **Helpdesk → Configuration → Teams** 2. Select a team 3. In the **Help Center** section, enable **Website Form** 4. Confirm the correct **Website** is selected (in multi-website environments) 5. Click **Save** \[Screenshot: Website form toggle] **Accessing the form:** Click the **Go to Website** smart button at the top of the team settings to view and edit the auto-generated form. > **Note:** If a Help Center is published, the smart button navigates there first. Click the "Contact Us" button to access the ticket submission form. ### Customizing the Ticket Form Edit the form fields and appearance to match your needs. **To customize:** 1. Navigate to the ticket submission form on your website 2. Click **Edit** in the top right 3. Click any form field to edit it 4. Use the sidebar to configure field properties: **Field options:** * **Type:** Maps to a Knowlix model field (Customer Name, Email, etc.) * **Input Type:** Text, Email, Telephone, or URL * **Label:** Field display name and position * **Description:** Additional help text below the input box * **Placeholder:** Sample input value * **Default Value:** Pre-filled value or instructional text * **Required:** Toggle to make the field mandatory * **Visibility:** Control device-specific or conditional visibility * **Animation:** Add animations to the field **Adding new fields:** Click **+ Field** in the sidebar to add additional fields. **Removing fields:** Click the trash can icon next to any field. \[Screenshot: Form customization sidebar] **Publishing the form:** When ready, click **Save** and toggle the **Unpublished** switch to **Published**. **💡 Form Design Tips:** * Keep forms short (5-7 fields maximum) * Only require essential fields (Name, Email, Issue Description) * Use placeholder text to guide customers * Add default values to prompt detailed issue descriptions *** ## Prioritizing Tickets Assign priority levels to tickets to ensure urgent issues receive immediate attention. ### Priority Levels Tickets support four priority levels, represented by stars: * **0 stars:** Low Priority (default) * **1 star:** Medium Priority * **2 stars:** High Priority * **3 stars:** Urgent \[Screenshot: Priority stars on ticket card] ### Setting Priority **To change ticket priority:** Click the appropriate number of stars on the ticket card (Kanban view) or on the ticket form itself. **Automatic prioritization:** Priority can be set: * Manually by team members * Automatically via Service Level Agreement (SLA) policies based on customer or issue type * By customers via custom form fields > **Important:** Changing priority can alter SLA deadlines. If an SLA policy applies only to high-priority tickets, increasing priority from medium to high triggers the SLA. **💡 Your Knowlix:** *"Set all tickets from ABC Corp to high priority"* *** ## Helpdesk Reports Analyze team performance, identify bottlenecks, and track customer satisfaction through comprehensive reporting. ### Available Reports Access reports via **Helpdesk → Reporting**: * **Tickets Analysis:** Overall ticket metrics and workload * **SLA Status Analysis:** Service level agreement performance * **Customer Ratings:** Satisfaction scores and feedback *** ## Tickets Analysis Report Gain insights into ticket volume, resolution times, and workload distribution. **To access:** Navigate to **Helpdesk → Reporting → Tickets Analysis** **Default view:** Displays ticket count grouped by team and stage. ### Available Measures Click **Measures** to add or change data points: * **Average Hours to Respond:** Average working hours between customer message and team response (excludes messages sent in folded stages) * **Hours Open:** Total hours from creation to closing (calendar time, not working hours) * **Hours Spent (Timesheets):** Total timesheet hours logged (requires Timesheets enabled and appropriate permissions) * **Hours to First Response:** Working hours from ticket creation to first team message (excludes automated stage emails) * **Rating (1-5):** Customer satisfaction score (Dissatisfied=1, Neutral=3, Satisfied=5) * **Remaining Hours on SO:** Hours remaining on linked sales orders * **Working Hours to Assign:** Working hours from creation to assignment * **Working Hours to Close:** Working hours from creation to closing * **Working Hours until SLA Deadline:** Remaining working hours before SLA breach * **Count:** Total number of tickets \[Screenshot: Tickets analysis report with measures dropdown] > **Working Hours Calculation:** Based on your company's default working calendar configured in **Settings → Employees → Company Working Hours**. **💡 Use Case: Workload Distribution** Filter by team, group by assigned user, and measure "Hours Open" to identify if certain team members are overloaded. *** ## SLA Status Analysis Report Track Service Level Agreement compliance and identify performance trends. **To access:** Navigate to **Helpdesk → Reporting → SLA Status Analysis** **Default view:** Shows SLA status counts (failed, in progress, successful) grouped by team. ### Available Measures Click **Measures** to customize: * **Average Hours to Respond:** Average response time * **Hours Open:** Total open time * **Hours Spent (Timesheets):** Logged timesheet hours * **Hours to First Response:** Time to first response * **Number of SLA Failed:** Count of tickets that failed at least one SLA * **Rating (1-5):** Customer satisfaction scores * **Remaining Hours on SO:** Remaining sales order hours * **Working Hours to Assign:** Time to assignment * **Working Hours to Close:** Time to resolution * **Working Hours to Reach SLA:** Time from creation to SLA satisfaction * **Count:** Total ticket count \[Screenshot: SLA Status Analysis report] **💡 Use Case: SLA Breach Trends** Switch to line chart view, select "Number of SLAs Failed" measure, and group by "SLA Deadline → Month" to identify months with high breach rates. *** ## Customer Ratings Report Review customer feedback ratings and identify satisfaction trends. **To access:** Navigate to **Helpdesk → Reporting → Customer Ratings** **Default view:** Kanban view showing individual ratings with customer comments. **Alternative views:** * Graph view for trend analysis * List view for detailed rating inspection * Pivot view for aggregated metrics **Detailed rating information:** Click any rating to see: * Customer who submitted the rating * Associated ticket * Rating score and comments * Date submitted **Hiding ratings:** Enable **Visible Internally Only** on any rating to hide it from public and portal users. \[Screenshot: Customer ratings Kanban view] **💡 Your Knowlix:** *"Show me all ratings below 3 stars from this quarter"* *** ## Service Level Agreements (SLAs) Define support quality commitments and track compliance with measurable response and resolution targets. ### SLA Policies SLA policies automatically apply deadlines to tickets based on criteria like customer, priority, or tags. Policies help teams maintain consistent service levels and set customer expectations. > **Default Behavior:** SLA Policies are enabled by default on new teams. To disable, navigate to **Helpdesk → Configuration → Teams**, select a team, and clear **SLA Policies** in the Performance section. ### Creating an SLA Policy **To create a new policy:** 1. Navigate to **Helpdesk → Configuration → SLA Policies** 2. Click **New** 3. Enter a **Title** (e.g., "VIP 4-Hour Response") 4. Add a **Description** (optional) 5. Configure criteria and target (detailed below) \[Screenshot: SLA policy creation form] **Alternative creation:** From **Helpdesk → Configuration → Teams**, select a team, click the **SLA Policies** smart button, then click **New**. ### Defining SLA Criteria Specify which tickets this policy applies to. **Criteria fields:** * **Helpdesk Team:** (Required) Only one team per policy * **Priority:** Select priority levels (1, 2, or 3 stars). If empty, policy applies only to low priority (0 stars) * **Tags:** Tickets must have these tags * **Customers:** Specific contacts or companies * **Services:** Sales order line items (requires Timesheets enabled) > **Note:** Multiple selections in each field create OR logic within that field. Criteria across different fields use AND logic. **Example:** **Policy:** "8 Hours to Close" **Criteria:** * Team: VIP Support * Priority: Urgent (3 stars) * Tags: Repair, Service, Emergency This policy applies to urgent tickets in VIP Support with any of the three tags. \[Screenshot: SLA criteria configuration] ### Setting SLA Targets Define the stage a ticket must reach and the time allowed to reach it. **Target configuration:** * **Reach Stage:** Target stage for compliance (any stage can be selected) * **Working Hours:** Time allowed to reach the target stage * **Excluding Stages:** Stages where time doesn't count toward the deadline **Example targets:** * **"8 Hours to Close":** Reach Stage = Solved, 8 working hours * **"2 Days to Start":** Reach Stage = In Progress, 16 working hours \[Screenshot: SLA target configuration] > **Working Hours:** SLAs calculate deadlines based on the working calendar specified in the **Working Hours** field (defaults to Company Working Hours from **Settings → Employees**). ### How SLA Deadlines Work When a ticket matches SLA criteria: 1. **Deadline calculated:** Based on ticket creation time + working hours in the SLA policy 2. **Deadline added to ticket:** Displayed on the ticket form 3. **SLA tag added:** Shows the policy name **SLA status indicators:** * **Green tag:** SLA met (ticket reached target stage before deadline) * **Red tag:** SLA failed (deadline passed before reaching target stage) * **No color:** SLA in progress \[Screenshot: Ticket with SLA tag and deadline] **Multiple SLAs:** If a ticket matches multiple policies, only the earliest deadline displays. After that deadline passes, the next deadline appears. ### SLA Performance Analysis Track SLA compliance and team performance. **To access the SLA report:** Navigate to **Helpdesk → Reporting → SLA Status Analysis** **Default view:** Pivot table showing failed, in-progress, and successful SLA counts by team. **Customization:** * Add measures (average response time, working hours to close, etc.) * Group by different criteria (team, priority, customer, etc.) * Switch to graph, line, bar, or cohort views **Graph views:** * **Bar Chart:** Compare SLA performance across categories * **Line Chart:** Visualize trends over time * **Pie Chart:** Show distribution among categories * **Cohort View:** Track SLA lifecycle over time \[Screenshot: SLA Status Analysis in graph view] **💡 Your Knowlix:** *"Show me all failed SLAs from last month"* *** ## Best Practices ### Organize Teams by Expertise Create teams based on skillsets (Technical, Billing, Sales) rather than arbitrary divisions. This ensures tickets reach qualified agents quickly. ### Set Realistic SLA Targets Don't promise what you can't deliver. Analyze historical data before setting SLA targets. It's better to exceed conservative targets than fail aggressive ones. ### Use Automatic Assignment Wisely Enable automatic assignment for high-volume teams. For specialized teams requiring specific expertise, disable it and assign manually. ### Close Tickets Promptly Configure automatic closure for customer feedback stages to prevent stale tickets. Enable customer-initiated closure for standard support. ### Leverage Knowledge Base Invest time building comprehensive knowledge articles. Reduce ticket volume by empowering customers to self-solve common issues. ### Monitor Customer Ratings Review ratings weekly. Address negative feedback promptly and identify patterns in dissatisfaction. ### Track Time on All Tickets Even if not billing, track time to understand true support costs and identify efficiency opportunities. ### Use Tags Consistently Establish a tag taxonomy for your organization. Tags power SLAs, reporting, and filtering. Inconsistent tagging undermines all these features. ### Enable Multiple Channels Customers prefer different support channels. Offering email, chat, and web forms increases accessibility and satisfaction. ### Review Reports Monthly Schedule monthly report reviews with team leads. Identify trends in ticket volume, resolution times, and customer satisfaction before they become problems. *** ## Related Documentation * [Time Tracking](Timesheets.md) - Log hours on support tickets * [Field Service](Field_service.md) - Schedule onsite interventions * [Project Management](Project.md) - Manage projects from tickets * [CRM](../03_Sales/CRM.md) - Convert tickets to sales opportunities * [Knowledge Base](../09_Productivity/Knowledge.md) - Build help articles * [Email Communication](../09_Productivity/Email_Management.md) - Configure email integration *** ## Need Help? **Ask Your Knowlix:** * "Create a new support team for technical issues" * "Show me all high-priority unassigned tickets" * "Convert this ticket to a sales opportunity" * "Generate a coupon code for this customer" * "What's our average response time this month?" * "Schedule a field service visit for tomorrow" * "Create an SLA policy for VIP customers with 4-hour response time" **Contact Support:** For assistance with helpdesk configuration, SLA setup, integration issues, or advanced workflows, contact Knowlix support through the Help menu. # Planning Source: https://docs.knowlix.ai/services/planning Knowlix Planning helps you organize team schedules, allocate resources efficiently, and manage work shifts across your organization. Whether coordinating employee shifts, booking equipment, or planning project work, the Planning module provides visual scheduling tools and intelligent automation. The system supports both human resources (employees) and material resources (equipment, vehicles, meeting rooms). Assign roles to resources, create reusable shift templates, and leverage auto-planning to distribute work based on availability, skills, and workload. Integration with Sales allows planning work around sold services. Integration with Projects enables dedicating shifts and resources to specific project tasks. **💡 Pro Tip:** Ask Your Knowlix to manage schedules: *"Schedule Sarah for a morning shift tomorrow"* or *"Show me all open shifts for this week"* *** ## Understanding Key Concepts Before creating schedules, understand how Planning organizes work: **Shifts:** Individual work assignments with a specific date, time, and duration. Shifts can be assigned to resources or left open for later assignment. **Resources:** Workers or equipment that perform shifts. Resources include: * **Human resources:** Employees from your Employees module * **Material resources:** Equipment, vehicles, rooms, or other non-human assets **Roles:** Job functions or skills that resources perform (e.g., Manager, Technician, Chef, Forklift Operator). Roles help match the right resource to the right shift. **Shift Templates:** Reusable shift configurations that pre-fill common scheduling patterns (e.g., "Morning Shift 6 AM - 2 PM" or "Evening Service 5 PM - 11 PM"). **Auto Planning:** Automated assignment of open shifts to available resources based on roles, working hours, and availability. \[Screenshot: Planning concepts diagram] *** ## Configuring Roles Roles categorize the types of work resources perform. Defining clear roles enables accurate shift assignment and ensures the right skills are allocated to each task. ### Creating Roles **To set up roles:** 1. Navigate to **Planning → Configuration → Roles** 2. Click **New** 3. Enter a **Name** for the role (e.g., Receptionist, Driver, Line Cook) 4. In the **Resources** field, select which employees or materials can perform this role 5. Click **Save** \[Screenshot: Role creation form] **Examples of roles by industry:** **Restaurants:** * Chef * Sous Chef * Server * Bartender * Host **Construction:** * Site Manager * Electrician * Carpenter * Heavy Equipment Operator * Safety Inspector **Retail:** * Store Manager * Cashier * Stock Associate * Sales Associate **Service Companies:** * Consultant * Project Manager * Technical Support * Account Manager **Integration with Sales:** If the Sales module is installed, a **Services** field appears on the role form. Link services you sell to the roles required to deliver them. When customers purchase these services, Knowlix can automatically plan shifts for resources with the appropriate roles. \[Screenshot: Role with services linked] **💡 Your Knowlix:** *"Create a new role called Senior Developer and assign John and Sarah to it"* ### Role-Specific Custom Fields Add custom properties to shifts based on the assigned role. These properties appear only on shifts for that specific role, keeping forms relevant and clutter-free. **To add role-specific properties:** 1. From any schedule, switch to **list view** 2. Click **View** on a shift 3. Ensure the **Role** field contains the target role 4. Click the **gear icon → Add Properties** 5. Configure the custom field (text, checkbox, selection, date, etc.) 6. Click **Save** The property now appears on all shifts assigned to this role. \[Screenshot: Add properties dialog from shift form] **Use cases for role properties:** **Accreditation tracking:** Add a "License Number" field to Driver roles to track certifications. **Location assignment:** Add a "Store Location" selection field to Cashier roles in multi-location businesses. **Language skills:** Add a "Languages" tag field to Consultant roles for matching clients with bilingual staff. **Equipment assignment:** Add a "Assigned Vehicle" field to Delivery Driver roles to track which vehicle each driver uses. **💡 Best Practice:** Use role properties for information that varies by shift but is consistent within a role. For one-time notes, use the shift's note field instead. *** ## Configuring Employees All employees can be included in planning and assigned shifts. Configure employee-specific scheduling settings to ensure accurate planning and workload calculations. ### Employee Planning Settings **To configure an employee for planning:** 1. Navigate to **Planning → Configuration → Employees** (or use the Employees module) 2. Select an employee 3. Open the **Work Information** tab 4. Configure the **Schedule** and **Planning** sections \[Screenshot: Employee Work Information tab] ### Working Hours The **Working Hours** field defines an employee's standard schedule. This affects: * **Allocated Time:** How shift duration is calculated as a percentage of working hours * **Auto Planning:** Only employees with defined working hours can be auto-assigned * **Payroll:** If contracts generate work entries based on shifts, working hours impact payroll calculations **To set working hours:** Select a standard working hours template from the dropdown (e.g., "40 Hours/Week," "Part-Time 20 Hours/Week"). **To create custom working hours:** 1. Click **Search More...** 2. Click **New** 3. Define the weekly schedule (days, start/end times, breaks) 4. Click **Save** \[Screenshot: Working hours configuration] **Flexible hours:** Leave the **Working Hours** field blank for employees with flexible schedules. These employees can be assigned shifts but won't be available for auto-planning. > **Payroll Integration:** Working hours and allocated shift time can impact payroll if the employee's contract is configured to generate work entries from shifts. Consult payroll documentation for details. ### Planning Roles Assign one or more roles to each employee to control which shifts they can be assigned. **Effect of assigned roles:** **Shift Templates:** When creating a shift for this employee, only templates matching their assigned roles appear. **Schedule Notifications:** When schedules are published, employees are notified only about open shifts matching their roles. **Auto Planning:** The system assigns only shifts matching the employee's roles during auto-planning. **Default Role:** Designate one role as the employee's **Default Role**. This role: * Auto-fills when creating shifts for this employee * Takes priority over other roles during auto-planning > **Important:** Employees with no roles assigned cannot use auto-planning features. They can still be manually assigned to any shift. \[Screenshot: Employee planning roles configuration] **💡 Your Knowlix:** *"Assign the Manager role to Jennifer and make it her default role"* *** ## Configuring Material Resources Materials are non-employee resources like equipment, vehicles, rooms, or tools that can be scheduled and tracked. ### Use Cases for Material Resources **Construction companies:** * Cranes * Forklifts * Excavators * Concrete mixers **Consulting firms:** * Meeting rooms * Video conferencing equipment * Projectors **Delivery businesses:** * Delivery trucks * Cargo vans * Refrigerated vehicles **Manufacturing:** * Production lines * CNC machines * Testing equipment ### Creating Material Resources **To add a material resource:** 1. Navigate to **Planning → Configuration → Materials** 2. Click **New** 3. Enter a **Name** (e.g., "Forklift #3," "Conference Room A") 4. Assign **Roles** the material can fulfill 5. Set **Working Hours** if the material has availability constraints (e.g., meeting rooms available 8 AM - 6 PM) 6. Click **Save** \[Screenshot: Material resource form] **Assigning roles and hours:** Like employees, materials can have roles and working hours. This enables auto-planning and ensures materials aren't double-booked. **Example:** A conference room might have: * **Role:** Meeting Space * **Working Hours:** Monday-Friday, 8 AM - 8 PM When scheduling meetings, the system won't assign the room outside these hours or during times it's already booked. *** ## Creating Shift Templates Shift templates standardize common scheduling patterns, saving time when creating recurring shifts. ### Building Templates from Shifts **To create a template from a new shift:** 1. From any schedule, click **New** 2. Fill in shift details (role, start time, duration, etc.) 3. Click **Save Template** instead of **Save** The shift is saved as a reusable template. \[Screenshot: Save template button on shift form] ### Building Templates Directly **To create templates in the configuration area:** 1. Navigate to **Planning → Configuration → Shift Templates** 2. Click **New** 3. Configure the template: **Start Hour:** When the shift begins (e.g., 9:00 AM) **Span:** Shift duration in hours (e.g., 8 hours) **End Time:** Calculated automatically based on Start Hour, Span, and working hours (including breaks) **Role:** (Optional) Link to a specific role. Templates appear only when creating shifts for that role. **Project:** (Optional) Associate the template with a project for project-based scheduling. 4. Click **Save** \[Screenshot: Shift template configuration form] ### Understanding End Time Calculations End times account for working hours and breaks, not just raw duration. **Example:** **Employee working hours:** Monday-Friday, 8 AM - 5 PM with a 1-hour lunch from 12-1 PM **Template 1:** * Start: 9 AM * Span: 8 hours * **Calculated End:** 5 PM (accounts for the 1-hour lunch break) **Template 2:** * Start: 10 AM * Span: 10 hours * **Calculated End:** 10 AM next day (business closes at 5 PM, so remaining hours spill to the next day) **💡 Template Naming:** Use descriptive names like "Morning Kitchen Shift (6 AM - 2 PM)" or "Weekend Security (8 hrs)" for easy identification. *** ## Planning Shifts Open the Planning module to view schedules. The default view shows your personal schedule. Administrators can access additional views organized by resource, role, project, or sales order. ### Schedule Views **Available views for administrators:** * **Schedule by Resource:** View all shifts grouped by employee or material * **Schedule by Role:** Group shifts by job function * **Schedule by Project:** Group shifts by associated project * **Schedule by Sales Order:** Group shifts by linked sales orders All views display in a Gantt chart for visual clarity and easy editing. \[Screenshot: Schedule by resource Gantt view] ### Visual Indicators Knowlix uses visual cues to convey shift status: **Full color blocks:** Published shifts that are confirmed and communicated to employees **Diagonal stripes:** Planned but unpublished shifts (employees haven't been notified yet) **Grayed-out background:** Time periods when employees are on approved leave **Progress bar:** Currently active shifts with linked timesheet entries **Grayed-out shifts:** Temporarily shown when copying shifts. Previously existing shifts gray out to highlight new copies. Color returns on page refresh. \[Screenshot: Gantt view showing different visual indicators] ### Gantt View Editing Edit shifts directly in the Gantt chart without opening forms: * **Drag and drop:** Move shifts to different times or resources * **Resize:** Drag shift edges to adjust duration * **Split:** Hover over a shift and click the scissors icon to divide it * **Duplicate:** Copy shifts to other time periods or resources \[Screenshot: Gantt editing in action] **💡 Your Knowlix:** *"Move all of today's shifts to tomorrow"* or *"Copy this week's schedule to next week"* *** ## Creating Individual Shifts Build shifts manually for custom scheduling needs or one-time events. ### Shift Creation Process **To create a shift:** 1. Navigate to any schedule view 2. Click **New** 3. Complete the shift form: **Templates Section:** If templates exist matching the selected role, they appear at the top of the form. Click a template to pre-fill shift details. **Resource:** Select the employee or material assigned to this shift. Leave blank to create an **open shift** (unassigned). **Role:** Select the job function for this shift. The role determines: * Which templates appear * Which employees can be assigned (based on their assigned roles) * Auto-planning eligibility **Project:** (If Projects module is installed) Link the shift to a project for tracking project-dedicated work time. **Sales Order Item:** (If Sales module is installed) Link the shift to a specific sales order line item for tracking sold service delivery. **Repeat:** Click the repeat icon to create recurring shifts. Configure: * **Repeat Every:** Frequency (daily, weekly, monthly) * **Until:** End date for recurrences Recurring shift rules: * All shift details copy to each recurrence except the date * Recurrences are created as planned (unpublished) by default * System creates recurrences 6 months in advance by default (configurable in settings) **Additional Note:** Add a message sent to the assigned employee when the shift is published. **Date:** Select the shift date and time. This is the only required field. **Allocated Time:** Calculated automatically based on shift duration and the employee's working hours. Shows the percentage of a standard work period this shift represents. \[Screenshot: Shift creation form with all fields] 4. Choose how to save: **Save:** Creates a draft shift (visible to admins, not yet sent to employees) **Publish & Save:** Creates the shift and emails the assigned employee their schedule > **Draft vs. Published:** Drafts appear with diagonal stripes in the schedule. Employees receive notifications only when shifts are published. ### Employee Notifications When you publish a shift, the assigned employee receives an email notification: **Employees without user accounts:** Redirected to a dedicated Planning portal to view their schedule **Employees with user accounts:** Redirected to the "My Planning" view within Knowlix \[Screenshot: Employee planning notification email] ### Splitting Shifts Divide long shifts into multiple segments easily. **To split a shift:** 1. Hover over the shift in the Gantt view 2. Click the scissors icon 3. Specify where to split the shift 4. Confirm The original shift divides into two separate shifts at the specified point. \[Screenshot: Split shift scissors icon] **💡 Use Case:** An 8-hour shift needs a 1-hour break in the middle. Create the 8-hour shift, then split it at the 4-hour mark to create two 4-hour shifts with a gap between them. *** ## Open Shifts and Auto Planning Open shifts (shifts without assigned resources) can be automatically assigned to available employees or materials using the Auto Plan feature. ### Auto Planning Logic The system considers multiple factors when auto-assigning shifts: **Roles:** Resources are only assigned shifts matching their configured roles. Resources without roles cannot be auto-assigned. **Default Roles:** If a resource has a default role, shifts for that role take priority during assignment. **Conflicts:** Resources cannot be double-booked. If a resource already has a shift during a time period, they won't be assigned another. **Time Off:** Employee vacation, sick leave, and public holidays are respected. Resources on leave won't receive shift assignments. **Working Hours:** Shifts are only assigned within a resource's defined working hours. Resources with flexible hours (no defined schedule) cannot be auto-assigned. **Contracts:** (For employees with contracts) Shifts outside the contract's active period aren't assigned to that employee. \[Screenshot: Auto plan button on schedule] ### Using Auto Planning **To auto-assign open shifts:** 1. Create open shifts by leaving the **Resource** field blank 2. Ensure eligible resources have: * Roles assigned matching the shift roles * Working hours defined * No scheduling conflicts 3. Click **Auto Plan** at the top of the schedule 4. Review the proposed assignments 5. Click **Publish** to confirm and notify employees **💡 Agent Automation:** *"Auto-assign all open shifts for this week"* or *"Plan next week's schedule automatically"* *** ## Shift Swapping and Unassignment Empower employees to manage their own schedules by enabling shift swapping or allowing self-unassignment. > **Important:** These features are mutually exclusive. Shift swapping is enabled by default. Enabling unassignment disables swapping. ### Shift Swapping (Default Behavior) Employees can request to swap shifts with colleagues who share the same role. **How it works:** 1. Employee receives a published shift notification via email 2. Employee clicks the unwanted shift 3. Employee clicks **Ask to Switch** 4. The shift remains assigned to the original employee but displays a "wants to switch" notification 5. Other employees with the same role see the shift as available 6. Another employee clicks **I Take It** to accept the shift 7. Shift reassigns to the new employee automatically \[Screenshot: Shift swap request interface] **Swap limitations:** * Only future shifts can be swapped (not past shifts) * Only employees with matching roles see available swaps * Original employee remains responsible until someone accepts **Use cases:** * Employee has a personal conflict * Employee prefers different shift times * Employees want to accommodate each other's preferences ### Self-Unassignment Allow employees to mark themselves unavailable, converting their shifts back to open shifts. **To enable self-unassignment:** 1. Navigate to **Planning → Configuration → Settings** 2. Enable **Allow Unassignment** 3. Set the **maximum number of days** before the shift that employees can unassign themselves (e.g., "3 days") 4. Click **Save** \[Screenshot: Unassignment configuration] **How it works:** 1. Employee receives a published shift notification 2. If the shift is more than X days away (based on your configuration), the **I Am Unavailable** button appears 3. Employee clicks **I Am Unavailable** 4. Shift reverts to an open shift 5. Administrators can then manually assign it or use auto-planning **Unassignment limitations:** * Only future shifts can be unassigned (not past shifts) * Only shifts beyond the configured minimum notice period can be unassigned * Only shifts matching the employee's roles appear in their schedule **💡 Best Practice:** Set the minimum notice period long enough to allow time to reassign the shift. For example, require 3-7 days' notice depending on how difficult it is to find replacements. *** ## Integration with Sales Link shifts to sold services to track service delivery and resource utilization. ### Linking Roles to Services When you configure roles, you can specify which services require that role. **Setup:** 1. Navigate to **Planning → Configuration → Roles** 2. Open a role 3. In the **Services** field (requires Sales module), select products/services that require this role 4. Click **Save** **Effect:** When a customer purchases one of these services, Knowlix knows which roles are needed to deliver it. You can then plan shifts for those roles or use auto-planning to assign the work automatically. \[Screenshot: Services field on role form] ### Planning from Sales Orders Create shifts directly from sales order line items. **To link a shift to a sales order:** 1. Create a new shift 2. In the **Sales Order Item** field, select a line item from a confirmed sales order 3. Complete the shift details 4. Publish the shift This links the shift to the sale for tracking and invoicing purposes. **💡 Workflow:** Customer buys 10 hours of consulting. Link shifts to the sales order line. As consultants work those shifts, hours are tracked against the purchase. *** ## Integration with Projects Dedicate shifts to specific projects for accurate project time tracking and resource allocation. ### Linking Shifts to Projects **To associate a shift with a project:** 1. Create a new shift 2. In the **Project** field, select the project this shift supports 3. Complete the shift details 4. Publish the shift Shifts linked to projects help you: * Track how much time is spent on each project * Allocate resources to project work * Report on project resource consumption **Shift Templates by Project:** When creating shift templates, you can link them to specific projects. These templates then appear when planning shifts for that project. \[Screenshot: Project field on shift form] **💡 Use Case:** A construction company has three active job sites (projects). Assign shifts to each site to track labor allocation and ensure adequate staffing per location. *** ## Best Practices ### Define Clear Roles Create specific, well-named roles rather than generic ones. "Senior JavaScript Developer" is better than "Developer" for accurate skill matching. ### Use Shift Templates Aggressively Build templates for all recurring shift patterns. This speeds up scheduling and maintains consistency. ### Set Realistic Working Hours Ensure employee working hours accurately reflect actual availability. Incorrect hours lead to over-scheduling and auto-planning errors. ### Publish Schedules in Advance Give employees notice by publishing schedules at least one week ahead. This improves satisfaction and reduces shift swap requests. ### Enable Appropriate Swapping/Unassignment Choose the feature that fits your operations. Swapping works well for retail and hospitality. Unassignment suits professional services where finding replacements is easier. ### Use Open Shifts for Flexibility Create open shifts for variable-demand periods. Let auto-planning assign them as demand clarifies. ### Review Schedules Before Publishing Always review auto-planned schedules before publishing. Auto-planning is smart but not perfect. Verify assignments make operational sense. ### Link Shifts to Projects for Billable Work If you bill customers for time, link shifts to projects and sales orders. This enables accurate invoicing based on actual work performed. ### Add Notes to Complex Shifts Use the "Additional Note" field for special instructions, location details, or equipment requirements. ### Monitor Workload Balance Regularly check that shifts distribute evenly across team members. Use Schedule by Resource view to identify over- or under-utilized employees. *** ## Related Documentation * [Employees](../06_Human_Resources/Employees.md) - Configure employee records * [Time Off](../06_Human_Resources/Leave_Management.md) - Manage employee absences * [Timesheets](Timesheets.md) - Track time worked on shifts * [Projects](Project.md) - Link shifts to project tasks * [Sales Orders](../03_Sales/Sales_Orders.md) - Link shifts to sold services * [Property Fields](../01_Essentials/Property_fields.md) - Add custom fields to shifts *** ## Need Help? **Ask Your Knowlix:** * "Create a morning shift for Sarah tomorrow from 8 AM to 4 PM" * "Show me all open shifts for next week" * "Auto-assign shifts for the Kitchen role this weekend" * "Copy this week's schedule to next week" * "Who is scheduled for the Manager role on Friday?" * "Create a shift template for evening service" **Contact Support:** For questions about advanced scheduling, auto-planning configuration, or integration with projects and sales, contact Knowlix support through the Help menu. # Project Source: https://docs.knowlix.ai/services/project Knowlix Project provides comprehensive tools for managing ongoing work, coordinating teams, and tracking progress toward goals. Organize work into visual pipelines, assign tasks to team members, monitor profitability, and ensure projects stay on schedule and within budget. The module uses Kanban-style boards where work flows through customizable stages. Integrate with Timesheets for hour tracking, Sales for billing, Planning for resource scheduling, and Accounting for financial management. Whether managing client projects, internal initiatives, or recurring workflows, Knowlix Project adapts to your methodology while providing the visibility and control needed for successful delivery. **💡 Pro Tip:** Ask Your Knowlix for project management: *"Create a new project called Website Redesign"* or *"Show me all overdue tasks"* > **Did You Know?** The word "Kanban" comes from Japanese and refers to the "visual board" management method widely used in lean manufacturing and agile software development. *** ## Creating and Configuring Projects Projects organize related work into focused workspaces with dedicated tasks, milestones, and resources. ### Creating a New Project **To start a project:** 1. Navigate to **Project** module 2. Click **Create** 3. Enter a **Project Name** 4. Click **Create Project** The system creates a new project with a default Kanban board ready for tasks. \[Screenshot: New project creation] **💡 Your Knowlix:** *"Create a project called Product Launch Q2"* ### Project Customization Menu Access project settings and views through the dropdown menu on each project card. **To open the menu:** From the Projects dashboard, click the **⋮** (vertical ellipsis) on any project card. **Menu sections:** **View:** * **Tasks:** Open the project's task board * **Milestones:** View project milestones * **Project Updates:** Create status snapshots * **Documents:** Access all uploaded files (also available in Documents module under Projects) **Reporting:** * Analyze progress and profitability through graphs and statistics **Color:** * Add a colored stripe to the left edge of the project card for visual identification **Settings:** * Configure project details (explained below) **Additional options:** * **Mark as Favorite:** Add the project to your favorites for quick filtering \[Screenshot: Project card dropdown menu] ### Project Settings Configure core project details and parameters. **To access settings:** Click **⋮ → Settings** on the project card **Configurable fields:** * **Name:** Project title * **Task Name:** What tasks in this project are called (defaults to "Tasks") * **Customer:** Client or stakeholder for the project * **Tags:** Labels for filtering and categorization * **Company:** Responsible organization (multi-company environments) * **Project Manager:** Employee leading the project * **Planned Date:** Expected project completion date * **Allocated Hours:** Total budgeted time for the project \[Screenshot: Project settings form] ### Advanced Settings The **Settings** tab on the project form provides additional configuration options that vary based on installed modules. **Common settings:** * Visibility and access control * Billing configuration * Integration with other modules (Sales, Timesheets, Field Service) * Email aliases for task creation * Worksheet templates (Field Service integration) We'll explore key settings in detail below. *** ## Visibility and Collaboration Control who can access each project and what level of access they have. ### Visibility Options **To configure visibility:** 1. Open the project 2. Navigate to the **Settings** tab 3. Select a **Visibility** option: **Invited internal users only (Private):** Only users following the project AND users with Project Administrator permissions can access the project and its tasks. **All internal users:** Every internal user (employees with Knowlix accounts) can access the project and all tasks. **Invited portal users and all internal users (Public):** Internal users have full access. Portal users (external customers) can only access tasks they're following. This is the default setting. \[Screenshot: Visibility configuration] **Use case examples:** **Private:** Internal R\&D projects, sensitive client work, confidential initiatives **All internal users:** Company-wide initiatives, resource libraries, shared tooling projects **Public:** Client-facing projects where customers track progress through the portal ### Inviting External Users Share project access with customers, contractors, or partners. > **Requirement:** Visibility must be set to "Invited portal users and all internal users (Public)" **To invite external users:** 1. Open the project 2. Click **Share Project** at the top of the settings page 3. Choose a sharing method: **Option 1: Public Link** Copy the link displayed at the top and share it via email, chat, or documentation. Anyone with the link can view the project in read-only mode. **Option 2: Direct Invitation** 1. Click **Add a Line** 2. Select a **Collaborator** (must be a contact in your system) 3. Choose an **Access Mode:** * **Read:** View tasks only * **Edit with limited access:** View and edit only tasks they follow * **Edit:** View and edit all tasks 4. Check the box to send an email invitation 5. Click **Save** \[Screenshot: Share project dialog] **Revoking access:** Click **Share Project**, then click the trash icon next to the user you want to remove. > **Note:** Internal users without project access can still view a task if someone shares the direct URL. For private projects, they must also be following the task. **💡 Client Transparency:** Invite customers as collaborators with Read access. They can monitor progress without editing, improving communication and setting expectations. *** ## Scheduling Activities Plan follow-ups, meetings, and other time-based actions directly on projects. **To schedule an activity:** 1. From the Projects dashboard, click the **clock icon** on a project card 2. Click **+ Schedule an Activity** 3. Complete the activity form: * **Activity Type:** Call, Meeting, To-Do, etc. * **Summary:** Brief description * **Due Date:** When the activity should occur * **Assigned To:** Employee responsible 4. Click **Schedule** or **Save** \[Screenshot: Schedule activity dialog] **Activity indicators:** The clock icon changes based on scheduled activities: * Phone icon for scheduled calls * Group icon for meetings * Other icons for different activity types **Viewing scheduled activities:** Click the activity icon to see all activities scheduled for the project. **💡 Recurring Activities:** Schedule weekly status meetings, monthly reviews, or regular check-ins by setting recurring activities. *** ## Customizing the Project Top Bar Quick-access buttons provide instant navigation to related records without leaving the Project module. ### Default Top Bar Buttons Projects include a **Tasks** button by default. Add more buttons for records related to your project. **To add buttons:** 1. Open a project (click the project card) 2. Click the **sliders icon** in the top right 3. A configuration bar appears above the search bar 4. Click the **sliders icon** again in the configuration bar 5. Select records to display: * Timesheets * Sales Orders * Invoices * Documents * Dashboards * And more (depending on installed modules) 6. Click outside the menu to save Selected options now appear as clickable buttons in the top bar. \[Screenshot: Top bar with multiple buttons] **Using top bar buttons:** Click any button to instantly view related records. For example, click **Timesheets** to see all time entries for this project. Click **Tasks** to return to the task board. ### Creating Custom Top Bar Buttons Build buttons that open filtered, grouped, or customized views tailored to specific workflows. **To create a custom button:** 1. Click an existing top bar button to access a view (e.g., Timesheets) 2. Customize the view using the search bar: * Add keywords * Apply filters * Set grouping options 3. Click the **sliders icon** in the top bar 4. Select **Save View** 5. Enter a button name 6. Enable **Shared** to make the button available to other users 7. Click **Save** The new button appears in the top bar, instantly opening your customized view. \[Screenshot: Save custom view dialog] **Example custom buttons:** * "Unbilled Timesheets" (Timesheets filtered to not invoiced) * "Overdue Tasks" (Tasks filtered by deadline passed) * "This Month's Invoices" (Invoices filtered by current month) **💡 Team Efficiency:** Create shared custom buttons for common team views. Everyone accesses the same filtered data with one click. *** ## Task Management Tasks are individual work items tracked through your project pipeline. ### Creating Tasks Build tasks manually or automatically from emails and website forms. **Manual task creation:** From the project's task board (Kanban view): **Method 1:** Click the **+** button in the top left (creates task in first stage) **Method 2:** Click the **+** next to any stage name (creates task in that stage) **Method 3:** Switch to List or Gantt view and click **New** Complete the quick-create form: * **Task Title:** Descriptive name * **Assignees:** Team members responsible * Click **Add** \[Screenshot: Quick task creation form] **Keyboard shortcuts for task creation:** When entering the task title, use these shortcuts to set properties without opening the full form: * **30h:** Allocate 30 hours (adjust number as needed) * **#tagname:** Add tags * **@username:** Assign to a user * **!:** Mark as high priority **Format:** `Task name [hours] [#tag] [@user] [!]` **Example:** `Design homepage mockup 8h #design @Sarah !` Creates a high-priority task titled "Design homepage mockup," allocates 8 hours, adds the "design" tag, and assigns it to Sarah. \[Screenshot: Task with shortcut syntax] **💡 Your Knowlix:** *"Create a task called Database Migration and assign it to John"* or *"Add a high-priority task for fixing the login bug"* ### Task Configuration Click any task to open the full form with detailed configuration options. **Core task fields:** * **Task Title:** Name of the work * **⭐ (Star icon):** Click to mark as high priority (icon turns yellow) * **Project:** Which project the task belongs to * **Assignees:** People responsible for completing the work * **Tags:** Custom labels for filtering and categorization * **Customer:** Client or stakeholder (appears on billable projects) * **Sales Order Item:** Link to sold service or product (billable projects only) * **Allocated Time:** Expected duration tracked via timesheets * **Deadline:** Due date. Once set, you can also add a start date to define the full timeframe \[Screenshot: Task detail form] **Quick editing from Kanban:** Edit these fields directly on Kanban cards without opening the task: * Priority (star icon) * Allocated hours * Assignees * Status **Additional Kanban actions:** Click the **⋮** (vertical ellipsis) on a card to: * Color code the task * Set a cover image * Access more options ### Creating Tasks from Email Automatically convert emails sent to a designated address into project tasks. **To configure email task creation:** 1. From the Projects dashboard, click **⋮ → Settings** on a project 2. Open the **Settings** tab 3. Configure **Create tasks by sending an email to:** * **Alias (before @):** Choose a name (e.g., support, help, tasks) * **Domain:** Your email domain (auto-filled in most cases) * **Accept Emails From:** Restrict which senders can create tasks * **Everyone:** Any sender creates a task * **Authenticated Partners:** Only existing contacts * **Followers Only:** Only users following the project 4. Click **Save** \[Screenshot: Email alias configuration] **How email-to-task works:** When someone emails the alias: * **Subject line → Task Title** * **Email body → Description field** * **Sender → Customer field** * **Full email → Activity feed (chatter)** * **All recipients (To/Cc/Bcc) who are Knowlix users → Followers** **Email alias visibility:** The configured alias appears under the project name on the dashboard, making it easy to share with stakeholders. **💡 Use Case:** Set up `support@yourcompany.com` to create tasks in your Support project. Customers email their issues, and tasks are automatically created and tracked. ### Creating Tasks from Website Forms Trigger task creation when visitors submit forms on your website. > **Requirement:** Website module must be installed **To configure a form:** 1. Navigate to the website page where you want the form 2. Add a **Form building block** via the website editor 3. Edit the form configuration: * **Action:** Select "Create a Task" * **Project:** Choose the target project 4. Customize form fields as needed 5. Publish the page When visitors submit the form, a task is automatically created in the selected project with content mapped from form fields. \[Screenshot: Website form with Create Task action] **Form field mapping:** The form builder allows you to map form fields to task properties: * Form field "Name" → Task Title * Form field "Description" → Task Description * Form field "Email" → Customer * Custom fields → Notes or description **💡 Lead Generation:** Create a "Request a Quote" form on your website that generates tasks in your Sales project. Never miss an inquiry. *** ## Task Stages and Statuses Stages and statuses work together to track task progress. ### Task Stages Stages are the columns in your Kanban board representing workflow steps. **Default behavior:** Knowlix doesn't provide pre-set stages. Instead, you create custom stages matching your workflow when setting up a project. **Creating stages:** When you create a new project, you're prompted to add stages immediately: 1. Type a stage name in the **Stage...** field 2. Click **Add** 3. Repeat for all stages 4. Click **See Examples** for inspiration based on common workflows \[Screenshot: Stage creation prompt] **Common stage sequences:** **Software development:** * Backlog → To Do → In Progress → Code Review → Testing → Done **Content creation:** * Ideas → Drafts → Review → Approved → Published **Customer service:** * New → Investigating → Waiting for Customer → Resolved → Closed **Sharing stages across projects:** By default, stages are project-specific. Share stages across projects with similar workflows: 1. Click the **gear icon** next to a stage name 2. Select **Edit** 3. In the **Projects** field, select additional projects that should use this stage 4. Click **Save** \[Screenshot: Stage edit dialog with shared projects] ### Editing and Managing Stages **To modify a stage:** Click the **gear icon** next to the stage name to access: **Fold:** Hide the stage and all its tasks from the Kanban view (temporary, for decluttering) **Edit:** * **Name:** Change the stage title * **SMS/Email Template:** Auto-send notifications when tasks reach this stage * **Folded in Kanban:** Permanently fold the stage * **Projects:** Share the stage with other projects * **Automations:** Create custom triggers (e.g., add followers, create activities, send webhooks) **Delete:** Remove the stage (tasks are not deleted, only the stage) **Archive/Unarchive All:** Bulk archive or unarchive all tasks in the stage \[Screenshot: Stage options menu] ### Task Statuses Task statuses track progress within a stage. Unlike stages, statuses are fixed and cannot be customized. **Available statuses:** **In Progress (default):** Work is ongoing. This is the default state for all tasks. **Changes Requested:** Modifications are needed before proceeding. Could be customer feedback or internal review requests. **Approved:** Task is ready to advance to the next stage. **Canceled:** Task is no longer needed. Closes the task. **Done:** Work completed successfully. Closes the task. \[Screenshot: Task status selector] **Status behavior:** * **Changes Requested** and **Approved** clear when a task moves to a new stage (resets to In Progress) * **Done** and **Canceled** are independent of stages. Tasks with these statuses are closed regardless of which stage they're in * Closed tasks can be reopened by changing the status **💡 Workflow Example:** 1. Developer completes coding (status: Approved) 2. Task moves to Code Review stage (status resets to In Progress) 3. Reviewer requests changes (status: Changes Requested) 4. Developer makes fixes (status: In Progress) 5. Reviewer approves (status: Approved) 6. Task moves to Testing stage (status resets to In Progress) 7. QA marks complete (status: Done) *** ## Recurring Tasks Automate creation of tasks that repeat on a schedule (weekly meetings, monthly reports, etc.). ### Enabling Recurring Tasks **To activate the feature:** 1. Navigate to **Project → Configuration → Settings** 2. Enable **Recurring Tasks** 3. Click **Save** \[Screenshot: Recurring tasks toggle] ### Configuring Recurrence **To make a task recurring:** 1. Open an existing task 2. Click the **repeat icon** next to the **Deadline** field 3. Configure **Repeat Every:** * Frequency (daily, weekly, monthly) * Interval (every 1 week, every 2 weeks, etc.) * End condition (never, after X occurrences, by date) 4. Click **Save** \[Screenshot: Recurrence configuration] ### How Recurrence Works When a recurring task is marked as **Done** or **Canceled**, Knowlix automatically creates the next occurrence. **New task properties:** **Copied from original:** * Name * Description * Project * Assignees * Customer * Tags **Reset:** * Stage (moves to first stage: New or equivalent) * Deadline (updated based on repeat frequency) **Not copied:** * Milestones * Timesheets * Activity feed * Subtasks \[Screenshot: Recurring task indicator on form] **Recurrence indicator:** A smart button shows the total number of recurrences created for the task. ### Managing Recurrence **To edit recurrence settings:** Open the **latest** task in the recurrence chain. Changes apply to future occurrences only, not past tasks. **To stop recurrence:** Open the latest task and click the **Recurrent** button to disable repeating. **💡 Use Cases:** * Weekly team standup tasks * Monthly billing review tasks * Quarterly performance review tasks * Daily backup verification tasks *** ## Sub-Tasks Break large or complex tasks into smaller, manageable pieces. ### When to Use Sub-Tasks Sub-tasks are valuable when: * **Task is too large:** Breaking it into smaller chunks makes progress more visible * **Clear sequence exists:** Work must happen in a specific order * **Multiple assignees needed:** Different people handle different parts * **Cross-project work:** Parts of the task belong in different projects **Terminology:** * **Parent task:** Original task to which sub-tasks are attached * **Child tasks:** Sub-tasks belonging to a parent ### Creating Sub-Tasks **To add sub-tasks:** 1. Open a task (the parent) 2. Click the **Sub-Tasks** tab 3. Click **Add a Line** 4. Enter the **Title** 5. Click the **save icon** to save \[Screenshot: Sub-tasks tab with inline creation] **Inline editing:** Edit sub-task properties directly in the parent's Sub-Tasks tab without opening each sub-task: * Title * Priority * Status * Assignees Click the **sliders icon** to add or remove visible columns. **Parent task changes:** When you add sub-tasks: * A smart button shows total sub-tasks and count of closed sub-tasks * **Allocated Time** displays parent task time plus all sub-task time combined * **Timesheets** tab includes time logged on parent and all sub-tasks \[Screenshot: Parent task with sub-tasks smart button] ### Sub-Task Details Click **View** on a sub-task to open its full form. Sub-task forms are identical to regular tasks, with additions: * **Parent Task smart button:** Navigate back to the parent * **Sub-Tasks tab:** Create nested sub-tasks (sub-tasks can have their own sub-tasks) * **Project field:** Assign to a different project (sub-tasks don't have to be in the same project as the parent) **Cross-project sub-tasks:** Assign a sub-task to a different project to split work across teams while maintaining the parent-child relationship. **Example:** Parent task: "Launch New Website" (in Marketing project) Sub-tasks: * "Design homepage" (in Marketing project) * "Build backend API" (in Engineering project) * "Write content" (in Content project) **💡 Progress Tracking:** The parent task smart button shows completion ratio (e.g., "3/5 sub-tasks done"). Monitor progress without opening the parent. *** ## Task Dependencies Ensure tasks happen in the correct order by defining dependencies between them. ### Enabling Dependencies **To activate task dependencies:** 1. Navigate to **Project → Configuration → Settings** 2. Enable **Task Dependencies** 3. Click **Save** \[Screenshot: Task dependencies toggle] ### Creating Dependencies Link tasks to establish that one must complete before another can begin. **Dependency terminology:** * **Predecessor task:** Must be completed first (blocks other tasks) * **Successor task:** Blocked by predecessor tasks (cannot start until predecessors are done) **Method 1: From the task form** 1. Open the successor task (the one being blocked) 2. Navigate to the **Blocked By** tab 3. Click **Add a Line** 4. Select the predecessor task(s) 5. Click **Save** Click **View** to open any predecessor task from this list. From the predecessor task, click the **Blocked Tasks** smart button to see all tasks waiting on this one. \[Screenshot: Blocked By tab on task form] **Method 2: From Gantt view** 1. Switch to Gantt view 2. Hover over the **predecessor** task 3. Dots appear around the task bar 4. Click and drag a dot to the **successor** task 5. An arrow appears showing the dependency \[Screenshot: Gantt view with dependency arrows] ### How Dependencies Work When you create a dependency: * The successor task automatically gets status **Waiting** * The successor cannot be moved to **In Progress** until the predecessor is marked **Approved**, **Canceled**, or **Done** * The dependency arrow shows visually in Gantt view **Multiple dependencies:** A task can have multiple predecessors. It remains blocked until ALL predecessors are complete. ### Removing Dependencies **From task form:** 1. Open the successor task 2. Go to the **Blocked By** tab 3. Click the **×** button next to the dependency 4. Click **Save** **From Gantt view:** 1. Hover over the dependency arrow 2. A red **×** button appears in the center 3. Click the **×** to remove the dependency \[Screenshot: Remove dependency button on Gantt arrow] **💡 Project Sequencing:** Map out critical paths by linking dependent tasks. Identify bottlenecks and adjust resources to prevent delays. *** ## Project Dashboard Get a comprehensive overview of project status, milestones, profitability, and progress. ### Accessing the Dashboard **Method 1:** 1. Open a project (click the card) 2. Click the **sliders icon** in the top right 3. Select **Dashboard** to add it to the top bar 4. Click **Dashboard** to view **Method 2:** From the Projects list, click **⋮ → Dashboard** on a project card. \[Screenshot: Project dashboard overview] ### Dashboard Sections The dashboard divides into two main areas: **Left side:** Project updates (status snapshots) **Right side:** Detailed metrics: * Totals smart buttons * Milestones * Profitability * Budgets > **Note:** Dashboard content varies based on installed modules. You won't see Timesheets, Planning, or Purchase Orders if those modules aren't installed. ### Smart Buttons Quick stats and navigation links at the top of the dashboard. **Tasks:** Shows completed vs. total tasks (e.g., "12/20") and overall project completion percentage. **Timesheets:** Total hours or days allocated across all timesheets (validated and draft). **Planned:** Hours planned in shifts (from the Planning module). Includes past shifts and unpublished shifts. **Documents:** Count of documents in the project's workspace. **Burndown Chart:** Opens a report showing task completion trends over time. **Timesheets and Planning:** Opens a comparison report of planned vs. actual work hours. **Additional smart buttons:** * Sales Orders * Sales Order Items * Purchase Orders * Invoices * And more (depending on linked records) \[Screenshot: Dashboard smart buttons] **Using smart buttons:** Click any button to open the related records and take action: * Click **Timesheets** to validate time entries * Click **Documents** to upload or approve files * Click **Sales Orders** to create invoices ### Milestones Visual checklist of major project goals. > **Requirement:** Milestones must be enabled in **Project → Configuration → Settings** **Creating milestones:** 1. From the dashboard, click **Add Milestone** 2. Enter milestone details: * Title * Deadline * Tasks linked to the milestone (optional) 3. Click **Save** **Managing milestones:** * Click a milestone to edit it * Check the checkbox to mark it as reached * Click the trash icon to delete it **Milestone status colors:** * **Red:** Past deadline * **Green:** Ready to mark as reached (all linked tasks are done/canceled) * **Gray:** In progress \[Screenshot: Milestones section on dashboard] **💡 Milestone-Based Billing:** Link milestones to sales orders for milestone-based invoicing. Bill customers when major project phases complete. ### Profitability Financial breakdown showing project costs vs. revenues. > **Requirement:** Only displayed for billable projects The profitability section tracks: **Revenues:** * Timesheets (by invoicing policy: prepaid, based on timesheets, based on milestones) * Materials (products sold via sales orders) * Customer invoices * Subscriptions * Down payments * Reinvoiced expenses **Costs:** * Timesheets (employee hourly costs) * Purchase orders * Materials (inventory cost of delivered products) * Expenses * Vendor bills * Manufacturing orders * Other analytic account costs \[Screenshot: Profitability breakdown] **Amount columns:** * **Expected:** Based on existing orders * **To Invoice/To Bill:** Work delivered, not yet invoiced * **Invoiced/Billed:** Confirmed invoices and bills Click the arrow icon on any line to see detailed breakdowns. > **Important:** For records to appear in profitability, they must be linked to both the project AND its analytic account. ### Budgets Track project budgets if configured in the Accounting module. > **Requirement:** Budgets feature must be enabled in Accounting **Adding a budget:** From the dashboard, click **Add Budget** to create a new budget and link it to the project. **Budget details:** * Total budget amount * Spent to date * Remaining budget * Budget vs. actual variance \[Screenshot: Budget section on dashboard] *** ## Project Updates Create periodic status snapshots to track project health over time. ### Creating Project Updates **To create an update:** 1. Navigate to the project dashboard 2. Click **New** 3. Complete the update form: **Status:** * **On Track:** Project proceeding as planned * **At Risk:** Potential issues identified * **Off Track:** Significant problems or delays * **On Hold:** Project paused * **Done:** Project completed **Progress:** Manually enter completion percentage. **Date and Author:** Auto-filled with current date and the user creating the update. **Description:** Rich-text field for notes. May be pre-filled with current profitability, budget, and milestone data depending on project configuration. 4. Click **Save** \[Screenshot: Project update form] ### Status Indicators on Cards Once you save an update, the project's Kanban card displays a colored status dot: * **Green:** On Track * **Yellow:** At Risk * **Red:** Off Track * **Gray:** On Hold * **Blue:** Done Project managers can quickly identify which projects need attention. \[Screenshot: Project cards with status dots] **💡 Status Meeting Workflow:** Create project updates during weekly or monthly status meetings. Compare updates over time to identify trends in project health. *** ## Best Practices ### Create Realistic Project Structures Don't create a project for every tiny task. Projects should represent cohesive bodies of work that benefit from dedicated tracking. ### Use Descriptive Stage Names Name stages to reflect your actual workflow, not generic labels. "Awaiting Customer Approval" is better than "Review." ### Leverage Task Dependencies Strategically Don't over-use dependencies. Only link tasks with genuine ordering requirements. Too many dependencies create rigidity. ### Set Milestones Early Define project milestones during planning. They provide checkpoints for celebrating progress and course-correcting. ### Keep Project Updates Regular Schedule update creation (weekly or bi-weekly). Sporadic updates lose value for trend analysis. ### Share Projects with Clients Thoughtfully Public visibility improves transparency but consider whether customers should see all internal tasks or only customer-facing work. ### Use Recurring Tasks for Predictable Work Automate routine tasks like status reports, backups, or review cycles. Reduce manual task creation overhead. ### Break Large Tasks into Sub-Tasks If a task takes more than a week, split it. Sub-tasks improve progress visibility and make work feel less overwhelming. ### Tag Strategically Create a tag taxonomy. Too many overlapping tags dilute their value. Examples: Priority tags, Type tags, Department tags. ### Review Profitability Regularly For billable projects, check profitability weekly. Catch under-billing or budget overruns before they become problematic. *** ## Related Documentation * [Timesheets](Timesheets.md) - Track time on project tasks * [Planning](Planning.md) - Schedule resources for projects * [Field Service](Field_service.md) - Link onsite work to projects * [Sales Orders](../03_Sales/Sales_Orders.md) - Bill customers for project work * [Invoicing](../02_Finance/Invoicing.md) - Invoice project deliverables * [Helpdesk](Helpdesk.md) - Create project tasks from support tickets *** ## Need Help? **Ask Your Knowlix:** * "Create a project called Mobile App Development" * "Show me all tasks assigned to Sarah across all projects" * "What's the profitability of the Website Redesign project?" * "Add a milestone called Beta Launch due next month" * "Create a recurring weekly standup task" * "Mark all tasks in the Testing stage as Approved" **Contact Support:** For questions about project configuration, profitability tracking, task dependencies, or advanced workflows, contact Knowlix support through the Help menu. # Timesheets Source: https://docs.knowlix.ai/services/timesheets Time tracking in Knowlix enables your organization to monitor billable hours, measure employee productivity, and streamline project accounting. The system automatically captures work hours across projects and tasks, supports billing rate targets, and integrates with time-off management to provide a complete picture of resource allocation. Beyond basic time logging, Knowlix offers performance-based leaderboards, personalized billing targets, and automated timesheet generation from approved leave requests. These features help teams stay productive while maintaining accurate billing records. **💡 Pro Tip:** Ask Your Knowlix to log time for you: *"Add 3 hours to Project Alpha for today"* or *"Show me my billable hours this month"* *** ## Configuring Billing Rate Targets Billing rate targets help managers track how much of each employee's time should be allocated to billable client work versus internal projects. Setting these targets enables performance monitoring and ensures your team maintains profitability goals. ### Enabling Billing Indicators **To activate billing rate tracking:** 1. Navigate to **Time Tracking → Settings** 2. Enable **Billing Rate Indicators** 3. Click **Save** Once enabled, all users can view their billing performance directly in their timesheet views. \[Screenshot: Billing Rate Indicators setting toggle] ### Setting Employee Targets Each employee can have a personalized monthly billing target based on their role and responsibilities. **To configure individual targets:** 1. From the Time Tracking settings page, click **Configure Employee Targets** 2. Select the employee record you want to edit 3. Open the **Settings** tab 4. Enter the **Monthly Billing Target** in hours or days (depending on your encoding preference) 5. Click **Save** **Alternative method:** You can also set billing targets directly from the **Employees** module. Open any employee record, navigate to their settings, and configure the billing time target. **💡 Your Knowlix Alternative:** *"Set John's billing target to 120 hours per month"* \[Screenshot: Employee billing target configuration] ### Understanding Billing Targets **What are billing targets?** Billing targets represent the amount of time an employee should spend on client-billable work each month. For example, if an employee works 160 hours per month and their billing target is 120 hours, this means 75% of their time should be allocated to billable projects. **Common target scenarios:** * **Client-facing consultants:** 80-90% billable time * **Project managers:** 50-70% billable time * **Internal support staff:** 10-30% billable time *** ## Using Billing Rate Indicators Once billing targets are configured, Knowlix displays real-time performance indicators throughout the timesheet interface. ### Viewing Your Performance Billing indicators appear in the upper right corner of your **My Timesheets** view, visible in Kanban, grid, and list layouts. **Indicator format:** ``` [Billable Hours Logged] / [Monthly Target] [Percentage Achievement] ``` **Color coding:** * **Green:** Target met or exceeded * **Red:** Falling below target * **Yellow:** Approaching target (80-99%) Below the billing indicator, you'll also see your total monthly hours logged (including both billable and non-billable time). \[Screenshot: Billing rate indicator in timesheet view] **💡 Quick Check:** Ask Your Knowlix: *"Am I meeting my billing target this month?"* ### Interpreting the Data **Example scenario:** If you see **85 / 120 hours (71%)** in red text, this means: * You've logged 85 billable hours so far this month * Your target is 120 hours * You're at 71% of your goal * The red color indicates you're below target **Using this information:** * **Early in the month:** Red indicators are normal; focus on trending upward * **Mid-month:** Aim for 50% or higher completion * **End of month:** Target should be green (100%+) *** ## Billing Rate Leaderboard The billing leaderboard adds a gamification element to time tracking by showcasing top performers and encouraging healthy competition. ### Activating the Leaderboard The leaderboard feature requires billing rate indicators to be enabled first. **To enable leaderboards:** 1. Navigate to **Time Tracking → Settings** 2. Ensure **Billing Rate Indicators** is enabled 3. Enable **Billing Rate Leaderboard** 4. Click **Save** \[Screenshot: Leaderboard activation toggle] ### Viewing Leaderboard Rankings Once activated, the leaderboard appears in the upper right corner of your **My Timesheets** view, adjacent to your personal billing indicators. **Leaderboard displays:** * **Top 3 Performers:** Employees with the highest billing rate percentage * **Your Performance:** Your current logged time and target * **Your Total Time:** All hours logged (billable + non-billable) \[Screenshot: Leaderboard display with top performers] ### Leaderboard Views **Switching between leaderboards:** Click the leaderboard area to expand the full view. Use the dropdown menu in the upper left to toggle between: **Billing Rate Leaderboard:** Ranks employees by percentage of their billing target achieved. This highlights who is most effectively meeting their billable hour goals. **Total Time Leaderboard:** Ranks employees by total hours logged across all projects (billable and internal). This shows who is logging the most overall work time. \[Screenshot: Expanded leaderboard with view selector] **💡 Manager Insight:** Ask Your Knowlix: *"Show me the billing leaderboard for the sales team"* *** ## Leaderboard Motivational Tips Daily motivational messages appear alongside leaderboard data to encourage productivity and maintain team morale. ### How Tips Work Tips are randomly selected each day and displayed on the right side of the leaderboard. These can include productivity advice, motivational quotes, or reminders about company policies. \[Screenshot: Leaderboard with motivational tip] ### Managing Tips You can create custom tips tailored to your organization's culture and values. **To add or edit tips:** 1. Navigate to **Time Tracking → Configuration → Tips** 2. Click **New** to create a tip 3. Enter your motivational message 4. Click **Save** **To edit existing tips:** Double-click any tip text to modify it inline. **Tip examples:** * "Remember to log your time daily for accurate billing" * "Great work this week! Keep the momentum going" * "Time tracking helps us plan future projects effectively" * "Aim for at least 1 hour of focused work before checking email" **💡 Best Practice:** Rotate tips regularly to keep content fresh. Archive outdated tips rather than deleting them, so you can reactivate them later. *** ## Time Off Integration Knowlix automatically generates timesheet entries when employees take approved time off. This eliminates manual entry and ensures timesheets accurately reflect actual availability. ### Configuring Time Off Logging **To enable automatic timesheet creation for time off:** 1. Navigate to **Time Tracking → Settings** 2. Scroll to the **Time Off** section 3. Enable the **Time Off Integration** checkbox 4. Click **Save** Once enabled, two configuration fields appear: **Project:** Select the project where time off should be logged. The default is typically "Internal" or "Company Overhead." **Task:** Select the task under which time off entries will be created. The default is usually "Time Off" or "Leave." You can modify these defaults using the dropdown menus to match your organizational structure. \[Screenshot: Time off integration settings] **💡 Customization Tip:** Create separate tasks for different leave types (Vacation, Sick Leave, Personal Day) for more detailed reporting. ### How Time Off Syncs to Timesheets When an employee requests time off through the Time Off module, the integration works as follows: **Instant logging:** If the time off type does not require approval, the timesheet entry is created immediately upon request submission. **Post-approval logging:** If the time off type requires manager approval, the timesheet entry is created only after the request is approved. **Entry details:** The timesheet entry includes: * Date(s) of time off * Number of hours/days * Project and task (as configured in settings) * Reference to the original time off request \[Screenshot: Timesheet showing time off entry] ### Viewing Time Off Entries **To see time off in your timesheets:** 1. Open the **Time Tracking** module 2. Navigate to the relevant time period 3. Time off appears in the configured project/task columns **To view entry details:** Hover over any time off entry and click the magnifying glass icon that appears. A popup displays: * Time off type * Approval status * Request date * Approver (if applicable) * Notes \[Screenshot: Time off entry detail popup] **💡 Your Knowlix Query:** *"Show me all time off entries for this month"* or *"Did my vacation request create a timesheet entry?"* ### Time Off Approval Requirements Not all time off types require managerial approval. This depends on your company's time off policies. **To check approval requirements:** 1. Navigate to **Time Off → Configuration → Time Off Types** 2. Open the time off type you want to check 3. Review the **Approvals** section If approval is required, you'll see the approval workflow configuration. If not, requests are auto-approved and immediately logged to timesheets. \[Screenshot: Time off type approval settings] ### Example Workflow **Scenario:** Sarah is attending internal training from December 15-19, 2025. She logs her time in the Time Tracking module under the "Internal" project with a task labeled "Training." On December 19, Sarah becomes ill and needs to take a sick day. She submits a time off request for December 19 using the "Sick Leave" time off type. **Result:** Since "Sick Leave" is configured to not require approval, Sarah's request is automatically approved. Knowlix immediately creates a timesheet entry for December 19 under the "Internal" project and "Time Off" task. Sarah's timesheet now shows: * December 15-18: Training (manually logged) * December 19: Time Off (automatically logged from sick leave request) This ensures her timesheet accurately reflects her work and absence without requiring duplicate data entry. \[Screenshot: Combined timesheet view with training and time off entries] *** ## Best Practices ### Set Realistic Billing Targets Don't set targets at 100% of available hours. Account for meetings, administrative work, professional development, and downtime. A typical target is 60-80% of total working hours. ### Review Targets Quarterly Employee roles and responsibilities change over time. Review billing targets each quarter and adjust based on actual performance and evolving job functions. ### Use Leaderboards Constructively Leaderboards work best when used to celebrate success rather than punish underperformance. Recognize top performers publicly, but address below-target performance privately. ### Log Time Daily Encourage employees to log time daily rather than weekly. Daily logging improves accuracy and prevents forgotten tasks. ### Categorize Projects Clearly Maintain a clear distinction between billable and non-billable projects. This ensures billing indicators and leaderboards accurately reflect performance. ### Customize Motivational Tips Generic tips lose impact over time. Create tips specific to your organization's culture, current initiatives, and team dynamics. ### Audit Time Off Integration Periodically review time off entries to ensure they're logging to the correct project and task. Misconfigurations can skew billing reports. ### Train Employees on Indicators Ensure all team members understand how billing indicators are calculated and what the targets mean. Clear understanding prevents confusion and anxiety. *** ## Related Documentation * [Project Management](Project.md) - Manage projects with time tracking * [Leave Management](../06_Human_Resources/Leave_Management.md) - Request and approve time off * [Billing and Invoicing](../02_Finance/Invoicing.md) - Invoice based on logged hours * [Reporting](../01_Essentials/Reporting.md) - Create time tracking reports *** ## Need Help? **Ask Your Knowlix:** * "Log 5 hours to Project Alpha for today" * "What's my billing rate for this month?" * "Show me the top performers on the billing leaderboard" * "Create a timesheet entry for yesterday's meeting" * "How many hours have I logged this week?" **Contact Support:** For questions about billing rate calculations, timesheet integration issues, or leaderboard configuration, contact Knowlix support through the Help menu. # AI Factory Source: https://docs.knowlix.ai/supply-chain/ai-factory Revolutionize manufacturing operations with AI-automated production orders, Bill of Materials creation, and sales order generation Knowlix AI Factory revolutionizes manufacturing operations by automating production orders, Bill of Materials creation, and sales order generation through natural language commands. Skip complex ERP menus and create complete manufacturing workflows in seconds. The AI Factory module provides: * **AI Manufacturing Orders:** Generate production orders instantly with chat commands * **Automated BoM Creation:** AI automatically creates Bills of Materials based on context * **Smart Product Recognition:** Identifies components and materials from simple descriptions * **Sales Order Integration:** Seamlessly converts manufacturing orders to sales orders * **Contact Management:** Auto-creates new customers and products as needed * **Real-Time Workflow:** Complete manufacturing-to-sales pipeline in one conversation *** ## 1. Access the Manufacturing Module The manufacturing dashboard provides a clear overview of your production pipeline with integrated AI assistance. Manufacturing Dashboard * Navigate to **Manufacturing** → **Manufacturing Orders** * The main view displays your production orders with columns for Reference, Start Date, Product, Status, and Quantity * On the left side, the Knowlix AI assistant awaits your commands with "What can I help with?" * Instead of clicking through multiple menus to create orders manually, simply describe what you need in natural language *** ## 2. Create Manufacturing Order with AI Use natural language to instantly generate complex manufacturing orders. AI Order Creation **Step 1: Enter Your Request** Type your manufacturing request in the AI chat. For example: *"Please create an extra manufacturing order for my new client Felix. He bought a computer for 3000 USD."* **Step 2: AI Processing** The AI understands your request and automatically: * Creates Manufacturing Order **WH/MO/00001** in **Draft** status * Identifies the main product: **Chip Model AZ-11** * Generates a Bill of Materials (BoM) including **Dell Monitor** component * Sets scheduled date and assigns to responsible personnel (**Francesco Wiedemann**) * Calculates quantities: **1.00** unit to produce with **5.00** component quantity The order is ready for review before confirmation. *** ## 3. Product and Component Management AI intelligently recognizes products or creates new ones when needed. Product Overview * Access **Operations** → **Products** dropdown to view all available items * Choose from **Manufacturing Orders**, **Unbuild Orders**, or **Scrap** workflows * The system displays existing products like **Chip Model AZ-11**, **Dell Monitor**, and **Rayban Sunglasses** with their prices and stock levels * When you mention a product that doesn't exist, AI automatically creates it in the system *** ## 4. Automated Sales Order Conversion AI seamlessly converts manufacturing orders into confirmed sales orders. Sales Order Success **AI Confirmation:** After processing, the AI provides detailed feedback: * **Sales Order Created Successfully!** * Order number: **S00007** * Customer: **Felix Kothe** * Product: **Computer** * Price: **\$3,000** **What AI Did:** * **Found Felix Kothe** in your contacts (ID: 11) * **Created a "Computer" product** with sales price of \$3,000 * **Generated Manufacturing Order** with "1 Computer" for Felix * **Created the order in Draft status**, ready for review **Sales Order View:** The main screen now shows Sales Order **S00007** with: * Customer details and delivery address * Product line: **Computer** at **3,000.00 €** (quantity: 1.00) * Product description: "High-performance computer system" * Status: **Quotation** (ready to confirm) **Next Steps:** You can now: * Review and confirm the order * Send the quotation to Felix * Process the delivery once confirmed The entire workflow from manufacturing request to sales order happens in one AI conversation, eliminating manual data entry and reducing errors. *** ## More Information Production orders and factory operations Equipment maintenance and preventive maintenance Product lifecycle management Product repair and maintenance tracking Quality control and compliance management Company vehicle fleet management Onsite service management and field operations AI assistant tips for the Supply Chain module # AI Inventory Source: https://docs.knowlix.ai/supply-chain/ai-inventory Stock and inventory tracking with automated reordering, demand forecasting, and multi-location management Inventory Dashboard The Inventory Dashboard serves as the central control tower for your supply chain, giving you immediate visibility into the movement of goods. It automatically links with **Sales** (for outgoing deliveries) and **Purchases** (for incoming receipts), so you never have to enter data twice. ### 1. Inventory Dashboard Overview The dashboard is organized into clear cards representing different operation types, providing instant access to critical supply chain functions. **Operational Cards:** * **Receipts (Incoming):** This card tracks goods coming into your warehouse from suppliers. Clicking **"Open"** allows you to process new stock arrivals generated from your Purchase Orders. * **Delivery Orders (Outgoing):** This card manages shipments to customers. It highlights pending work, such as the **"1 To Deliver"** button, which takes you directly to orders ready for shipping. **Actionable Alerts:** The system uses visual cues to help you prioritize daily tasks: * **Status Indicators:** On the Delivery card, you can instantly see that there is **1 Late** order and **1 Operation** pending. * **Visual Warning:** The red bar graph provides a quick visual warning of bottlenecks or overdue tasks, ensuring you can react before a customer complains. **AI Shortcut:** You can ask the Assistant: *"Show me all late deliveries"* or *"What stock is arriving today?"* to filter these operations instantly without clicking through menus. ### 2. Managing Outgoing Deliveries Delivery Orders Clicking on the "To Deliver" card opens the detailed **Delivery Orders** list. This view acts as a work queue for your warehouse team, showing exactly what needs to be packed and shipped to customers. **Seamless Integration:** * **Automated Creation:** The **Source Document** column displays references like `S00003`, confirming that the delivery order was automatically generated from the Sales Order created earlier. You do not need to manually tell the warehouse what to ship; the Sales module does it for you. **Status & Prioritization:** * **Ready to Ship:** The **Status** badge is marked as **Ready** (in teal). This indicates that the items are currently in stock, reserved for this specific order, and can be processed immediately. * **Urgency Alerts:** The system visually flags issues. The **Scheduled Date** shows overdue shipments in red text (e.g., **"7 days ago"**), instantly alerting the warehouse manager that this shipment requires priority handling. Shipment Status ### 3. AI-Powered Inventory Replenishment Knowlix eliminates the need to navigate through empty lists or search for "Create" buttons. You can initiate inventory workflows directly through the chat interface, even when starting with a blank slate. **Example Command:** *"Can you create a purchase order for the rayban? The price is 5000 euro"* **How it works:** * **Intent Recognition:** The AI understands that the goal is inventory replenishment through a **Purchase Order**. * **Data Extraction:** It pulls specific details from your natural language input—**Product:** "Rayban" and **Price:** "5000 euro"—to pre-fill the document automatically. Inventory Replenishment ### 4. Automated Resource Creation When you issue a command like *"Order Rayban"*, Knowlix does not stop if the data is missing. Instead, it intelligently generates the required records in the background to ensure the workflow proceeds without interruption. **Smart Execution Details:** * **New Vendor Creation:** The system recognized that "Rayban" was not in your contact list and automatically created a new vendor profile for them. * **Product Generation:** Similarly, it identified "Rayban Sunglasses" as a new item and instantly created a product record with the specified price (**5,000.00 €**). * **Financial Accuracy:** The AI automatically applied the standard tax rate (15%), calculating the final total of **5,750.00 €** without requiring manual math. **Result:** The system displays the fully populated **Request for Quotation (P00002)**. It is not just a draft text; it is a functional database record ready to be sent or confirmed with a single click. Purchase Order Details ### 5. Real-Time Stock Tracking The Inventory module provides real-time visibility into stock levels, ensuring you never run out of critical items. **Key Features:** * **Live Stock Updates:** As goods are received or shipped, stock levels update automatically across all connected modules. * **Low Stock Alerts:** The system can notify you when inventory falls below defined thresholds. * **Multi-Location Support:** Track inventory across multiple warehouses or storage locations. ### 6. Integration with Sales & Purchases The Inventory module seamlessly integrates with other Knowlix applications: * **Automatic Reservations:** When a Sales Order is confirmed, inventory is automatically reserved for that order. * **Receipt Processing:** Purchase Orders automatically generate receipt operations for incoming stock. * **Data Synchronization:** No need to manually update inventory; the system handles it automatically based on your sales and purchase activities. *** ## More Information Stock tracking and warehouse management Barcode scanning and inventory control Quality control and compliance management # AI Purchase Source: https://docs.knowlix.ai/supply-chain/ai-purchase Streamline your entire buying process from RFQs to purchase orders with AI-powered procurement The Knowlix Purchase module streamlines your entire buying process, from sending Requests for Quotation (RFQs) to suppliers to confirming purchase orders. It provides a clear command center to track spending, monitor supplier performance, and ensure you never run out of stock. Purchase Dashboard ### 1. Procurement Dashboard The main dashboard gives you an instant snapshot of your purchasing health without needing to run complex reports. **Status Tracking:** The top banner categorizes all your RFQs into actionable buckets: * **To Send:** Drafts waiting to be dispatched to suppliers * **Waiting:** RFQs sent to suppliers awaiting response * **Late:** Overdue requests requiring immediate attention **Key Metrics:** You can monitor vital performance indicators in real-time: * **Average Order Value:** Track spending patterns * **Purchased Last 7 Days:** Recent procurement activity * **Lead Time to Purchase:** How long it takes to get goods ### 2. Workflow: RFQ to Purchase Order The module is built around the "Request for Quotation" (RFQ) process: 1. **Create RFQ:** You start by creating a request listing the products you need. 2. **Send to Supplier:** This document is sent to vendors to get their best prices. 3. **Confirm Order:** Once you agree on the price, the RFQ is converted into a confirmed **Purchase Order**, signaling the supplier to ship the goods. RFQ Workflow ### 3. AI-Assisted Buying Instead of manually filling out supplier forms, you can use the **Knowlix Assistant** on the left. **Example Command:** *"Create an RFQ for 20 Dell Monitors from Azure Interior and send it by email."* **Result:** The AI identifies the vendor, adds the products, and drafts the document instantly. ### 4. AI-Driven Purchase Order Creation Knowlix eliminates the need to navigate through empty lists or search for "Create" buttons. You can initiate a purchase workflow directly through the chat interface, even when starting with a blank slate. **Command Example:** *"Can you create a purchase order for the rayban? The price is 5000 euro"* **How it works:** * **Intent Recognition:** The AI understands that the goal is a **Purchase Order** (not a sales quote or project task). * **Data Extraction:** It pulls specific details from your natural language input—**Product:** "Rayban" and **Price:** "5000 euro"—to pre-fill the document automatically. ### 5. Automated Resource Creation When you issue a command like *"Order Rayban"*, Knowlix does not stop if the data is missing. Instead, it intelligently generates the required records in the background to ensure the workflow proceeds without interruption. **Smart Execution Details:** * **New Vendor Creation:** The system recognized that "Rayban" was not in your contact list and automatically created a new vendor profile for them. * **Product Generation:** Similarly, it identified "Rayban Sunglasses" as a new item and instantly created a product record with the specified price (**5,000.00 €**). * **Financial Accuracy:** The AI automatically applied the standard tax rate (15%), calculating the final total of **5,750.00 €** without requiring manual math. ### 6. Real-Time Tracking & Prioritization Purchase Tracking Once your Purchase Order is saved, the Purchase Dashboard updates instantly to reflect the new status. This view acts as your daily "To-Do List," helping you prioritize urgent tasks without digging through files. **Live Dashboard Updates:** * **Actionable Counters:** The top banner flags items like **1 To Send** and **1 Late**. This immediate feedback ensures no draft is forgotten and helps you spot bottlenecks instantly. * **Financial Visibility:** The list view displays the confirmed value, allowing you to track committed spend against your budget at a glance. **Smart Alerts:** * **Deadline Highlighting:** The system visually prioritizes your work. The **Order Deadline** is marked in yellow (e.g., **"Today"**), signaling that this action requires immediate attention to ensure on-time delivery. ### 7. Draft Review & Customization While the Assistant accelerates the process by drafting the Request for Quotation (RFQ), Knowlix ensures you retain full control over the final details before anything is sent to a vendor. **Manual Override & Editing:** The generated document opens in an editable view, allowing you to fine-tune the data based on real-time negotiations or budget adjustments. * **Price Adjustment:** You can manually click into the **Unit Price** column to update costs. * **Quantity & Terms:** You can easily adjust the quantity or modify the **Order Deadline** to match your project timeline. Draft Review **Finalizing the Order:** Once the details are verified: * **Send by Email:** Dispatch the RFQ to the vendor immediately. * **Confirm Order:** Click this button to convert the draft RFQ into a binding Purchase Order, officially triggering the procurement workflow. *** ## More Information Supplier orders and procurement management AI assistant tips for the Supply Chain module # Barcode Source: https://docs.knowlix.ai/supply-chain/barcode Knowlix Barcode connects physical scanning devices to warehouse operations, letting teams process receipts, deliveries, internal transfers, and inventory counts by scanning rather than typing. Assign barcodes to products, locations, and packaging, then use a compatible scanner or the Knowlix mobile app to validate transactions from the warehouse floor in real time. **Key features:** * Product and location barcode assignment with bulk configuration * Barcode Lookup integration for automatic product creation from standard retail barcodes * Support for EAN-13, UPC-A, GS1, and custom barcode formats * Inventory counts with scanner-based adjustments * Receipt and delivery processing via barcode scanning * Lot and serial number scanning with mandatory or optional enforcement * RFID support using Zebra RFD40 scanners * Batch, wave, and cluster transfer processing * Operation type barcodes for triggering warehouse actions without touching a screen *** ## Setup ### Enabling Barcode Scanning Navigate to **Inventory > Configuration > Settings** and scroll to the Barcode section. Tick the **Barcode Scanner** checkbox and click **Save**. After saving, a **Barcode Nomenclature** dropdown appears. Choose between: * **Default Nomenclature** - uses EAN and UPC encoding * **Default GS1 Nomenclature** - uses GS1 application identifier encoding for supply chain workflows \[Screenshot: Barcode section in Inventory settings showing nomenclature options] Once enabled, access the Barcode module from the main menu. The first time you open it, a welcome screen offers links to print demo barcodes and command sheets for testing. ### Scanner Types Three hardware categories work with Knowlix Barcode: * **USB scanners** - plug into a computer at a fixed workstation; suitable for checkout points and receiving desks * **Bluetooth scanners** - pair with a phone or tablet, enabling mobile scanning throughout the warehouse * **Mobile computer scanners** - standalone Android or Windows devices with built-in scanners; Android devices with Chrome or Windows devices with Edge are supported For USB scanners, confirm that the scanner's keyboard layout matches the computer's operating system layout. For mobile computers, test compatibility before deploying at scale. \[Screenshot: Barcode scanner connected to a warehouse workstation] ### Keyboard Layout and Carriage Return USB barcode scanners must be configured to output characters matching the computer's keyboard layout. For example, if the workstation uses a Belgian keyboard, the scanner should be set to output Belgian keystrokes. Knowlix has a 100-millisecond delay between scans to prevent duplicate reads. Configure the scanner to append a carriage return (the equivalent of pressing Enter) after each scan. This signals the end of the barcode input and allows the next scan to proceed. For Zebra scanners, the carriage return is typically enabled by scanning a specific code in the user manual labeled "CR suffix ON" or "Apply Enter for suffix." *** ## Device Configuration ### Zebra TC21 / TC26 The Zebra TC21 and TC26 are recommended Android scanners for warehouse use. 1. On the Zebra home screen, open the **DataWedge** app 2. Select your profile on the DataWedge Profiles page (create a new personal profile rather than using DWDemo; add the Knowlix Mobile app and Google Chrome to the profile's Associated Apps) 3. Scroll to **Keyboard Output** and ensure **Enable/disable keystroke output** is set to **Enabled** 4. Go back to the profile, open **Keystroke output**, then **Key event options** 5. Under **Characters**, check the **Send Characters as Events** option Without "Send Characters as Events" enabled, Knowlix cannot interpret scanned barcodes. Perform a test scan after configuration. ### MUNBYN Android Devices 1. From the home screen, tap **AppSettings** 2. In the **Process mode** section, select **Keyboard input** If the scanner beeps on a scan but no data appears in Knowlix: 1. Open the **Scanner App** on the device 2. Go to **Settings > Output Mode** 3. Select **Keyboard Mode** and tap **OK** 4. Tap the input field in Knowlix before scanning again ### Datalogic Android Devices 1. Go to **Settings > System > Scanner Settings** 2. Select **Wedge** 3. Under **Keyboard wedge**, enable **Enable keyboard wedge** 4. Find **Keyboard wedge input mode** and change it from **Text injection** to **Key pressure** ### Honeywell Mobile Computers 1. From the home screen, open the gear icon for **Settings** 2. Go to **Honeywell Settings > Scanning > Internal Scanner > Default Profile** 3. Select **Data Processing Settings** 4. Change **Wedge Method** from Standard to **Keyboard** ### Cipherlab Mobile Computers 1. Open the **ReaderConfig** app from the App Drawer 2. Select or create a profile 3. Go to **General Settings > Data Output > Keyboard Emulation** 4. Change **Input Method** from Default Mode to **KeyEvent** ### NETUM Screenless Scanners By default, NETUM scanners are configured for French keyboard output. To use a Belgian keyboard layout, scan the Belgian keyboard configuration code from the NETUM user manual. *** ## Product and Location Barcodes ### Setting Product Barcodes Barcodes can be assigned to products in three ways: **From the product form:** Navigate to **Inventory > Products > Products**, open a product, and enter the barcode in the **Barcode** field on the General Information tab. Use a connected scanner or type the value manually. When working with product variants, assign barcodes to individual variants rather than the product template to ensure scanning retrieves the correct variant. **From Inventory Settings:** Navigate to **Inventory > Configuration > Settings**, scroll to Barcode, and click **Configure Product Barcodes**. This opens a list view of all products where barcodes can be entered in bulk. Use the filter to find products with no barcode set. **From the Barcode app:** Scan a product barcode during a receipt operation. If the product is not in the system, a prompt appears to create a new product using the Barcode Lookup database. \[Screenshot: Product barcode list view in Inventory settings] ### Barcode Lookup Barcode Lookup automatically creates product records from standard retail barcodes (UPC, EAN, ISBN) by fetching product name, description, images, category, weight, and attributes from an online database. For cloud-hosted Knowlix systems, Barcode Lookup works without additional configuration. For self-hosted deployments: 1. Visit the Barcode Lookup website and sign up for an API key 2. Choose a plan based on expected scan volume 3. Copy the API key 4. In Knowlix, go to **Settings > Integrations > Barcode Database** and paste the key To use Barcode Lookup, open a receipt in the Barcode app and scan a product that does not yet exist in the system. When the "product does not exist" message appears, tap **Create New Product**. The system fetches data from Barcode Lookup and creates the product automatically. ### Location Barcodes Barcodes are automatically assigned to warehouse locations when the **Storage Locations** feature is enabled at **Inventory > Configuration > Settings**. To print location barcodes, navigate to **Inventory > Configuration > Settings**, scroll to the Warehouse section, and click **Locations**. Tick the locations to print and click **Print** to download a PDF of barcode labels. \[Screenshot: Location barcode printing selection in Inventory settings] *** ## Operation Types and Commands Operation type barcodes allow warehouse staff to trigger specific inventory workflows by scanning a printed barcode rather than navigating through menus. ### Available Operation Barcodes | Barcode | Action | | -------------------------- | ------------------------------------------------------------------------- | | WHIN (Receipts) | Creates a new receipt operation | | WHOUT (Delivery Orders) | Opens scheduled delivery orders | | WHMANUF (Manufacturing) | Creates a new manufacturing order | | WHINT (Internal Transfers) | Creates a new internal transfer (requires Storage Locations) | | WHPICK (Pick) | Creates a picking operation (requires Multi-Step Routes with a pick step) | **Important:** Scanning the WHIN barcode always creates a brand new receipt. To process an existing scheduled receipt, print and scan the picking barcode for that specific receipt instead. ### Available Command Barcodes | Barcode | Function | | ----------------------- | --------------------------------------------------------------------- | | MAIN MENU | Returns to the main menu from any operation | | VALIDATE | Confirms an operation is complete and submits it | | CANCEL | Cancels the current operation | | PRINT PICKING OPERATION | Generates a PDF barcode for the current operation reference | | PRINT DELIVERY SLIP | Prints the delivery or purchase order document | | PUT IN PACK | Groups all scanned products into a package | | SCRAP | Marks a scanned product as defective and routes it to scrap inventory | ### Printing Operation and Command Barcodes **On first opening Barcode:** The welcome screen includes a link to print all operation and command barcodes. Click it to download the PDF. **From Inventory Settings:** Navigate to **Inventory > Configuration > Settings**, scroll to the Barcode section, and click **Print barcode commands and operation types**. **Individual operation barcodes:** Go to **Inventory > Configuration > Operation Types**, select one or more operation types using the checkboxes, and click **Print > Operation type (PDF)** or **Operation type (ZPL)** for ZPL-compatible printers. **From the Barcode app:** Open an operation, then scan the PRINT PICKING OPERATION barcode or tap the gear icon and select **Print Picking Operation**. *** ## Inventory Counts with Barcodes Barcode-based inventory counting lets warehouse teams walk storage locations and scan products rather than entering adjustments manually. ### Assigning Count Tasks Managers can pre-assign count tasks to employees. Navigate to **Inventory > Operations > Physical Inventory**, select products and locations to count, and assign a user to each line. When employees open the Barcode app, a count badge on the **Inventory Count** button shows how many products are waiting to be counted. ### Performing a Count 1. Open the **Barcode** app and tap **Inventory Count** 2. Walk to the designated storage area and scan the location barcode 3. Scan each product barcode in that location to register it 4. Tap the edit icon to manually adjust quantities if needed; the keypad also provides +1 and -1 buttons for fine adjustments 5. After covering all products, tap **Apply** (or scan the VALIDATE command barcode) to submit the count \[Screenshot: Barcode inventory count screen with location and product list] If Storage Locations is not enabled, skip the location scan and go directly to scanning products. ### Count Entire Locations To have the system assign all products within a location to a count when the location barcode is scanned, enable **Count Entire Locations** at **Inventory > Configuration > Settings** under the Barcode section. This requires the Storage Locations feature to be active. ### Hiding Expected Quantities By default, the current system quantity is shown during a count, which can cause employees to match the displayed number instead of counting independently. To hide this figure, navigate to **Inventory > Configuration > Settings** and clear the **Show Quantity to Count** checkbox. ### Adding Products Manually During a Count When a product barcode is not scannable, tap **Add Product** at the bottom of the Inventory Count screen. On the next screen, select the product, enter the quantity using the keypad, and confirm the storage location. Tap **Confirm** to add it to the count. *** ## Processing Receipts with Barcodes 1. Create a purchase order in Knowlix and confirm it. This generates a warehouse receipt. 2. Open the Barcode app and tap **Operations**, then **Receipts** 3. Select the receipt to process from the list 4. Scan the product barcode or tap the product line and use the pencil icon to enter quantities 5. Use the +1/-1 buttons or the number pad to adjust quantities 6. Tap the location line to change the destination storage location if needed 7. Tap **Confirm** on the product line, then **Validate** to complete the receipt \[Screenshot: Barcode receipt processing screen showing scanned products] To process a receipt by scanning its operation barcode directly, print the picking operation for the specific receipt and scan it to jump directly to that transfer. *** ## Processing Deliveries with Barcodes 1. Create a sales order and confirm it. This generates a delivery order. 2. Open the Barcode app and tap **Operations**, then **Delivery Orders** 3. Select the delivery to process 4. Scan the product barcode or tap the product line to edit quantities 5. Change the source location if the product is stored at a non-default location 6. Tap **Confirm**, then **Validate** *** ## Internal Transfers with Barcodes Internal transfers require **Storage Locations** and **Multi-Step Routes** to be enabled. ### Creating an Internal Transfer Navigate to **Inventory**, find the **Internal Transfers** card, and click **To Process > Create**. On the transfer form, set the source and destination locations. Add products under the Products tab. After saving, click the **Detailed Operations** icon on the product line to specify the exact destination location and done quantity. Click **Confirm** to save. ### Processing from Barcode 1. Open the Barcode app and scan the WHINT barcode, or navigate via **Operations > Internal Transfers** 2. Scan the source location barcode 3. Scan the product barcode to register it 4. Scan the destination location barcode or use the edit icon to specify where the product is going 5. Validate when all lines are complete *** ## Batch Transfer Processing Batch, wave, and cluster transfers are created in Inventory and can be processed in the Barcode app. 1. Open Barcode and tap **Operations**, then select the operation type where batch transfers are grouped 2. Find the batch card and tap the **BATCH** smart button 3. On the batch screen, products are grouped by storage location and color-coded by picking order 4. Scan the source location barcode for the first group 5. Scan each product barcode; scan the package barcode if a specific package was assigned 6. Use the edit icon to adjust quantities for multiple units 7. Continue scanning until all lines are complete, then tap **Validate** Products from the same picking order share a color on the left side of the screen. Completed lines turn green. *** ## Lot and Serial Number Scanning ### Configuration Lot and serial number tracking must be enabled at **Inventory > Configuration > Settings** under Traceability. Tracking must also be enabled per product on the product form's Inventory tab. ### Mandatory vs. Optional Scanning Operation types can require barcode scanning for lot and serial numbers. Configure this at **Inventory > Configuration > Operation Types**, open the operation type, click the **Barcode App** tab, and set **Lot/Serial** to **Mandatory Scan** or **Optional Scan**. Mandatory scan means employees must use a scanner; they cannot type the number. Optional scan allows manual entry as a fallback. Set lot/serial scanning to Optional for incoming shipments where vendor barcodes may be damaged or unreadable, to avoid blocking validation. ### GS1-Compatible Lot Barcodes To print GS1-format barcodes for lots and serial numbers, enable **Print GS1 Barcodes for Lots & Serial Numbers** at **Inventory > Configuration > Settings** under Traceability. GS1 lot barcodes require a 2D-capable scanner. ### Printing Lot and Serial Number Barcodes Navigate to **Inventory > Products > Lots / Serial Numbers**, tick the relevant records, click **Print**, and choose PDF or ZPL format. ### Handling Products Without Lot Numbers When receiving products that arrive without pre-assigned lot numbers, three options are available: * **Type manually:** After scanning the product in the Barcode app, tap the pencil icon and enter the lot or serial number in the field * **Generate ahead of time:** Before receipt, open the expected receipt in Inventory, go to the Operations tab, click the list icon on the product line, and click **Generate Serials/Lots** * **Disable for the operation:** Go to **Inventory > Configuration > Operation Types**, open the operation type, scroll to the Lots/Serial Numbers section, and untick both **Create New** and **Use Existing ones** to allow receipt without assigning numbers *** ## Barcode Nomenclature ### Default Nomenclature Default nomenclature uses EAN-13 and UPC-A encoding. Enable it at **Inventory > Configuration > Settings** under Barcode Nomenclature. Knowlix automatically converts between EAN-13 and UPC-A barcodes when matching rules. **Default rules:** | Rule Name | Type | Encoding | Pattern | | ----------------------------- | ------------------ | -------- | -------- | | Price Barcodes 2 Decimals | Priced Product | EAN-13 | 23..... | | Discount Barcodes | Discounted Product | Any | 22 | | Weight Barcodes 3 Decimals | Weighted Product | EAN-13 | 21..... | | Customer Barcodes | Client | Any | 042 | | Coupon and Gift Card Barcodes | Coupon | Any | 043\|044 | | Cashier Barcodes | Cashier | Any | 041 | | Location barcodes | Location | Any | 414 | | Package barcodes | Package | Any | PACK | | Lot barcodes | Lot | Any | 10 | | Product Barcodes | Unit Product | Any | .\* | The `.*` pattern matches any sequence of characters, making it the catch-all for standard product barcodes. ### Custom Nomenclature Rules To add custom rules, navigate to **Inventory > Configuration > Barcode Nomenclatures** and select **Default Nomenclature**. Click **Add a Line** to open the rule creation dialog. Configure: * **Rule Name** - internal label for this rule * **Sequence** - lower numbers have higher priority * **Type** - what the barcode represents (Package, Lot, Location, Coupon, etc.) * **Encoding** - EAN-13, EAN-8, UPC-A, or GS1-28 * **Barcode Pattern** - regular expression describing the barcode structure. N represents whole number digits, D represents decimal digits. For example, `1...` matches any 4-digit number starting with 1. Click **Save and New** to add another rule immediately, or **Save and Close** to return to the nomenclature table. ### Example: Weighted Product Barcodes Barcodes starting with 21 followed by five product digits and five weight digits allow a point of sale or warehouse to automatically calculate price from weight: * Pattern: `(21)....{NNDDD}` * A barcode of `2112345015002` decodes as: product prefix 21, product identifier 12345, weight 01.500 kg, check digit 2 Set the product barcode to `2112345000008` (using zeroes for the weight portion) on the product form with the Unit of Measure set to kg. When the item is weighed and the printer generates `2112345015002` for a 1.5 kg item, Knowlix matches it to the correct product and quantity. *** ## GS1 Barcode Nomenclature GS1 barcodes pack multiple pieces of information into a single barcode using a standardized structure recognized throughout global supply chains. Each field begins with a 2-4 digit Application Identifier (A.I.) that tells the scanner what type of data follows. ### Enabling GS1 Navigate to **Inventory > Configuration > Settings**, enable **Barcode Scanner**, and set **Barcode Nomenclature** to **Default GS1 Nomenclature**. To view and edit GS1 rules, click the arrow icon next to the nomenclature field. ### Core GS1 Rules | Rule Name | Type | Pattern | Knowlix Field | | ------------------------------- | --------------- | --------------- | --------------------- | | Global Trade Item Number (GTIN) | Unit Product | (01)(\d) | Product barcode field | | Batch or lot number | Lot | (10)(\[a-z0-9]) | Lot field | | Serial number | Lot | (21)(\[a-z0-9]) | Serial number field | | Variable count of items | Quantity | (30)(\d) | Units on transfer | | Net weight in kg | Quantity | (310\[0-5])(\d) | Qty in kg | | Expiration date (YYMMDD) | Expiration Date | (17)(\d) | Expiry date | | I.D. of a physical location | Location | (414)(\d) | Location | | Serial Shipping Container Code | Package | (00)(\d) | Package name | ### Building GS1 Barcodes Combine A.I. codes and data fields sequentially in a single barcode. For flexible-length fields that are not at the end of the barcode, use the FNC1 separator (`\x1D`) to mark the end of that field. **Example: Product with lot number and quantity** | Component | A.I. | Value | | -------------- | ---- | ------------------------------------- | | Product (GTIN) | 01 | 20611628936004 | | Quantity | 30 | 00000050 | | Lot number | 10 | LOT0002 | | Full barcode | | 0120611628936004 3000000050 10LOT0002 | **Example: Product with quantity in kilograms** | Component | A.I. | Value | | ---------------------- | ---- | --------------------------- | | Product (GTIN) | 01 | 00614141000012 | | Weight (1 decimal, kg) | 3101 | 000521 | | Full barcode | | 0100614141000012 3101000521 | Scan these barcodes during a receipt operation to auto-fill the product, quantity, and lot fields simultaneously. ### GS1 Troubleshooting If a GS1 barcode is not being read correctly: 1. Confirm the barcode nomenclature is set to **Default GS1 Nomenclature** 2. Verify that the feature corresponding to each A.I. is enabled (for lot numbers, ensure Lots and Serial Numbers is enabled in Traceability settings) 3. Remove any parentheses or brackets from the actual barcode value - these are used only in documentation examples 4. When a barcode with multiple encoded fields fails, test each component separately: scan the GTIN alone first, then add the lot, then the full barcode 5. If an unknown A.I. is included, add a custom rule for it in the GS1 nomenclature list *** ## RFID RFID (Radio Frequency Identification) uses radio waves to read tags attached to products, enabling hands-free inventory tracking without direct line-of-sight scanning. ### Hardware Requirements * Zebra TCX Series mobile computer or an Android smartphone * Zebra RFD40 RFID reader (paired with the mobile device) ### Setup 1. Enable the ability to install applications from unknown sources on the mobile device 2. Download the Knowlix mobile APK with RFID support from the system's Downloads page (select "Download APK with Zebra RFID support") 3. Transfer the APK to the device via USB or Bluetooth, or download directly on the device 4. Install the APK 5. Pair and connect the RFD40 to the mobile device ### Product Barcode Requirements Products must have GTIN-14-compatible barcodes for RFID to function. The serial number embedded in the Electronic Product Code (EPC) must be numeric only (SGTIN-96 encoding does not support alphanumeric serial numbers). Only ultra-high frequency (UHF) RFID tags are supported. Products must be GS1-registered because product codes must be globally unique. ### Retrieving EPCs Use the GS1 EPC Encoder/Decoder tool to generate an EPC for each RFID tag: 1. Enter the product's GTIN-14 barcode in the A.I. (01) field 2. Enter the product's serial number in the (21) field 3. Specify the company prefix length 4. Select the tag size and filter value After retrieving the EPC, write it to the RFID tag using an RFID writer (process varies by manufacturer). ### Managing Inventory with RFID Open the Barcode app on the mobile device. Open an operation record or the Inventory Count operation. When the RFD40 is within range and connected, a confirmation notification appears on screen. Scan products using the RFID reader. Knowlix records each scanned EPC and matches it to the corresponding product and serial number. Validate the operation when complete. For inventory counts, open the **Inventory count** operation, scan all products in the area, verify quantities using the edit icon if needed, and tap **Apply** to update stock records. *** ## Best Practices Print and post operation barcode sheets at warehouse entry points and shipping areas so staff can trigger receipts and deliveries without accessing a computer. Configure scanners to output keyboard events rather than text injection on Android devices before deploying them to the floor. Use mandatory lot/serial scanning for high-value or regulated products, but set it to optional for incoming shipments from vendors whose labels may be damaged in transit. Set up GS1 nomenclature for supply chain operations involving external partners who use GS1-registered product codes. Enable Count Entire Locations for cycle count programs so a single location scan assigns the full count task to an employee. Keep barcode command sheets accessible in the warehouse so staff can scan VALIDATE and CANCEL without returning to a workstation. **Your Knowlix:** *"Show me all products that don't have barcodes assigned"* or *"List all pending inventory counts assigned to the warehouse team"* or *"Which receipts are ready to be processed in the barcode app today?"* or *"Show me all lots created during this week's receiving operations"* or *"Which operation types have mandatory lot scanning enabled?"* or *"List all products currently tracked with serial numbers that were received this month"* or *"Show me all inventory adjustments made via barcode scan in the last 7 days"* # Inventory Source: https://docs.knowlix.ai/supply-chain/inventory Knowlix Inventory is a full warehouse management system that combines stock tracking, routing, replenishment automation, and comprehensive reporting in a single platform. Teams can configure multi-step receiving and shipping flows, set up automatic reordering rules, track products by lot or serial number, manage multiple warehouses, and maintain precise valuation records for all stored goods. **Key features:** * Warehouse and location hierarchy management * Multi-step inbound and outbound flows (1, 2, or 3 steps) * Reordering rules (automatic and manual) with just-in-time logic * Replenish on Order (MTO) route * Stock valuation reporting (standard price, AVCO, FIFO) * Inventory adjustments and cycle counts * Removal strategies (FIFO, LIFO, FEFO, Closest Location, Least Packages) * Reservation methods for delivery orders * Forecasted stock report with demand visibility * Inter-warehouse replenishment * Lead time configuration across sales, purchasing, and manufacturing * Delivery methods with carrier integration \[Screenshot: Inventory overview dashboard showing operation type cards] *** ## Warehouses A warehouse in Knowlix represents a physical storage facility with its own address, such as a distribution center, manufacturing plant, or retail store. Navigate to **Inventory > Configuration > Warehouses** to manage warehouse records. ### Creating a Warehouse Click **New** and fill in: * **Warehouse** - the full descriptive name (required) * **Short Name** - a 2-5 character code used on transfers and documents (required); the default warehouse uses "WH" * **Address** - the physical address of the facility (required) * **Company** - the company that owns this warehouse (required) * **Intrastat Region** - required for EU companies with intrastat reporting obligations When Multi-Step Routes is enabled (**Inventory > Configuration > Settings**), additional options appear: * **Incoming Shipments** - one, two, or three-step receiving flow * **Outgoing Shipments** - one, two, or three-step delivery flow * **Manufacture to Resupply** - allow manufacturing orders to replenish this warehouse * **Manufacture** - one, two, or three-step manufacturing flow * **Buy to Resupply** - allow purchase orders to be delivered to this warehouse * **Resupply From** - other warehouses that can transfer stock to this one * **Dropship Subcontractors** - purchase components from vendors and drop them to subcontractors * **Resupply Subcontractors** - supply subcontractors from this warehouse's stock \[Screenshot: Warehouse configuration form] *** ## Locations Locations are sub-divisions within a warehouse: shelves, aisles, rooms, bins, and any other named storage area. Enable Storage Locations at **Inventory > Configuration > Settings > Warehouses** to activate them. ### Location Types | Type | Purpose | | ----------------- | ------------------------------------------------------------------------------------------------ | | Internal Location | Storage areas within the warehouse; counted in inventory valuation | | View | Organizational grouping; should not contain products directly | | Vendor Location | Origin point for purchased goods; items here are not in stock | | Customer Location | Destination for sold goods; items here are no longer in stock | | Inventory Loss | Counterpart for discrepancies and scrap; includes Virtual/Inventory Adjustment and Virtual/Scrap | | Production | Where raw materials are consumed and finished goods are created | | Transit Location | Used for inter-warehouse or inter-company transfers in progress | **Location hierarchy types:** * **Physical Locations** - groups off-site or transit internal locations (no valuation impact when goods move here) * **Partner Locations** - groups customer and vendor external locations (valuation changes when goods move here) * **Virtual Locations** - non-physical tracking areas for items outside normal inventory (losses, scrap, production) ### Creating a Location Navigate to **Inventory > Configuration > Locations** and click **New**. * **Location Name** - a clear, recognizable label * **Parent Location** - where this location sits in the warehouse hierarchy (e.g., WH/Stock/Zone A) * **Location Type** - categorizes the location's purpose * **Storage Category** - assign capacity or weight restrictions (requires Storage Categories feature) * **Company** - restricts the location to a specific company; leave blank for all companies * **Is a Scrap Location** - marks this as eligible to receive scrapped goods * **Is a Return Location** - marks this as a valid return destination * **Barcode** - barcode value for scanning in the Barcode module * **Replenish Location** - sets this location as a valid destination for Buy, Manufacture, and other procurement routes **Cyclic Counting section:** * **Inventory Frequency (Days)** - when set to a value greater than 0, the system automatically schedules the next inventory count at that location after each count is applied **Logistics section:** * **Removal Strategy** - controls which products are picked first: FIFO, LIFO, FEFO, Closest Location, or Least Packages ### Viewing Stock at a Location Open any location and click the **Current Stock** smart button to see all products stored there with quantities. *** ## Inbound and Outbound Flows Receiving and shipping flows define how many transfer steps products go through when entering or leaving the warehouse. Configure them per warehouse at **Inventory > Configuration > Warehouses**. ### One-Step Flow Products move directly: vendor to stock (receiving) or stock to customer (shipping). No intermediate holding areas. * Minimum handling and documentation overhead * Suitable for small warehouses, non-perishable items, and fast-moving products ### Two-Step Flow An input or output staging area is added between the external location and stock. * **Receiving:** Vendor delivers to the Input area. A second transfer moves goods into stock after inspection or unboxing. * **Shipping:** Goods are picked to an Output area before final dispatch. Teams can sort and consolidate before shipping. * Products in the input area are not automatically reserved for downstream operations until transferred into stock. ### Three-Step Flow Adds a quality control or packing step between the staging area and final destination. * **Receiving:** Input area → Quality Control → Stock * **Shipping:** Pick → Pack → Ship * Provides the highest level of traceability and control * Best suited for large warehouses with dedicated teams per step \[Screenshot: Warehouse shipment flow settings] *** ## Inventory Adjustments When the database quantity for a product does not match the physical count, inventory adjustments correct the discrepancy. Navigate to **Inventory > Operations > Physical Inventory**. ### Adjustment Page Columns * **Location** - storage location (visible when Storage Locations is enabled) * **Product** - the product being counted * **Lot/Serial Number** - tracking identifier, if applicable * **Expiration Date** - lot or serial number expiry date, if tracked * **Last Count Date** - when the quantity was last updated * **Package** - any package containing this stock * **On Hand Quantity** - current quantity recorded in the system * **Counted Quantity** - the actual physical count entered by the user * **Difference** - the gap between On Hand and Counted quantities (green for surplus, red for deficit) * **Scheduled Date** - planned date for this count (defaults to December 31 of the current year) * **User** - the person responsible for the count ### Creating an Adjustment Click **New** to add a blank line. Select the product (and lot/serial number if tracked), then enter the Counted Quantity. The Difference column updates automatically. The adjustment is saved but not yet applied. No inventory move occurs until applied. ### Applying an Adjustment Click **Apply** on the line, or select multiple lines and click the **Apply** button from the top toolbar. A confirmation dialog prompts for a reference or reason (defaults to today's date). Click **Apply** to finalize. A stock move line is recorded in Moves History for full traceability. ### Relocating Products Select one or more product lines, click **Relocate**, and specify the new location and package. Product relocations require Administrator access and only work between internal locations. ### Setting Quantities to Zero Select products, open the **Actions** menu, and choose **Set to 0** to clear quantities before a full recount. ### Planning a Count Select all or specific product lines and click **Request a Count**. In the dialog: * **Inventory Date** - the planned counting date * **User** - the person assigned to count * **Accounting Date** - accounting date for the adjustment * **Count** - leave blank (Leave Empty) for fresh entry, or pre-fill with current values (Set Current Value) Click **Confirm** to schedule the count. ### Reverting an Adjustment Navigate to **Inventory > Reporting > Moves History**, find the adjustment line, and use **Actions > Revert Inventory Adjustment**. The revert adds a new line with "\[reverted]" in the Reference column rather than deleting the original. \[Screenshot: Physical inventory page with counted quantity column] *** ## Cycle Counts Cycle counts schedule inventory checks at individual locations on a recurring basis, keeping critical stock levels accurate without full warehouse shutdowns. ### Setup Enable Storage Locations at **Inventory > Configuration > Settings**. Open any location at **Inventory > Configuration > Locations**, and in the **Cyclic Counting** section, set the **Inventory Frequency (Days)** to the desired interval (e.g., 30 for monthly counts). After each count is applied at that location, the next scheduled count date is automatically set based on this interval. ### Performing a Cycle Count Navigate to **Inventory > Operations > Physical Inventory**. Use the search bar's Group By option to group by Location. Select the location to count, enter counted quantities for each product line, and apply the adjustment. ### Adjusting the Annual Count Date For the global annual count, change the default date at **Inventory > Configuration > Settings > Operations > Annual Inventory Day and Month** (default: December 31). *** ## Scrap Inventory Damaged or defective stock that cannot be repaired or returned to a vendor can be scrapped. Scrapping removes the item from active inventory and places it in a virtual scrap location. ### Scrap from Stock Navigate to **Inventory > Operations > Scrap** and click **New**. * **Product** - the item being scrapped * **Quantity** - how many units to scrap * **Source Location** - defaults to the current storage location * **Scrap Location** - defaults to Virtual Locations/Scrap * **Source Document** - link to an existing operation if applicable * **Replenish Quantities** - tick to trigger a replenishment rule for the scrapped product Click **Validate** to complete the scrap order. ### Scrap from an Operation Open any receipt, delivery order, or internal transfer. Click the gear icon and select **Scrap** to open the scrap dialog within the context of that operation. Lot/serial fields appear automatically if the product is tracked. ### Viewing All Scrapped Stock Go to **Inventory > Configuration > Locations**, remove the Internal filter to show virtual locations, and open Virtual Locations/Scrap. Click **Current Stock** to see all scrapped products with quantities. *** ## Product Catalog The product catalog provides a visual, point-of-sale-style interface for adding products to orders, quotations, bills of materials, and receipts without using line-by-line entry. Access it from the first tab (Order Lines, Components, Parts, etc.) of any order form by clicking the **Catalog** link. Each product card displays the photo, title, price or cost, reference code, on-hand quantity, and variant attributes. Use the sidebar to filter by product category or attribute. Use the search bar to find products by name or reference. Click a card or the **Add** button to add one unit. Click the plus/minus buttons to adjust quantities. Click **Remove** or reduce the quantity to zero to remove a product. Click **Back to \[Form]** when finished to return to the order. *** ## Stock Reports ### Stock Report Navigate to **Inventory > Reporting > Stock** for a summary of all stored products with unit cost, total value, on-hand quantity, free-to-use quantity, and incoming and outgoing quantities. Click the row buttons to access History (movement log), Replenishment (reordering rules), Locations (breakdown by storage area), or Forecast (projected stock levels). Filter by product type, product category, or POS category. Save custom filter configurations as favorites for quick access. ### Moves History Report Navigate to **Inventory > Reporting > Moves History** for a detailed log of every stock movement, including date, reference document, product, lot/serial number, source and destination locations, quantity, and status. **Status values:** * **Done** - completed transfers * **Available** - ready to process * **Partially Available** - insufficient quantity to complete the full operation Use filters for Incoming, Outgoing, Internal, Manufacturing, or date ranges. Group by product, status, date, location, batch, or transfer number. ### Locations Dashboard Navigate to **Inventory > Reporting > Locations** for an overview of all on-hand products by storage location with reserved quantities. **Common reports from the Locations dashboard:** * **Dead Stock (Expired Items):** Apply Filters: Internal Locations + Expiration Alerts * **Stranded Inventory:** Search for a transit location name (e.g., WH/Input) to find products sitting in non-storage areas * **Inventory Discrepancy:** Apply Filters: Internal Locations + Conflicts to see items changed since the last count Use the **Inventory At Date** button in the top-left corner to view stock as it was at any past date and time. ### Stock Valuation (Aging Report) Navigate to **Inventory > Reporting > Valuation**. **List View (default):** Shows individual stock valuation layers (SVLs), generated when products are received, delivered, dropshipped, or returned. Columns include Date, Reference, Product, Quantity, and Total Value. Additional columns available: Lot/Serial Number, Remaining Quantity, Unit Value, Remaining Value, and Description. SVLs update automatically when a product's valuation method changes. Revaluation entries (one negative, one positive) are posted to reflect the shift in pricing for goods still in stock. **Pivot View (Stock Aging Report):** Groups on-hand quantity and value by product category and date. Click the plus icon in columns or rows to drill into product, lot/serial number, company, or date breakdowns. **Graph View:** Cumulative total inventory value over time in line chart format. Switch to bar or pie chart for alternative visualizations. **Valuation at Date:** Click the button in the top-left corner to view historical stock quantities and total values at a specific date and time. Note that Remaining Quantity and Remaining Value still reflect current stock levels even when viewing past dates. *** ## Forecasted Stock Report Navigate to the Forecasted smart button on any storable product, or click the graph icon next to a product in a sales or purchase order and select **View Forecast**. The report includes: * **On Hand** - current physical stock * **Incoming** - quantities from confirmed purchase or manufacturing orders * **Outgoing** - quantities reserved for confirmed sales orders or other outgoing operations * **Forecasted** - projected stock based on all confirmed operations The table below the graph shows replenishment details, receipt dates, quantities, which operation each unit is allocated for, scheduled delivery dates, forecasted inventory levels, and forecasted levels including pending movements. ### Actions from the Forecast Report * **Replenish** - open the replenishment dialog to create a purchase or manufacturing order * **Manufacturing Forecast** - view component availability for upcoming manufacturing orders * **Update Quantity** - open an inventory adjustment to manually correct on-hand stock ### Interpreting the Forecast A negative forecasted quantity means projected demand exceeds available and incoming stock. Actions to take: prioritize specific orders, expedite purchases, or adjust delivery commitments with customers. When a receipt date is later than a delivery date for the same product, the receipt is late. Either expedite the incoming shipment or reschedule the delivery. *** ## Replenishment Stock can be replenished three ways: reordering rules, Replenish on Order (MTO), or Master Production Schedule. Each approach suits different business contexts. ### Reordering Rules Reordering rules maintain stock between a defined minimum and maximum quantity. When forecasted stock falls below the minimum, Knowlix creates or suggests a purchase order (for products using the Buy route) or manufacturing order (for products using the Manufacture route). **Setting up a product for reordering rules:** 1. Go to **Inventory > Products > Products** and open the product. 2. In the General Information tab, set Product Type to Goods and check **Track Inventory**. 3. In the Inventory tab, tick the **Buy** route (and set a vendor in the Purchase tab) or the **Manufacture** route (and ensure a Bill of Materials exists). **Creating a reordering rule:** Navigate to **Inventory > Operations > Replenishment** and click **New**. * **Product** - the item to replenish * **Location** - where replenished stock should be stored * **Min Quantity** - trigger threshold; replenishment creates when forecasted stock drops below this value * **Max Quantity** - replenishment target * **Multiple Quantity** - round up replenishment quantity to multiples of this number #### Trigger Types * **Auto** - replenishment orders are created automatically when the scheduler runs (daily by default) or when a sales order confirms and drops forecast below minimum * **Manual** - a need appears on the replenishment dashboard for user review before ordering Enable the Trigger column by clicking the settings icon on the replenishment report and checking Trigger. #### 0/0/1 Reordering Rule The 0/0/1 rule keeps zero stock on hand and creates a replenishment order for one unit each time a sales order drops the forecast below zero. Unlike the MTO route, the replenished stock is not automatically reserved for the triggering order, making it available for any demand. Set Min = 0, Max = 0, and To Order = 1. #### Preferred Route To specify which route to use when multiple are available, reveal the **Route** column on the replenishment report and select the preferred option. If no preference is set, Buy takes priority over Manufacture. **Advanced route configurations:** * Set **Vendor** to pre-populate a specific supplier on generated purchase orders * Set **Bill of Materials** to use a specific BOM when multiple exist for a product * Set **Procurement Group** to link replenishment orders to a specific sales order or demand group (enables smart button linking, similar to MTO) #### Just-in-Time Logic Knowlix minimizes storage costs by timing replenishment to match demand deadlines exactly. The **forecasted date** is the earliest possible receipt date if replenishment starts today. It equals today's date plus all applicable lead times. The system only shows a reordering rule as needing action when the demand falls within the forecasted date window. Demands scheduled beyond the forecasted date remain hidden until replenishment is actually needed. #### Visibility Days Visibility days allow the system to look ahead a specified number of extra days from the forecasted date and consolidate near-future demands into the current order. This reduces shipping frequency and can unlock supplier volume discounts. Set visibility days in the **Visibility Days** column on the replenishment report. #### Horizon Days Horizon days extend the forecasted date forward, causing manual reordering rules to appear on the replenishment dashboard sooner. This helps plan ahead when lead times make last-minute ordering risky. To set horizon days, navigate to **Inventory > Operations > Replenishment**, click **Manual** in the left sidebar, and set the number of horizon days. #### Order to Max To replenish a product up to its maximum even when no minimum threshold has been crossed, select the product and click **Replenish > Order to Max**. \[Screenshot: Replenishment dashboard with auto and manual rules] ### Replenish on Order (MTO) The MTO route creates a purchase or manufacturing order automatically each time a sales order or manufacturing order that requires the product is confirmed. Each replenishment order is directly linked to the originating demand through a smart button. **Activating the MTO route:** The MTO route is archived by default. Navigate to **Inventory > Configuration > Routes**, enable the **Archived** filter, select **Replenish on Order (MTO)**, and use **Actions > Unarchive**. **Configuring a product for MTO:** Open the product, go to the Inventory tab, and tick **Replenish on Order (MTO)** along with **Buy** or **Manufacture** in the Routes section. MTO requires a second route to function. **Using MTO:** Create a sales order containing an MTO product and confirm it. A Purchase (or Manufacturing) smart button appears on the order. The linked purchase order or manufacturing order is created automatically. When the products are received, validate the receipt, then proceed with the delivery. When a sales order is cancelled, the linked delivery is cancelled but the purchase or manufacturing order remains active. Cancel or repurpose it manually. ### Inter-Warehouse Replenishment When a business operates multiple warehouse locations, stock can be transferred from a central warehouse to regional stores or sub-locations. **Setup:** 1. Go to **Inventory > Configuration > Settings** and enable Storage Locations. 2. Create or open each warehouse at **Inventory > Configuration > Warehouses**. 3. On the receiving warehouse's form, tick the central warehouse in the **Resupply From** field. 4. On each product's Inventory tab, enable the **\[Store]: Supply Product from \[Central Warehouse]** route. **Triggering replenishment:** Use either MTO (unarchive and select both routes on the product) or a reordering rule with the warehouse supply route selected. When triggered, Knowlix creates two transfers: a delivery order from the central warehouse and a receipt at the destination location. Products in transit appear at Physical Locations/Inter-warehouse transit. *** ## Lead Times Lead times coordinate purchasing, manufacturing, and delivery schedules to ensure products reach customers by their committed dates. ### Lead Time Types | Lead Time | Configured At | Effect | | ----------------------------------- | ---------------------------------------------- | -------------------------------------------------------- | | Customer Lead Time | Product form > Inventory tab | Days from order confirmation to customer delivery | | Sales Security Lead Time | Inventory Settings > Advanced Scheduling | Buffer added to all delivery scheduled dates | | Vendor Lead Time | Product form > Purchase tab > Vendor pricelist | Days from PO confirmation to expected receipt | | Purchase Security Lead Time | Inventory Settings > Advanced Scheduling | Buffer added to the JIT forecast window for purchases | | Days to Purchase | Inventory Settings > Advanced Scheduling | Days vendor needs to confirm an RFQ; expands JIT window | | Manufacturing Lead Time | BOM form > Miscellaneous tab | Days to complete a manufacturing order | | Days to Prepare Manufacturing Order | BOM form > Miscellaneous tab | Days to gather components; use Compute to auto-sum | | Manufacturing Security Lead Time | Manufacturing Settings > Planning | Buffer for production delays; advances MO scheduled date | ### Sales Lead Times in Practice Set the Customer Lead Time on the product form's Inventory tab. Enable Sales Security Lead Time in Inventory settings. For orders with multiple products, set the **Shipping Policy** on the order's Other Info tab: * **As soon as possible** - deliver when the first product is ready (uses shortest lead time) * **When all products are ready** - wait until all items are available (uses longest lead time) ### Purchase Lead Times in Practice Set the **Delivery Lead Time** in the vendor pricelist on the product's Purchase tab. The Expected Arrival date on purchase orders is calculated as Order Deadline + Vendor Lead Time. Enable purchase security lead time and days to purchase globally in Inventory settings to widen the JIT forecast window. ### Manufacturing Lead Times in Practice Set **Manuf. Lead Time** on the BOM's Miscellaneous tab. The scheduled date of the manufacturing order is the delivery order's scheduled date minus the manufacturing lead time. Click **Compute** next to Days to Prepare Manufacturing Order to automatically sum the purchase and manufacturing lead times of all components. *** ## Removal Strategies Removal strategies determine which specific stock units are picked first when fulfilling orders. | Strategy | Based On | Order | | ------------------------------ | ---------------------------- | -------------------------------------------------- | | FIFO (First In, First Out) | Lot/serial incoming date | Oldest units picked first | | LIFO (Last In, First Out) | Lot/serial incoming date | Newest units picked first | | FEFO (First Expiry, First Out) | Removal/expiration date | Soonest-to-expire units picked first | | Closest Location | Location name (alphanumeric) | Nearest location picked first | | Least Packages | Package quantities | Package with quantity closest to fulfilling demand | **Feature requirements:** | Strategy | Required Settings | | ---------------- | ------------------------------------------ | | FIFO | Lots and Serial Numbers | | LIFO | Lots and Serial Numbers | | FEFO | Lots and Serial Numbers + Expiration Dates | | Closest Location | Storage Locations + Multi-Step Routes | | Least Packages | Packages | **Configuring strategies:** Set on a storage location at **Inventory > Configuration > Locations** in the Removal Strategy field, or on a product category at **Inventory > Configuration > Product Categories** using Force Removal Strategy. Product category settings take priority over location settings. *** ## Reservation Methods Reservation methods control when stock is reserved for delivery orders, ensuring the right quantities are held for the right orders at the right time. | Method | Behavior | | --------------------- | ------------------------------------------------------------------ | | At Confirmation | Reserves available stock when the sales order is confirmed | | Manually | User must manually check availability and reserve stock | | Before Scheduled Date | Reserves stock a specified number of days before the delivery date | Configure reservation methods per operation type at **Inventory > Configuration > Operations Types**. Select the operation type and choose the Reservation Method in the General tab. For **Before Scheduled Date**, set: * **Days before** - maximum days before the scheduled date to reserve * **Days before when starred** - days before scheduled date for starred (favorited) transfers Reservation methods apply to delivery orders by default and can be extended to manufacturing orders, subcontractor resupply orders, repairs, and internal transfers by enabling the corresponding applications and settings. *** ## Delivery Methods Delivery methods calculate shipping costs on sales orders and e-commerce carts based on carrier pricing. Enable **Delivery Methods** at **Inventory > Configuration > Settings**. Once enabled, configure delivery methods and carrier integrations at **Inventory > Configuration > Delivery Methods**. Delivery methods can be assigned to sales orders directly or offered as options during the checkout flow when Knowlix e-commerce is active. Shipping costs calculated through carrier integrations pull real-time rates based on package weight, dimensions, and destination. *** ## Best Practices Enable Storage Locations and Multi-Step Routes early if the business manages multiple product types or complex flows; reconfiguring later is more disruptive. Set cycle count frequencies on high-turnover locations (bin locations, picking aisles) to maintain accurate real-time counts without full annual audits. Use FEFO for perishable goods to automatically prioritize items closest to expiry. Configure reordering rules with manual triggers for high-value products that benefit from human review before ordering. Use visibility days to consolidate ocean freight or long-lead-time purchase orders, reducing per-shipment costs. Set customer lead times and sales security lead times to generate realistic delivery date estimates and prevent overpromising. Run the stranded inventory report monthly to catch products stuck in input, quality control, or packing locations that should have moved to stock. **Your Knowlix:** *"Show me all products with negative forecasted stock in the next 7 days"* or *"Which products at WH/Stock have not been counted in the last 90 days?"* or *"List all reordering rules that triggered today"* or *"What is the current total stock valuation for finished goods?"* or *"Show me all inventory movements for product X this month"* or *"Which locations have stranded products that have been there more than 3 days?"* or *"Create a replenishment order for all items below minimum quantity"* or *"What is the average vendor lead time for our top 10 purchased products?"* or *"Show me all expired lots currently in stock"* # Maintenance Source: https://docs.knowlix.ai/supply-chain/maintenance Knowlix Maintenance helps operations teams extend the service life of equipment and avoid unplanned production stoppages. Create maintenance requests for corrective repairs and preventive servicing, assign them to specialized teams, track progress through a Kanban pipeline, and analyze equipment reliability using built-in metrics. **Key features:** * Equipment registry with failure history and reliability metrics * Corrective and preventive maintenance request management * Kanban pipeline for tracking request progress * Maintenance calendar with daily, weekly, and monthly views * Work center blocking during active maintenance * Maintenance team and technician assignment * Custom worksheet templates for technician instructions *** ## Setup ### Maintenance Teams Maintenance teams group technicians who respond to equipment issues. Team assignment on each request routes the work to the right personnel. Navigate to **Maintenance > Configuration > Maintenance Teams** to view and manage teams. Click **New** to add a team, enter a team name, and select the users who belong to it. In multi-company environments, assign the team to the appropriate company. Team members are also referred to as technicians in the maintenance calendar and on request forms. ### Equipment Categories Before adding equipment, create categories to organize assets by type (machinery, computers, tools, vehicles, etc.). Navigate to **Maintenance > Configuration > Equipment Categories** and click **New**. Fill in the Category Name, assign a Responsible user, add an optional Email Alias for direct request submission, and add any internal comments. After creation, the category form shows smart buttons linking to all equipment in the category and all associated maintenance requests. *** ## Equipment Registry Navigate to **Maintenance > Equipment > Machines and Tools** to manage all registered assets. ### Adding Equipment Click **New** and complete the equipment form: **Basic information:** * **Name** - the asset identifier * **Equipment Category** - the category this asset belongs to * **Company** - relevant in multi-company setups * **Used By** - Department, Employee, or Other (both); additional fields appear based on selection * **Maintenance Team** - the team responsible for servicing this asset * **Technician** - the specific team member assigned as primary contact * **Used in Location** - free-text location for non-work-center assets (offices, warehouses, etc.) * **Work Center** - the production work center where the equipment operates **Product Information tab:** * **Vendor** - supplier the equipment was purchased from * **Vendor Reference** - supplier product code * **Model** - specific model designation * **Serial Number** - unique identifier for this unit * **Effective Date** - the date the equipment entered service (used to calculate MTBF) * **Cost** - acquisition cost * **Warranty Expiration Date** - end of warranty coverage **Maintenance tab (calculated metrics):** | Field | Description | | ------------------------- | ------------------------------------------------------- | | Expected MTBF | User-configurable expected days between failures | | Mean Time Between Failure | Auto-calculated average days between confirmed failures | | Estimated Next Failure | Latest failure date plus MTBF; calculated automatically | | Latest Failure | Date of the most recent reported failure | | Mean Time to Repair | Auto-calculated average days to complete a repair | Expected MTBF is the only field you can set manually. All others update automatically as maintenance records accumulate. To view all open maintenance requests for a specific asset, click the **Maintenance** smart button at the top of the equipment form. ### Work Centers Navigate to **Maintenance > Equipment > Work Centers** to see which equipment operates at each production station. Open a work center and go to the **Equipment** tab for a list of all assets at that location, along with their MTBF, MTTR, and estimated next failure dates. Add equipment to a work center directly from the Equipment tab by clicking **Add a Line**. *** ## Maintenance Requests ### Creating a Request Navigate to **Maintenance > Maintenance > Maintenance Requests** and click **New**. **Request form fields:** * **Request** - a descriptive title (for example, "Conveyor belt motor overheating") * **Created By** - the user submitting the request (defaults to current user) * **For** - Equipment or Work Center * **Equipment / Work Center** - the specific asset or station requiring attention * **Worksheet Template** - optional custom checklist for the technician performing the work * **Request Date** - set automatically to today; not editable * **Maintenance Type**: * **Corrective** - addresses a current failure or breakdown * **Preventive** - scheduled servicing to avoid future failures * **Manufacturing Order** - link the request to a specific production run if the issue arose during manufacturing * **Work Order** - available when a manufacturing order is selected * **Team** - the maintenance team assigned to handle the request * **Responsible** - the specific technician responsible * **Scheduled Date** - the planned start date and time * **Duration** - expected time to complete the work (hours:minutes format) * **Block Work Center** - when checked for work center requests, prevents new work orders from being scheduled at that station during the maintenance window * **Priority** - one to three stars indicating urgency **Notes tab:** Internal context about why the request was created, when the issue appeared, or relevant history. **Instructions tab:** Directions for the assigned technician, provided as a PDF attachment, a Google Slides link, or inline text. ### Processing Requests Open maintenance requests begin in the **New Request** stage. Move requests through the pipeline by dragging cards on the Kanban board or clicking the stage indicator at the top of the request form. Standard pipeline stages: * **New Request** - freshly created, not yet assigned or started * **In Progress** - work is underway * **Repaired** - the issue has been resolved; equipment is back in service * **Scrap** - the equipment could not be repaired and has been removed from service *** ## Maintenance Calendar The maintenance calendar provides a time-based view of scheduled and ongoing requests. Navigate to **Maintenance > Maintenance > Maintenance Calendar**. ### Calendar Views Switch between views using the navigation controls at the top of the page: * **Calendar** (default) - Day, Week, Month, or Year display with Weekend toggle * **Kanban** - stage-based columns for drag-and-drop request management * **List** - tabular view showing request subject, employee, technician, category, stage, and company * **Pivot** - configurable data table with measures for count, duration, and repeat frequency * **Graph** - bar, line, or pie chart visualization of request data * **Activity** - schedule follow-up activities linked to open requests The sidebar in calendar view shows a mini calendar and a Technician list displaying all team members with open assignments. ### Creating Requests from the Calendar Click any time slot to open a new event popup. Enter the request name and click **Create** for a quick entry, or click **Edit** to open the full request form and set all details before saving. ### Stage Configuration (Kanban) Hover over any Kanban column heading and click the gear icon to access column settings: * **Name** - the stage label * **Folded in Maintenance Pipe** - whether the column is collapsed by default * **Request Confirmed** - when enabled for work center stages, automatically blocks the work center for the request's duration upon confirmation * **Sequence** - the order of this stage in the pipeline * **Request Done** - marks this as the final stage; requests moved here are closed ### Filters and Saved Searches Click the search dropdown arrow next to the search bar to access filters. Default active filters show all open (To Do) and active requests. Save custom filter combinations as favorites for quick reuse. Name the search, choose whether it should be your personal default or shared with other users, and click Save. *** ## Best Practices Configure preventive maintenance schedules for high-value equipment before failures occur rather than relying on corrective requests. Use the Expected MTBF field to set realistic maintenance intervals based on manufacturer recommendations, then compare against the system-calculated MTBF as data accumulates. Block work centers in maintenance requests when servicing equipment that would otherwise cause production scheduling conflicts. Track warranty expiration dates to ensure repairs are covered before committing to internal repair costs. Review the Estimated Next Failure dates monthly to proactively schedule preventive work during low-production periods. **Your Knowlix:** *"Show me all equipment with maintenance requests due this week"* or *"Which machines have exceeded their expected MTBF?"* or *"List all corrective maintenance requests currently in progress"* or *"What equipment has a warranty expiring in the next 90 days?"* or *"Show me the average repair time for machinery in the production department"* or *"Create a preventive maintenance request for the CNC machine scheduled for next Monday"* # Manufacturing Source: https://docs.knowlix.ai/supply-chain/manufacturing Knowlix Manufacturing coordinates the full production lifecycle from bills of materials and work centers to finished goods delivery. Schedule and process manufacturing orders, manage work order queues through Shop Floor, track time and equipment effectiveness, handle subcontracting arrangements, and plan long-range production with the master production schedule. **Key features:** * Manufacturing order (MO) creation and processing * Bills of materials with component, operation, and by-product tracking * Work order management with Shop Floor interface for real-time processing * Master production schedule (MPS) for manual demand planning * Overall equipment effectiveness (OEE) reporting per work center * Allocation reports for reserving finished goods and components to priority orders * Three subcontracting models: basic, resupply, and dropship to subcontractor * Backorder creation for partial production runs * Lot and serial number tracking throughout manufacturing * Unbuild orders for dismantling products and recovering components * Continuous improvement workflow connecting quality, PLM, and field service *** ## Bills of Materials A bill of materials (BoM) defines the components and operations required to manufacture a product. Navigate to **Manufacturing > Products > Bills of Materials** and click **New**. **BoM form fields:** * **Product** - the item being manufactured * **Product Variant** - if the product has variants, specifies which one this BoM applies to * **Quantity** - the number of units produced by one run of this BoM * **BoM Type** - defines how the BoM is used: * **Manufacture This Product** - standard production BoM * **Kits** - the product is a kit assembled at delivery, not a manufactured order * **Subcontracting** - production is handled by a third-party subcontractor * **Company** - limits the BoM to a specific company in multi-company setups * **Routes** - determines replenishment behavior for this product **Components tab:** Add each component with its quantity and unit of measure. For each component, optionally specify which operation step it is consumed in. **Operations tab:** List the manufacturing steps (work orders) required to build the product. Each operation specifies a work center, expected duration, and any quality control instructions. **By-products tab:** (Requires By-Products setting enabled) Lists materials generated as a side effect of production, such as offcuts or residual materials. **Miscellaneous tab:** Includes the Manufacturing Lead Time field used for deadline calculations. \[Screenshot: Bill of materials form showing components and operations tabs] *** ## Manufacturing Orders ### Creating an MO Navigate to **Manufacturing > Operations > Manufacturing Orders** and click **New**. **MO form fields:** * **Product** - what is being manufactured * **Bill of Materials** - auto-fills when the product is selected if only one BoM exists * **Quantity** - units to produce * **Scheduled Date** - the planned start date and time; determines ordering in Shop Floor * **Responsible** - the employee managing this order * **Source Document** - the sales order or replenishment request that triggered this MO Click **Confirm** to confirm the order. Confirmed MOs appear in Shop Floor when all required components are available. ### Processing an MO On a confirmed MO, the **Work Orders** tab lists all manufacturing steps with their assigned work centers. Click **Produce All** to complete production and close the MO. For MOs with work orders enabled, each step must be completed in sequence. Click the **Open Shop Floor** button on any work order line to process it through the Shop Floor interface. When production is complete, the quantity produced is recorded and inventory is updated to reflect the new finished goods and consumed components. *** ## Shop Floor Shop Floor provides a visual interface for processing manufacturing orders and work orders in real time from a tablet or workstation on the production floor. ### Navigation The Shop Floor module has three main views accessible from the top navigation bar: * **All** - shows MO information cards for every ready-to-start manufacturing order * **Work Center pages** - each configured work center has a dedicated page showing only the work orders assigned to it. Add or remove work center tabs using the + button in the navigation bar * **My** - shows only work orders assigned to the currently active operator in the panel \[Screenshot: Shop Floor main view showing MO cards and work center tabs] ### MO Information Cards Each MO card on the All page displays: * MO reference number, product name, and quantity * Status: **Confirmed** (not yet started), **In Progress** (work underway), or **To Close** (all work orders done, pending close) * List of completed work orders with green checkmarks * The current active work order with a link to its work center page * **Register Production** step to record the number of units produced * **Close Production** button (or Quality Checks button if checks are required) The options menu on the MO card footer provides: Scrap (defective components), Add Work Order, Add Component, and Open Backend MO. ### Work Order Cards Work order cards on work center pages display: * MO reference number and product * Status: **To Do** or a running timer once work has started * Step checklist with completion checkboxes * **Register Production** step * **Mark as Done** (if more work orders follow) or **Close Production** (if final step) The options menu on work order cards provides: Scrap, Add Component, Move to Work Center, Suggest a Worksheet Improvement, and Create a Quality Alert. ### Operator Panel The panel on the left side of Shop Floor shows all signed-in employees. Click an employee's name to make them the active operator. Their active work orders and running timers appear below their name in the panel. To sign in an additional employee, click **+ Add Operator** and select from the employee list. If a PIN is configured for the employee, enter it on the keypad. Each employee can be active on multiple work orders simultaneously. Each has its own timer. ### MO and Work Order Prioritization Manufacturing orders appear in Shop Floor ordered by their **Scheduled Date**. Orders scheduled sooner appear before later ones. Set the scheduled date on the MO form by clicking the Scheduled Date field and selecting a date and time. *** ## Shop Floor Time Tracking Shop Floor tracks two types of duration: total elapsed time per work order and individual time per operator per order. ### Tracking Time When the active operator in the panel begins work on a work order, click the work order card header to start the timer. The header displays the cumulative time all operators have spent on this work order. In the operator panel, the work order reference appears under the operator's name with a separate individual timer for the current session. Click the header again to pause both timers. The work order is removed from the active list in the operator panel. When the work order is marked as done, both timers stop automatically. ### Viewing Duration Records Navigate to **Manufacturing > Operations > Manufacturing Orders** and open any completed MO. On the **Work Orders** tab, the **Real Duration** column shows the total time spent by all operators on each work order, including time tracked in Shop Floor and time manually logged on the MO form. *** ## Master Production Schedule The master production schedule (MPS) is a manual planning tool for forecasting and coordinating production and purchasing over weeks or months. Enable MPS at **Manufacturing > Configuration > Settings** by ticking **Master Production Schedule** under Planning. Two additional settings appear: * **Time Range** - Monthly, Weekly, or Daily planning intervals * **Number of Columns** - how many time intervals are displayed on the schedule ### MPS Dashboard Navigate to **Manufacturing > Planning > Master Production Schedule**. For each product added to the schedule, the following rows appear: | Row | Description | | ------------------------ | -------------------------------------------------------------- | | Forecasted Stock | Quantity expected at the start of each period | | Forecasted Demand | Manually entered demand estimate for each period | | Indirect Demand Forecast | Demand from existing MOs (for components only) | | Suggested Replenishment | Recommended quantity to manufacture or purchase | | Forecasted Stock (end) | Projected stock at end of period if replenishment is fulfilled | The Suggested Replenishment field on the current period uses color indicators: * **Green** - replenishment order must be generated to reach the safety stock target * **Gray** - replenishment already generated * **Yellow** - replenishment generated but quantity falls short of the safety stock target * **Red** - replenishment generated but quantity exceeds the safety stock target \[Screenshot: MPS dashboard with product rows and period columns] ### Adding Products to MPS Click **Add a Product** at the top of the MPS page. Configure: * **Product** - the item to plan * **Bill of Materials** - links the BoM so components also appear on the schedule * **Safety Stock Target** - minimum units to keep available at all times * **Minimum to Replenish** - smallest quantity per replenishment order * **Maximum to Replenish** - largest quantity per replenishment order Click **Save** to add the product. ### Replenishing from MPS Three replenishment options: 1. Click **Replenish** at the top of the page to generate orders for all products below their safety stock target in the current period 2. Click **Replenish** on the Suggested Replenishment row for a specific product 3. Tick one or more product checkboxes, click **Actions**, and select **Replenish** Replenishment orders use the product's configured route: **Buy** generates a purchase order; **Manufacture** generates a manufacturing order. Each order lists MPS in the Source Document field. MPS is a manual tool. It suggests quantities but does not automatically create orders. Do not combine MPS with automated reordering rules for the same product, as this can produce conflicting orders. *** ## Work Centers Work centers define the physical or virtual locations where manufacturing operations take place. Navigate to **Manufacturing > Configuration > Work Centers** and click **New**. **Work center configuration:** * **Name** - identifier for the work center * **Time Efficiency** - percentage representing how fast or slow this center processes orders relative to the expected BOM duration. 100% means normal speed; 50% means half as fast (operations take twice as long) * **Capacity** - number of units that can be processed simultaneously. Higher capacity reduces per-unit operation time * **OEE Target** - the goal percentage of fully productive time for OEE reporting * **Alternative Work Centers** - work centers that can accept orders when this one is unavailable * **Working Hours** - the schedule defining when this work center operates ### Work Center Time Off To mark a work center as unavailable for a period (maintenance, equipment failure, scheduled closure): 1. Navigate to **Manufacturing > Configuration > Work Centers** and select the work center 2. Click the internal link icon next to the **Working Hours** field to open the working hours page 3. Click the **Time Off** smart button 4. Click **New** and configure: Reason, Resource (the work center), Start Date, and End Date When a work center is within its time-off period and a new MO is confirmed for a product that uses it, click the **Plan** button on the MO's Work Orders tab. The system automatically reassigns the work order to the configured alternative work center. After the time-off period ends, the Plan button routes orders back to the original work center unless it is at capacity. *** ## Overall Equipment Effectiveness (OEE) OEE measures the percentage of a work center's active time that is fully productive. It is calculated per work center and shown as a percentage. ### OEE Components **Fully productive time:** The work center is processing a work order, all components are available, and the order completes within its expected duration. **Reduced speed:** A work order has exceeded its expected duration. The time beyond the expected duration counts as reduced-speed downtime. **Material availability:** The work center is available but required components are not in stock or are reserved for another order. **Equipment failure:** The work center is blocked due to maintenance. Time spent with a blocking maintenance request counts as equipment failure downtime. ### Viewing OEE Reports Navigate to **Manufacturing > Reporting > Overall Equipment Effectiveness** to see OEE data across all work centers in bar chart format. To view OEE for a single work center, open the work center form at **Manufacturing > Configuration > Work Centers** and click the **OEE** smart button. Switch between bar chart, line chart, pie chart, pivot table, or list view using the icons at the top of the page. *** ## Allocation Reports Allocation reports allow production teams to reserve finished goods for specific sales orders or components for specific manufacturing orders, preventing priority inventory from being consumed by other operations. Enable **Allocation Report for Manufacturing Orders** at **Manufacturing > Configuration > Settings**. ### Using Allocation Reports Confirm an MO for a product. If there are open delivery orders or other MOs that need the same product or component, an **Allocation** smart button appears on the MO. Click the **Allocation** smart button to open the MRP Reception Report. **Allocating to a delivery order:** For finished product MOs, the report lists open delivery orders requiring that product. Click **Assign All** to reserve units for all quantities in an order, or **Assign** to reserve for a specific line. **Allocating to another MO:** For component MOs, the report lists open manufacturing orders that need the component. Use the same Assign All or Assign buttons. To release a reservation, click **Unassign** on the previously assigned line. After assigning, click **Print Labels** to generate reservation labels for the allocated units. \[Screenshot: MRP Reception Report showing allocation options for a delivery order] *** ## Production Delays Knowlix Manufacturing tracks production schedule adherence through several delay-related filters. **Deadline calculation:** * Make-to-Order MOs: deadline = sales order delivery date * Replenishment MOs: deadline = today + manufacturing lead time * Manually created MOs: no deadline set by default **End date calculation:** End Date = Scheduled Start Date + Total Duration of All Operations **Delay filters on the MO list:** | Filter | Meaning | | -------------------- | -------------------------------------------------------------- | | Delayed Productions | Scheduled start date is later than the deadline | | Late | Scheduled end date exceeds the deadline (shown in red) | | Late Availability | Required components are scheduled to arrive after the deadline | | Components Available | All components are available to begin production | Use these filters together to identify orders at risk of missing delivery commitments before they become problems. *** ## Production Analysis Report Navigate to **Manufacturing > Reporting > Production Analysis** to access detailed statistics about manufactured products. ### Available Measures | Measure | Description | | ---------------------------- | ------------------------------------------------------------------------------ | | Average Employee Cost/Unit | Average labor cost per unit produced | | By-Products Total Cost | Total value of all by-products from manufacturing | | Component Cost/Unit | Average component cost per unit | | Cost/Unit | Total average cost including components, labor, operations, and subcontracting | | Duration of Operations/Unit | Average operation time per unit | | Quantity Demanded | Total units included in MOs | | Quantity Produced | Total units actually produced | | Total Component Cost | Cumulative component spending across all MOs | | Total Cost | Total manufacturing spend | | Total Duration of Operations | Cumulative time across all completed operations | | Total Employee Cost | Cumulative labor cost | | Total Operation Cost | Cumulative operation cost | | Yield Percentage | Quantity produced vs. quantity demanded as a percentage | | Count | Total number of MOs | In graph view, select one measure at a time. In pivot view, combine multiple measures and group-by criteria. ### Example: Comparing Product Operation Costs To identify which product has higher operation costs: 1. Enter both product names in the search bar 2. Under Group By, select **Product** 3. Click **Measures** and choose **Total Operation Cost/Unit** 4. Switch to bar chart view The chart shows one bar per product, making cost differences immediately visible. ### Example: Comparing Time Periods To compare total manufacturing costs across two quarters: 1. Switch to pie chart view 2. Select **Total Cost** from Measures 3. In the search filters, select the current quarter under End Date 4. Under Comparison, select **End Date: Previous Period** The resulting pie chart splits into an inner circle (previous period) and outer ring (current period), showing which products consumed the most production spending in each quarter. *** ## By-Products By-products are secondary outputs generated during manufacturing alongside the primary finished product. Enable **By-Products** at **Manufacturing > Configuration > Settings** under Operations. ### Adding By-Products to a BoM Open a BoM at **Manufacturing > Products > Bills of Materials**. On the **By-products** tab, click **Add a Line**. Select the by-product, enter the quantity produced per manufacturing run, and optionally specify which operation produces it using the **Produced in Operation** field. ### Processing By-Products When an MO is completed by clicking **Produce All**, inventory automatically updates to record both the quantity of the finished product and the quantity of each by-product. Click the **Product Moves** smart button on the MO to view the inventory movements, including by-product movements from the virtual production location to their destination storage location. *** ## Manufacturing Backorders When production cannot be completed in full due to component shortages or capacity constraints, a backorder splits the original MO into two separate orders. ### Creating a Backorder On an in-progress MO, update the **Quantity** field to reflect the number of units actually produced. Click **Validate**. When the "You produced less than initial demand" dialog appears, click **Create Backorder**. The original MO splits into: * **-001**: the units produced; closes immediately * **-002**: the remaining units; stays open for later processing When components become available, navigate to the backorder MO and continue production normally. Additional backorders can be created from -002 if production is again partial. ### Creating a Backorder in Shop Floor On the work order card, reach the **Register Production** step and enter a quantity less than the total ordered (do not click the auto-fill button). Click **Validate**. Click **Mark as Done**. The original work order card fades and a new card with the -002 reference appears for the backorder. \[Screenshot: Shop Floor showing a work order card with partial production and backorder creation] *** ## Scrapping During Manufacturing Scrapping removes damaged or defective materials from inventory and moves them to a virtual scrap location that tracks losses without affecting usable stock counts. ### Scrapping from the Manufacturing App To scrap components or finished products, open the MO, click the **Actions** icon, and select **Scrap**. In the popup, select the product, enter the quantity, and confirm the source and scrap location. Finished products can only be scrapped from MOs that are in the Done stage. Components can be scrapped from Draft or Confirmed MOs. Enable **Replenish Scrapped Quantities** in the scrap popup to automatically create a replenishment order for the scrapped component (recommended for two-step or three-step manufacturing workflows). ### Scrapping from Shop Floor On any MO or work order card in Shop Floor, tap the options menu and select **Scrap**. Note that only components can be scrapped from Shop Floor; finished products must be scrapped from the Manufacturing app. View all scrap orders at **Inventory > Operations > Scrap**. Each record shows the date, product, and quantity scrapped. *** ## Split and Merge Manufacturing Orders ### Splitting an MO To split an MO into multiple orders, open the MO and click the settings gear icon next to the MO reference number. Select **Split**. In the split dialog, enter the number of resulting orders in the **Split #** field. Enter the quantity to assign to each resulting order in the table below. Click **Split**. Each resulting order receives a -001, -002, etc. suffix appended to the original MO reference. ### Merging MOs To merge multiple MOs into one, navigate to **Manufacturing > Operations > Manufacturing Orders** and tick the checkboxes for the MOs to combine. All selected MOs must involve the same product and the same BoM. Click **Actions > Merge**. The merged order receives the next available sequential MO reference number. The **Source** field on the merged order lists all original references. *** ## Unbuild Orders Unbuild orders dismantle a finished product back into its component parts, updating inventory counts for both the product and the recovered components. Navigate to **Manufacturing > Operations > Unbuild Orders** and click **New**. **Unbuild order fields:** * **Product** - the product being dismantled * **Bill of Materials** - auto-populates based on the product; can be changed manually * **Quantity** - how many units to dismantle * **Manufacturing Order** - the original MO this product came from (optional) * **Source Location** - where the product is currently stored * **Destination Location** - where recovered components should be placed * **Lot/Serial Number** - if applicable Click **Unbuild** to confirm the dismantling. Inventory counts update immediately: the finished product quantity decreases, and each component quantity increases by the recovered amount. If any components are damaged and unusable after disassembly, create scrap orders for them to remove them from inventory accurately. *** ## Lot and Serial Number Manufacturing ### Product Configuration Enable tracking at **Inventory > Configuration > Settings** under Traceability. On each product form, set **Track Inventory** to **By Lots** or **By Unique Serial Number**. ### Lot Number Manufacturing When creating an MO for a lot-tracked product, a **Lot/Serial Number** field appears after confirming the order. Click the plus icon to auto-generate the next lot number, or type a custom number. Numbers can also be assigned automatically when clicking **Produce All**. ### Serial Number Manufacturing For serial-tracked products, each individual unit requires its own serial number. **Single unit:** Click **Produce All** to close the MO and auto-generate the next serial number. **Multiple units:** Click **Produce All** to open the Batch Production dialog. The system pre-fills the starting serial number and the count. Click **Generate** to preview the generated serial numbers. Click **Prepare MO** to split into individual MOs without closing them, or **Produce** to split and close all at once. Each split MO receives a -001, -002, etc. suffix. The **Backorders** smart button links to all split orders. *** ## Work Center Time Off When equipment requires maintenance or a work center must close, configure time off to redirect incoming work orders to alternative stations automatically. ### Setup Requirements 1. Configure at least two work centers that can perform the same operations 2. On the primary work center, add the alternative in the **Alternative Work Centers** field and ensure both have the same equipment listed on the Equipment tab ### Scheduling Time Off Navigate to **Manufacturing > Configuration > Work Centers**, open the affected work center, and click the internal link next to **Working Hours**. Click the **Time Off** smart button, then **New**. Configure the time-off record with a reason, the work center as the resource, and the start and end dates of the unavailability period. ### Planning Around Time Off When a confirmed MO requires the unavailable work center, open the MO and click **Plan** on the Work Orders tab. The work center assignment automatically changes to the configured alternative. After the time-off period ends, clicking Plan routes orders back to the original work center. *** ## Subcontracting Subcontracting engages a third-party manufacturer to produce items that the contracting company then sells or stocks. Knowlix supports three subcontracting models. Enable subcontracting at **Manufacturing > Configuration > Settings** by ticking **Subcontracting** under Operations. With subcontracting enabled, BoMs gain a **Subcontracting** type option, and two inventory routes become available: **Resupply Subcontractor on Order** and **Dropship Subcontractor on Order**. ### Subcontracted Product Valuation Total cost = Component cost (C) + Manufacturing fee (M) + Shipping cost (S) + Dropship cost (D) + Other costs (x) Not all variables apply to every arrangement. For example, if the subcontractor dropships finished goods, no inbound shipping cost from the subcontractor is incurred. *** ### Basic Subcontracting In basic subcontracting, the subcontractor is fully responsible for sourcing all components. The contracting company only creates and confirms purchase orders. **Product configuration:** * Under the **Purchase** tab, add the subcontractor as a vendor with a price * Under the **Inventory** tab, set the route to **Buy** (for delivery back to your warehouse) or **Dropship** (for direct delivery to the customer) **BoM configuration:** * Set **BoM Type** to **Subcontracting** * Add the subcontractor in the **Subcontractors** field * Under the **Miscellaneous** tab, enter the manufacturing lead time in **Manuf. Lead Time** * No components need to be listed (the subcontractor handles sourcing) **Workflow:** 1. Create a sales order (if fulfilling a customer order) 2. Confirm the purchase order to the subcontractor - a receipt or dropship order is created automatically 3. When the subcontractor delivers, validate the receipt or dropship order 4. If the product was not dropshipped, deliver it to the customer and validate the delivery order ### Resupply Subcontracting In the resupply model, the contracting company ships components from their own warehouse to the subcontractor before production can begin. **BoM configuration:** * BoM Type: **Subcontracting** * Add the subcontractor * List all required components with quantities * Assign the **Resupply Subcontractor on Order** route to each component on its product form * Enter the **Manuf. Lead Time** on the BoM's Miscellaneous tab **Lead time setup:** Set the delivery lead time on the product's Purchase tab (subcontractor). Set the same number of days as the manufacturing lead time on the BoM. This ensures components must be at the subcontractor by the start of the delivery window. **Workflow:** 1. Confirm a purchase order to the subcontractor 2. A **Resupply** smart button appears on the PO - click it to open the component shipment order 3. Set the scheduled date to account for shipping time before the deadline 4. Validate the resupply order when components are shipped 5. Validate the receipt when the finished product arrives ### Dropship to Subcontractor In the dropship subcontractor model, a vendor ships components directly to the subcontractor rather than going through the contracting company's warehouse. **BoM configuration:** * BoM Type: **Subcontracting** * Add the subcontractor * List required components * Assign the **Dropship Subcontractor on Order** route to each component * Set the delivery lead time for each component vendor on that component's Purchase tab * Enter the **Manuf. Lead Time** on the BoM's Miscellaneous tab **Lead time setup:** When a PO for the finished product is confirmed, a second PO for the components is created automatically. The second PO shows an **Order Deadline** (latest date to confirm the dropship) and an **Expected Arrival** (when the subcontractor must receive the components). Confirm the component PO before the deadline. **Workflow:** 1. Confirm a PO to the subcontractor with an expected arrival date that accounts for component delivery plus manufacturing time 2. Navigate to the automatically created component PO and confirm it before the Order Deadline 3. After the vendor delivers components to the subcontractor, validate the dropship order 4. Validate the receipt when the subcontractor delivers the finished product *** ## Continuous Improvement Knowlix supports a structured product improvement cycle using multiple modules together. ### Step 1: Identify Problems * **Support tickets** provide external feedback from customers. Support team members can create quality alerts from tickets to escalate product issues to the quality team. * **Quality control points** trigger automatic inspections during production. Failed checks prompt employees to file quality alerts. ### Step 2: Suggest Improvements * **Quality alerts** include Corrective Actions and Preventive Actions tabs for documenting how to fix the current issue and prevent recurrence. * **Engineering change orders (ECOs)** in PLM allow product engineers to create new BOM versions with component or operation changes, staging them through an approval process before they affect production. ### Step 3: Implement Strategies * Once an ECO is approved, applying it promotes the revised BOM to production. All new MOs created after approval use the updated BOM. * **Field Service** can be used to dispatch technicians to update or repair products already delivered to customers. ### Step 4: Review Actions * Continue using support tickets and quality checks to monitor whether the changes resolved the original problem. * Send customer surveys after delivering an updated product to gather direct feedback on the improvement. *** ## Best Practices Configure work center capacity and time efficiency accurately so OEE reporting reflects real-world performance rather than theoretical ideals. Use Shop Floor on tablets at each work center so operators can process work orders and report production without returning to a computer. Set scheduled dates on all manufacturing orders to ensure Shop Floor prioritizes correctly. Use the MPS for seasonal products where confirmed sales orders underrepresent expected demand, but keep automated reordering rules separate to avoid overlapping replenishment signals. Enable allocation reports for high-demand products to prevent reserved stock from being consumed by lower-priority orders. For subcontracting workflows, always set manufacturing lead times on BoMs so purchase order expected arrival dates account for production time at the subcontractor. **Your Knowlix:** *"Show me all manufacturing orders that are currently late"* or *"Which work centers have the lowest OEE this month?"* or *"List all open MOs that are missing components"* or *"What products are currently in the master production schedule that fall below their safety stock target?"* or *"Show me all subcontracting purchase orders for this week"* or *"Which manufacturing orders have been split into backorders this month?"* or *"List all by-products generated in the past 30 days"* or *"Show me all unbuild orders created this quarter"* or *"Which work orders in Shop Floor are ready to start right now?"* # PLM Source: https://docs.knowlix.ai/supply-chain/plm Knowlix PLM (Product Lifecycle Management) provides a structured workflow for managing product changes throughout the entire product lifecycle. Engineering change orders track every modification to bills of materials and manufacturing operations, with version history, stakeholder approvals, and controlled rollout to production. **Key features:** * Engineering change order (ECO) management * Configurable ECO types for different change categories * Version-controlled bills of materials with full history * Verification stages with required approver workflows * Component and operation comparison between versions * Design file management per BOM version * Rebase resolution for concurrent ECOs on the same product *** ## ECO Types ECO types categorize change orders into separate project tracks, allowing team members to focus only on the changes relevant to their function. **Examples of ECO types:** * New Product Introduction (for design and engineering teams) * BOM Updates (for production planners) * Component Substitutions (for procurement) * Firmware Updates (for software engineers) * Regulatory Compliance (for quality and legal teams) ### Creating an ECO Type Navigate to **PLM > Configuration > ECO Types** and click **New**. * **Name** - the label for this change category; appears on project cards in the PLM Overview * **Email Alias** - when configured, emails sent to this address automatically generate new change orders in the leftmost stage of the project ### Editing ECO Types Open any existing type from the ECO Types list to modify the name or email alias. *** ## Stages Within each ECO type's Kanban view, stages represent milestones in the review and approval process. Default stages are New, In Progress, Validated, and Effective, but all stages are fully customizable. **Stage types:** * **Verification stage** - requires designated approver sign-off before changes can proceed * **Closing stage** - either applies changes to production or closes the ECO as cancelled ### Configuring a Verification Stage Hover over the stage name, click the Actions icon, and select **Edit**. In the stage popup, check **Allow to Apply Changes** and add at least one approver in the Approvers section. Set the approval type to control how strictly the approval is enforced. ### Configuring a Closing Stage Edit the stage and enable: * **Folded in Kanban View** - keeps completed ECOs from cluttering the active board * **Allow to Apply Changes** - ECOs moved here update the production BOM immediately * **Final Stage** - marks this as the end of the pipeline; ECOs here are considered closed To create a cancellation stage that archives ECOs without applying changes, enable Folded in Kanban View and Final Stage but leave Allow to Apply Changes unchecked. *** ## Engineering Change Orders ### Creating an ECO Navigate to **PLM**, select the appropriate ECO type project, and click **New** on the Engineering Change Orders page. **ECO form fields:** * **Description** - a summary of the change being made * **Type** - the ECO type category this change belongs to * **Apply On** - Bill of Materials or Product Only * **Product** - the product being modified * **Bill of Materials** - the specific BOM to revise (auto-populated if only one BOM exists) * **Company** - restrict the change to one company or leave blank for all companies * **Responsible** - the person managing this ECO * **Effective** - when the change takes effect: As Soon as Possible (applied immediately upon approval) or At Date (scheduled for a specific date) * **Tags** - optional labels for organizing and prioritizing ECOs After completing the form, click **Start Revision** to begin. This action creates a versioned copy of the BOM, stores it in the Revision smart button, assigns the next version number (V2, V3, etc.), and displays the stage indicators at the top of the ECO form. ### Changing Components Click the **Revision** smart button to open the archived working copy of the BOM. This version is flagged with a large Archived label to distinguish it from the active production BOM. In the Components tab, make changes: * Adjust quantities on existing components * Add new lines using **Add a Line** * Remove components using the trash icon ### Comparing Component Changes Return to the ECO form and open the **BoM Changes** tab to see a color-coded comparison: * **Blue text** - components added in the revision that do not exist in production * **Black text** - components present in both versions * **Red text** - components removed in the revision Changes remain isolated in the working revision and do not affect production until explicitly applied. ### Changing Operations Open the Revision BOM and switch to the **Operations** tab to modify manufacturing steps. Select any operation to open its details, make changes, and save. Add new operations with **Add a Line** and remove them using the Archive Operation option. The **Operation Changes** tab on the ECO form shows: * **Operation** - the name of the modified step * **Step** - the quality control point, if detailed instructions are attached * **Step Type** - the control type for the step * **Type** - Add, Remove, or Update * **Work Center** - where the operation takes place * **Manual Duration Change** - the change in expected completion time ### Applying Changes Once the ECO has been reviewed and moved to a verification stage, required approvers receive notifications. After approval, the **Apply Changes** button becomes available. Click it to: 1. Archive the current production BOM 2. Promote the revised BOM to active production status 3. Move the ECO to the closing stage automatically Verify the update by returning to the production BOM and checking the **Version** field in the Miscellaneous tab. It should match the version number shown on the ECO's Revision smart button. *** ## Version Control ### Viewing the Current BOM Version Open any BOM and go to the **Miscellaneous** tab. The Version field shows which revision is currently active in production. ### Reviewing BOM History From any BOM, click the **ECO** smart button and switch to List view. Apply the **Done** filter to see the complete revision history, including: * The ECO that made each change * The Responsible user who applied it * The Effective Date of each version Click any historical ECO to review the components, operations, and design files that were active during that period. This is useful for product recalls, compliance audits, and customer complaints. If the Effective Date field is blank, the change was applied "as soon as possible" with no date recorded. Check the ECO's chatter for a timestamp of when it moved to the closing stage. ### Managing Design Files Attach CAD files, technical drawings, PDFs, or other documentation to a BOM through the chatter's attachment button. Files appear in the Files section. To manage design files within a specific ECO, click the **Documents** smart button on the ECO form. Hover over any attachment to access Edit, Remove, or Download options. Changes to these files are contained within the ECO and only update the production BOM when the ECO is applied. Archived files are not permanently deleted. They remain accessible in the ECO history of the version where they were removed. ### Resolving Concurrent ECO Conflicts When two ECOs modify the same BOM simultaneously, a conflict can arise if one is applied before the other. The outdated ECO will show a **Previous ECO BOM Changes** tab highlighting the differences. Click **Apply Rebase** to incorporate the changes from the already-applied ECO into the current working revision while preserving any new modifications made in this ECO. *** ## Approvals Approvals enforce review gates before changes reach production. When a required approver is assigned to a verification stage, the Apply Changes button is locked until that approver confirms the ECO. ### Adding Approvers to a Stage From the ECO type's Kanban view, hover over the intended stage, click the Actions icon, and select **Edit**. In the popup, click **Add a Line** under Approvals and configure: * **Role** - the reviewer's position (Engineering Manager, Quality Lead, etc.) * **User** - the specific person assigned * **Approval Type**: * **Is Required to Approve** - changes cannot proceed without this sign-off * **Approves, But Approval is Optional** - their approval is recorded but not blocking * **Comments Only** - the reviewer can provide feedback but cannot approve or block ### Managing Pending Approvals Approvers track their open tasks from the PLM Overview. Each ECO type card shows: * **# Engineering Changes** - all active ECOs in this type * **My Validations** - ECOs awaiting this user's approval or currently rejected * **All Validations** - all pending approvals across all approvers * **To Apply** - ECOs where this user needs to apply the final changes ### Approving an ECO Navigate to the ECO in the verification stage. As the assigned approver, click **Approve** to confirm acceptance, then click **Apply Changes** to push the revision to production. The chatter records each action with a timestamp. If no approver has the "Is Required to Approve" type, Apply Changes can be executed directly without a prior Approve click. *** ## Best Practices Create one ECO type per major change category and limit access so each team sees only the ECOs relevant to their role. Always use verification stages with required approvers before the closing stage in any production environment to prevent unauthorized BOM changes. Set explicit Effective Dates on ECOs for time-sensitive changes to maintain accurate version history. Use the BoM Changes and Operation Changes comparison tabs before approving to confirm exactly what will change in production. Attach updated design files to the ECO before applying changes to keep documentation synchronized with the BOM version. **Your Knowlix:** *"Show me all ECOs currently awaiting my approval"* or *"Which products have had more than 3 BOM revisions this year?"* or *"List all engineering change orders in the validation stage"* or *"What changes were made to the keyboard BOM in version 3?"* or *"Which ECOs have been open for more than 30 days without approval?"* or *"Create a new ECO for a component substitution on the assembly line product"* # Purchase Source: https://docs.knowlix.ai/supply-chain/purchase Knowlix Purchase organizes the full procurement lifecycle from initial quotation requests through vendor billing. Track purchase agreements, manage recurring replenishment, compare vendor offers side by side, and monitor procurement spending with built-in analytical reports. **Key features:** * Request for quotation (RFQ) creation and vendor communication * Blanket orders and purchase templates for recurring procurement * Call for tenders with side-by-side vendor comparison * Vendor pricelist management with bulk import support * Automated and temporary reordering rules for stock replenishment * Bill control policies with optional 3-way matching * Purchase analysis, vendor cost tracking, and procurement expense reporting * EDI exchange: export purchase orders as XML files for import into partner systems *** ## Requests for Quotation A request for quotation is a document sent to a vendor asking for pricing confirmation before committing to a purchase. Once the vendor confirms the terms, the RFQ converts into a confirmed purchase order (PO). ### Product Configuration Before products appear on RFQs automatically, configure them at **Purchase > Products > Products**. On the product form, tick the **Purchase** checkbox below the product name. Under the **Inventory** tab, enable the **Buy** route to allow the product to be replenished through purchasing. ### Vendor Pricelist on a Product Open the **Purchase** tab of the product form and click **Add a Line** to register a vendor and their price. When that product is added to any future RFQ, the unit price and delivery lead time auto-populate from this record. Default columns on the vendor pricelist include Quantity, Unit Price, and Delivery Lead Time. Additional columns such as Vendor Product Code or Discount (%) can be shown or hidden using the column options icon at the right side of the header row. Alternatively, vendor pricing records can be managed centrally at **Purchase > Configuration > Vendor Pricelists**. ### RFQ Dashboard Navigate to **Purchase > Orders > Requests for Quotation** to view all active quotations and orders. The dashboard header displays summary counts for the company and for orders where you are the assigned buyer, broken down by status. Status filters at the top of the page: * **To Send** - RFQs not yet sent to the vendor * **Waiting** - RFQs sent by email that are awaiting vendor response * **Late** - RFQs or purchase orders where the order deadline has passed \[Screenshot: Requests for Quotation dashboard with status filters] ### Creating an RFQ Click **New** on the RFQ dashboard to open a blank quotation form. **Form fields:** * **Vendor** - the supplier receiving this request * **Vendor Reference** - the vendor's own sales or delivery order number; useful for matching incoming shipments * **Blanket Order** - links this RFQ to a long-term purchase agreement (visible when Purchase Agreements are enabled) * **Order Deadline** - the date by which the vendor must confirm their willingness to supply. After this date, the order is marked late but can still proceed * **Expected Arrival** - calculated automatically from the order deadline and vendor lead time. Tick **Ask Confirmation** to request that the vendor confirm the shipping date by email * **Deliver To** - the warehouse receiving location. Set to **Dropship** if products ship directly to a customer Under the **Products** tab, click **Add a Product** to select items from the drop-down. To add a product not yet in the system, type the name and choose **Create** or **Create and Edit** from the drop-down. The **Catalog** option opens the vendor's product catalog if configured. ### Sending the RFQ Click **Send by Email** to open the email composition window. The message uses the built-in RFQ template and is addressed to the vendor's email on file. Edit the message as needed and click **Send**. The RFQ moves to the **RFQ Sent** stage. Click **Print RFQ** to download a PDF copy instead. ### Confirming the Order Click **Confirm Order** to convert the RFQ into a confirmed purchase order. The Order Deadline field is replaced by the Confirmation Date reflecting when the order was placed. After confirmation, the system creates a warehouse receipt (when Inventory is installed) with product and arrival information pre-filled. Click **Receive Products** on the PO to record incoming goods. All email exchanges and internal notes between your team and the vendor are tracked in the order's activity feed. *** ## Blanket Orders A blanket order is a long-term purchasing agreement with a vendor that locks in product pricing across multiple deliveries over time. Rather than renegotiating on each order, the agreement defines the terms in advance, and individual quotations are generated from it whenever stock is needed. Blanket orders are especially useful when purchasing the same items from the same supplier regularly but in varying quantities. ### Enabling Purchase Agreements Navigate to **Purchase > Configuration > Settings** and tick the **Purchase Agreements** checkbox under the Orders section. Click **Save**. ### Creating a Blanket Order Navigate to **Purchase > Orders > Purchase Agreements** and click **New**. **Form fields:** * **Vendor** - the supplier this agreement is with * **Buyer** - the user responsible for this agreement (defaults to the creator) * **Agreement Type** - select **Blanket Order** * **Currency** - the negotiated currency for transactions under this agreement * **Agreement Validity** - the start and end dates of the agreement. Leave blank if the agreement has no expiration * **Reference** - optionally link to an existing purchase order * **Operation Type** - the warehouse operation applied when goods are received * **Company** - relevant in multi-company setups Under the product lines, click **Add a Line** to add items. Set quantities and manually enter the agreed unit price for each product (prices do not auto-populate from the product form). Click **Confirm** to move the agreement from Draft to Confirmed status. \[Screenshot: Blanket order form showing product lines and agreement fields] ### Generating RFQs from a Blanket Order Once confirmed, click **New Quotation** directly on the blanket order form. The new RFQ inherits the vendor, products, quantities, and pricing from the agreement. From the RFQ form, click **Send by Email**, **Print RFQ**, or **Confirm Order** to proceed. Confirmed quotations are tracked under the **RFQs/Orders** smart button on the blanket order form. The **Ordered** quantity field on the agreement updates as individual quotations are confirmed, giving a running total of how much has been purchased against the blanket terms. ### Replenishment Integration When a blanket order is confirmed, a vendor entry is automatically added to the **Purchase** tab of each product included in the agreement. This entry includes the vendor, price, and reference to the agreement, allowing automated reordering rules to reference the blanket terms when generating replenishment orders. *** ## Call for Tenders A call for tenders allows procurement teams to request pricing from several vendors for the same goods simultaneously. After collecting responses, the product lines can be compared side by side to select the best combination of price and lead time across vendors. ### Creating Alternative Quotations Start by creating an RFQ as described above. Once it is ready, open the **Alternatives** tab on the RFQ form and click **Create Alternative**. In the dialog, select the alternative vendor. The **Copy Products** checkbox is enabled by default, which pre-fills the alternative RFQ with the same products and quantities as the original. Uncheck it if the alternative vendor will supply different items. Click **Create Alternative** to generate the linked RFQ. Repeat this process for each additional vendor you want to compare. \[Screenshot: Alternatives tab showing linked RFQs from multiple vendors] To link a separately created quotation to an existing alternative group, open the RFQ, go to the **Alternatives** tab, and click **Link to Existing RFQ**. Select the relevant quotation from the list and click **Select**. ### Comparing Product Lines From any of the linked RFQs, open the **Alternatives** tab and click **Compare Product Lines**. This opens the comparison view, which groups all product lines across all linked quotations by product. For each product, all vendor offers appear in separate rows showing price, quantity, and reference. Products you do not want to order from a particular vendor can be removed by clicking **Clear** on that row. When you identify the best offer for each product, click **Choose** on that row to select it. \[Screenshot: Compare Order Lines view with vendor options per product] ### Confirming and Cancelling Alternatives After choosing products from the comparison view, return to the winning RFQ and click **Confirm Order**. A dialog asks what to do with the remaining unfulfilled alternatives. Choose: * **Cancel Alternatives** - automatically cancels the other linked RFQs * **Keep Alternatives** - leaves them open for future ordering Cancelled orders appear greyed out with a Cancelled status on the RFQ dashboard. *** ## Purchase Templates Purchase templates are reusable agreement structures for recurring orders. Unlike blanket orders which tie to a single vendor, purchase templates can be applied to multiple vendors, allowing the same product list to be quickly quoted across different suppliers. ### Creating a Template Navigate to **Purchase > Orders > Purchase Agreements** and click **New**. To make the template vendor-neutral, leave the **Vendor** field blank. In the **Agreement Type** field, select **Purchase Template**. Under the **Products** tab, click **Add a Line** to add recurring items. Set the expected quantity and unit price for each. Prices must be entered manually. Click **Confirm** to finalize the template. ### Using a Template From the confirmed template form, click **New Quotation**. The RFQ is pre-filled with the products from the template. Select a vendor if none was specified on the template, adjust quantities or prices as needed, then send or confirm the quotation normally. Confirmed orders generated from the template are tracked in the **RFQs/Orders** smart button. *** ## Vendor Pricelists ### Adding Prices on the Product Form Navigate to **Purchase > Products > Products**, open a product, and go to the **Purchase** tab. Click **Add a Line** to register a vendor and their pricing terms. This information auto-fills on any RFQ that includes the product. ### Importing Vendor Pricelists To update vendor pricing for multiple products at once, use the bulk import feature. **Exporting a template for import:** Navigate to **Purchase > Configuration > Vendor Pricelists**. Tick the checkboxes for the records you want to export, then click the **Actions** button and select **Export**. In the export dialog, choose the fields to include. Tick **I want to update data (import-compatible export)** if you intend to update existing records rather than create new ones. Select XLSX or CSV as the export format and click **Export**. **External ID field:** The External ID is a system identifier that tells the import which existing record to update. Without it, each imported row creates a new pricelist entry. If you are updating existing prices, make sure the External ID column is included and populated in your import file. **Common import fields:** | Field | Purpose | Technical Name | | ------------------ | -------------------------------------------------- | ----------------- | | Vendor | The supplier associated with this entry (required) | partner\_id | | Product Template | The product this pricing applies to | product\_tmpl\_id | | Quantity | Minimum quantity threshold to receive this price | min\_qty | | Unit Price | The purchase price from the vendor | price | | Delivery Lead Time | Days from order confirmation to receipt | delay | | Sequence | Order priority when multiple vendors exist | sequence | | Company | Limits the entry to a specific company | company\_id | | External ID | Unique identifier for updating existing records | id | **Importing the file:** Navigate to **Purchase > Configuration > Vendor Pricelists**, click the gear icon, and select **Import Records**. Click **Upload File**, select your prepared XLSX or CSV, confirm the field mappings, and click **Import**. \[Screenshot: Import records dialog for vendor pricelists] *** ## Reordering Rules Reordering rules automatically generate purchase orders when product stock falls below a defined minimum, ensuring critical items stay available without manual monitoring. ### Product Requirements For reordering rules to work, the product must: * Have the **Purchase** checkbox enabled on the product form * Be set to product type **Goods** under the General Information tab * Have **Track Inventory** enabled with a tracking option selected ### Setting Up a Reordering Rule Open the product form and click the **Reordering Rules** smart button (visible once inventory tracking is enabled). Click **Create** on the reordering rules page. Configure the rule: * **Location** - where received stock should be stored * **Min Quantity** - when stock drops below this level, a new order is triggered * **Max Quantity** - the target stock level after replenishment. The order quantity is Max Quantity minus current stock on hand * **Multiple Quantity** - restricts ordering to specific batch sizes. If a multiple is set, the ordered quantity may slightly exceed the Max Quantity to match the batch size * **Unit** - the unit of measure for ordering (units, weight, volume, etc.) **Example:** If Min Quantity is 5, Max Quantity is 25, and current stock is 4, a purchase order for 21 units is created. ### Triggering Rules Manually Reordering rules run automatically on a daily schedule. To trigger them immediately, navigate to **Inventory > Operations > Procurement: Run Scheduler** and confirm the action. ### Managing Reordering Rules View rules for a single product from the product form's **Reordering Rules** smart button. To manage all reordering rules across all products, navigate to **Inventory > Operations > Replenishment**. From this view, rules can be filtered, grouped, archived, or exported in bulk. *** ## Temporary Reordering Rules A temporary reordering rule is a one-time replenishment trigger created automatically when all of the following conditions are true: 1. The product's route is set to **Buy** 2. No standing reordering rule exists for the product 3. Stock on hand is 0 4. The product appears on a confirmed sales order The rule disappears from the replenishment dashboard once the generated purchase order is confirmed. ### Configuration Navigate to **Inventory > Products > Products** and open or create a product. Ensure: * **Can be Sold** and **Can be Purchased** are both enabled * Product type is **Storable Product** * Under the **Purchase** tab, at least one vendor and price is set A vendor must be configured for the temporary rule to generate a purchase order automatically. ### Workflow 1. Confirm a sales order for the product while stock on hand shows 0 2. Navigate to **Inventory > Operations > Replenishment** - the product appears with a negative forecast and a Buy route 3. Click **Order Once** on the product row to generate a one-time purchase order 4. Go to **Purchase**, open the generated PO, click **Confirm Order**, then **Receive Products**, then **Validate** 5. Deliver and invoice the original sales order After the purchase order is confirmed and the sales order fulfilled, verify that the **Reordering Rules** smart button on the product form shows 0, confirming no permanent rule was created. *** ## Bill Control Policies The bill control policy determines when vendor bills can be created relative to purchase order status. Navigate to **Purchase > Configuration > Settings** and scroll to the **Invoicing** section. **Policy options:** * **Ordered Quantities** - a draft vendor bill is created immediately upon PO confirmation. The bill reflects the quantities ordered, not yet received * **Received Quantities** - a bill can only be created after products have been received. Attempting to create a bill before receiving anything triggers an error The setting applies as the default for all new products. Individual products can override the default by changing the **Control Policy** field in their **Purchase** tab. ### 3-Way Matching 3-way matching prevents payment of vendor bills until at least some of the ordered products have been received. Enable it at **Purchase > Configuration > Settings** under Invoicing. When enabled, vendor bills display a **Should Be Paid** field on the **Other Info** tab with three possible states: * **Yes** - products have been received and the bill is payable * **No** - bill has been paid * **Exception** - bill details were manually edited after generation; the system notes the discrepancy but does not block payment 3-way matching requires the bill control policy to be set to **Received Quantities**. ### Billing Status After confirming a PO, check its billing status under **Other Information** tab: | Billing Status | Received Quantities Policy | Ordered Quantities Policy | | --------------- | ------------------------------------------ | ------------------------- | | Nothing to Bill | PO confirmed; no products received | Not applicable | | Waiting Bills | Some or all products received; no bill yet | PO confirmed | | Fully Billed | Draft bill created after receipt | Draft bill created | *** ## Creating and Managing Vendor Bills ### From a Purchase Order (Ordered Quantities) 1. Navigate to **Purchase > Orders > Purchase Orders** and open or create a PO 2. Add a vendor and products, then click **Confirm Order** 3. Click **Create Bill** - a draft vendor bill opens 4. Set the **Bill Date** and click **Confirm** on the bill 5. Click **Register Payment**, confirm the journal and payment details, and click **Create Payment** The bill displays a green **Paid** banner when complete. ### From a Purchase Order (Received Quantities) 1. Confirm the PO as above 2. Click the **Receipt** smart button and click **Validate** to record received quantities 3. Return to the PO and click **Create Bill** 4. Set the **Bill Date**, click **Confirm**, then **Register Payment** and **Create Payment** ### From Accounting Vendor bills can also be created without a purchase order. Navigate to **Accounting > Vendors > Bills** and click **New**. Add a vendor, add products under the **Invoice Lines** tab, set a bill date, and click **Confirm**. To link to an existing PO, click the **Auto-Complete** drop-down before confirming and select the relevant order. After confirmation, the **Journal Items** tab shows the account postings based on the vendor and product configurations. ### Batch Billing To process multiple bills at once, navigate to **Accounting > Vendors > Bills**, select multiple bills using the checkboxes, and click **Register Payment**. Set the journal, payment date, and method. The **Group Payments** option (if Batch Payments is enabled) creates a single payment across all selected bills. *** ## Purchase Analysis Report Navigate to **Purchase > Reporting > Purchase** to access the Purchase Analysis report. The report tracks procurement statistics across all purchase orders and RFQs, with configurable measures and grouping options. ### Available Measures Click **Measures** to select the dataset displayed: | Measure | Description | | ---------------- | ---------------------------------------------------- | | # of Lines | Total number of order lines across all orders | | Average Cost | Average cost per order | | Days to Confirm | Average days from creation to order confirmation | | Days to Receive | Average days from order placement to product receipt | | Gross Weight | Total weight of purchased products | | Qty Billed | Quantity already invoiced to vendors | | Qty Ordered | Total quantity ordered | | Qty Received | Quantity received so far | | Qty to Be Billed | Quantity received but not yet billed | | Total | Total amount spent including tax | | Untaxed Total | Total amount excluding tax (default measure) | | Volume | Total volume for products measured by volume | | Count | Total number of orders | In graph view, one measure can be selected at a time. In pivot view, multiple measures and multiple group-by criteria can be combined. ### Example: Delivery Performance by Vendor To compare how quickly each vendor delivers: 1. Open the report and switch to bar chart view 2. In the search filters, set a date range (e.g., Confirmation Date: current year) 3. Under **Group By**, select **Vendor** 4. Click **Measures** and choose **Days to Receive** The resulting chart shows one bar per vendor representing average delivery time, making it straightforward to identify slow suppliers. \[Screenshot: Purchase Analysis bar chart grouped by vendor, measuring days to receive] ### Example: Spending Comparison Between Periods To compare spending with a specific vendor across two months: 1. Open the report and switch to pivot view 2. Search for the vendor name in the search bar 3. Under Filters, select the current month 4. Under Comparison, select **Previous Period** 5. Under Measures, keep Total and Untaxed Total 6. Click the row group button and select **Product** The pivot table shows columns for each time period and a variation percentage, broken down by product. *** ## Procurement Expenses Report The procurement expenses report summarizes spending by vendor and product category over a defined period, with optional period comparisons. ### Building the Report 1. Navigate to **Purchase > Reporting > Purchase** 2. Switch to **Pivot** view using the icon at the top right 3. Remove any default search filters 4. Under **Filters**, choose a date field (Order Date or Confirmation Date) and select a time range (month, quarter, or year) 5. Under **Group By**, select **Vendor**, then **Product Category** 6. Under **Comparison**, select **Previous Period** or **Previous Year** 7. Click **Measures** and add relevant metrics: * **Total** and **Untaxed Total** for spending overview * **Average Cost** to evaluate cost efficiency * **Days to Confirm** and **Days to Receive** for supplier performance * **Qty Ordered** and **Qty Received** for order fulfillment analysis * **Qty Billed** and **Qty to be Billed** for billing accuracy Click **Insert in Spreadsheet** to export the pivot data to a spreadsheet document for further editing. \[Screenshot: Procurement expenses report in pivot view with vendor and product category grouping] *** ## Vendor Costs Report The vendor costs report tracks price changes from individual vendors over time, helping identify cost inflation and seasonal pricing patterns. ### Building the Report 1. Navigate to **Purchase > Reporting > Purchase** 2. Switch to **Pivot** view 3. Remove any default filters 4. Under **Filters**, select a date range by Order Date or Confirmation Date 5. Under **Group By**, select **Vendor** first, then **Product** 6. Under **Comparison**, select **Previous Period** or **Previous Year** 7. Click **Measures** and add **Average Cost** plus any additional metrics The pivot table shows vendor spending with period comparisons, broken down by the products purchased from each vendor. Pivot results can be exported to a spreadsheet document via **Insert in Spreadsheet**. *** ## EDI Purchase-to-Sales Order Exchange Electronic Data Interchange (EDI) lets two companies using separate systems exchange structured order data without manual re-entry. In Knowlix, a confirmed purchase order can be exported as an XML file and imported directly as a sales order in the partner's system. ### Roles **Buyer system** - creates and confirms purchase orders, then generates the XML export. The vendor should be set up as a portal user in the buyer's system. **Seller system** - receives the XML file and imports it as a sales order with product lines, quantities, and prices already populated. ### Workflow **Buyer side:** 1. Create an RFQ in **Purchase**, set the vendor as the seller's portal user account, and click **Confirm Order** 2. The confirmed PO becomes available in the seller's portal view **Seller side:** 1. Log in to the buyer's system as a portal user 2. Go to the portal dashboard and click **Our Orders** 3. Open the relevant purchase order and click **Connect with Your Software** 4. In the dialog, copy the provided URL and paste it into a new browser tab to download the XML file 5. Log in to your own system, open the **Sales** module, and either click **Upload** or drag and drop the downloaded XML file onto the Quotations dashboard 6. The system generates a sales order pre-filled with the buyer's product lines, quantities, and prices \[Screenshot: Portal view showing Connect with Your Software button and download dialog] The XML follows the UBL schema standard for cross-system compatibility. *** ## Best Practices Configure vendor pricelists before creating RFQs so unit prices auto-populate and reduce manual entry. Use blanket orders for suppliers you buy from regularly to lock in pricing across the year. Enable 3-way matching for high-value purchases to prevent payment before confirming receipt. Set reordering rules with minimum quantities based on realistic lead times so stock never falls below safety levels. Run the vendor costs report quarterly to identify cost increases early and renegotiate terms before they impact margins. Use the call for tenders process for significant one-time purchases to ensure you are selecting the best available offer. **Your Knowlix:** *"Show me all open purchase orders waiting on vendor confirmation"* or *"Which vendors have the longest average delivery times this quarter?"* or *"List all products with reordering rules but no vendor pricelist configured"* or *"Generate a procurement expenses summary for Q1 grouped by product category"* or *"Which purchase orders from last month are still not fully billed?"* or *"Show me all blanket orders expiring in the next 60 days"* or *"Create a new request for quotation for 50 units of the aluminum bracket from our primary supplier"* or *"Compare spending with our top three vendors over the past six months"* # Quality Source: https://docs.knowlix.ai/supply-chain/quality Knowlix Quality helps manufacturing and warehouse teams systematically inspect products and resolve defects before they reach customers. Quality control points trigger automatic inspections at defined intervals, quality checks prompt employees to verify product standards during operations, and quality alerts communicate issues to the responsible team for corrective action. **Key features:** * Quality control points (QCPs) with automatic check generation * Multiple check types: Instructions, Pass/Fail, Measure, Take a Picture, Worksheet * Quality alerts with corrective and preventive action tracking * Failure locations for routing defective product to quarantine areas * Integration with manufacturing orders, inventory operations, and Shop Floor * Configurable check frequency and scope per operation *** ## Quality Control Points Quality control points define when and how inspections occur. Each QCP watches a specific operation and automatically creates quality checks when conditions are met. Navigate to **Quality > Quality Control > Control Points** and click **New**. ### QCP Configuration * **Title** - a descriptive name making the QCP easily identifiable * **Products** - which products trigger this QCP; leave blank to apply to all products * **Product Categories** - apply the QCP to all products in a category * **Operations** - the operation type that triggers the check (Manufacturing, Receipts, Deliveries, etc.) * **Work Order Operation** - for manufacturing operations only; targets a specific work order step instead of the entire production order * **Control Per** - when checks are generated: * **Operation** - one check for the entire operation * **Product** - one check per unique product within the operation * **Quantity** - one check per quantity batch; enable Partial Transfer Test to apply only to a percentage of units * **Control Frequency** - how often checks are created: * **All** - every time the operation occurs * **Randomly** - a specified percentage of operations are sampled * **Periodically** - once per defined interval (days, weeks, or months) * **Type** - the inspection method (see Check Types below) * **Team** - the quality team responsible for managing checks created by this QCP * **Responsible** - a specific team member assigned to this QCP * **Step Document** - where instruction materials are located: Specific Page of Operation Worksheet or Custom (uploaded directly to the Instructions tab) **Failure on Instructions tab:** Detail what the employee should do if the check fails, such as creating a quality alert or escalating to a supervisor. **Notes tab:** Internal context about why this QCP was created. Not visible to employees processing checks. *** ## Check Types ### Instructions Provides written directions for completing the check. The employee reads the instructions, performs the action, then marks the check as Passed or Failed. Use this type for process confirmations where the outcome is judgment-based (verifying packaging integrity, checking assembly order, confirming labels are applied). ### Pass / Fail Defines a binary criterion that the product must meet. The employee evaluates the product against the stated criteria and clicks Pass or Fail. ### Measure Requires recording a numerical measurement. The QCP specifies a Norm (target value) and Tolerance (acceptable range). The check passes when the recorded value falls within the tolerance band. Configure on the QCP form: * **Norm** - the ideal measurement value and unit * **Tolerance: From / To** - the minimum and maximum acceptable values Employees enter the measured value during processing. If the value is outside tolerance, the check fails automatically. ### Take a Picture Requires uploading a photograph before the check can be completed. Used for visual documentation of product condition, packaging, or labeling at a specific stage of production or delivery. ### Worksheet Requires filling out a structured quality form before completing the check. Select a Quality Worksheet Template from the Template field. A copy of the worksheet is created for each check instance. Create worksheet templates at **Quality > Configuration > Quality Worksheet Templates**. ### Spreadsheet Similar to Worksheet but uses a spreadsheet format. Select a Quality Spreadsheet Template from the Template field. *** ## Quality Checks Quality checks are individual inspections tied to specific operations or orders. They are most commonly generated automatically by QCPs, but can also be created manually for ad-hoc inspections. ### Manual Quality Check Navigate to **Quality > Quality Control > Quality Checks** and click **New**. * **Control Per** - Operation, Product, or Quantity * **Picking** - the inventory operation this check applies to * **Production Order** - the manufacturing order this check applies to * **Control Point** - optionally associate this manual check with an existing QCP * **Type** - the inspection method * **Team** - the quality team responsible Complete the instructions in the Notes tab and click **Pass** or **Fail** to record the result immediately, or save for later processing. ### Processing Checks from the Order Open any manufacturing order or inventory operation where a check is required. A purple **Quality Checks** button appears at the top. Click it to open the Quality Check popup, which lists all pending inspections for that order. For Pass/Fail checks, click **Pass** or **Fail** at the bottom of the popup. For all other check types (Instructions, Measure, Take a Picture), follow the instructions in the popup and click **Validate** to complete. ### Processing Checks in Shop Floor Quality checks linked to specific work order operations must be completed in Shop Floor. Navigate to the manufacturing order, open the work order, and click **Open Shop Floor**. Process the order steps until reaching the quality check step. Click the step to open the inspection popup, complete the requirements, and click **Validate** (or **Pass** / **Fail** for binary checks). Alternatively, click the checkbox on the step's line to mark it as Passed automatically. ### After a Failed Check When a check fails during an inventory or manufacturing operation, a **Quality Alert** button appears at the top of the order. Click it to open a new quality alert form pre-filled with the relevant order details. Completing the alert notifies the responsible quality team. *** ## Quality Alerts Quality alerts communicate product defects and issues to quality teams, track corrective measures, and document preventive actions. ### Creating an Alert **From the Quality module:** Navigate to **Quality > Quality Control > Quality Alerts** and click **New**. **From a manufacturing order:** Click the **Quality Alert** button at the top of any MO that has a quality check configured. **From an inventory order:** Click the **Quality Alert** button on receipt, delivery, or other inventory orders where a check was requested. The gear icon also provides a Quality Alert option on orders without an active check button. **From Shop Floor:** On any work order card, click the three-dot menu and select **Create a Quality Alert**. ### Alert Form * **Title** - a short description of the quality issue * **Product / Product Variant** - the affected item * **Work Center** - where the issue was observed * **Picking** - the inventory order associated with the issue * **Team** - the quality team responsible for resolution * **Responsible** - the specific team member assigned * **Tags** - categorization labels * **Root Cause** - the known or suspected cause * **Priority** - one to three stars; higher priority alerts appear at the top of the Kanban board **Tabs:** * **Description** - detailed account of the issue * **Corrective Actions** - immediate steps to fix the problem * **Preventive Actions** - changes to prevent recurrence * **Miscellaneous** - vendor, company (multi-company environments), and assignment date ### Managing Alerts All alerts are visible at **Quality > Quality Control > Quality Alerts** in a Kanban board organized by review stage. Move alerts between stages by dragging cards or clicking the stage indicator on the alert form. Create alerts directly in a specific stage by clicking the **+** button next to the stage name. *** ## Failure Locations Failure locations route defective products to designated quarantine areas when they fail a quality check, keeping failed stock separate from good inventory. ### Enabling Failure Locations Enable **Storage Locations** at **Inventory > Configuration > Settings** under the Warehouses section. Failure locations work best for storable products (products with tracked inventory counts). ### Configuring a QCP with a Failure Location Open a QCP at **Quality > Quality Control > Control Points** and set **Control Per** to **Quantity**. A **Failure Locations** field appears. Select one or more locations where failed products should be sent, or create new locations by typing a name and selecting Create. ### Processing a Failed Check with a Failure Location When a quality check fails on an inventory order: 1. Open the order and click **Quality Checks**. 2. Click **Fail** at the bottom of the popup. 3. In the Quality Check Failed dialog, enter the quantity that failed. 4. Select the failure location from the **Failure Location** field. 5. Click **Confirm**. 6. Click **Validate** on the order. Passing products go to their normal storage location. Failed products go to the selected failure location. ### Viewing Failure Location Stock Navigate to **Inventory > Configuration > Locations**, select the failure location, and click the **Current Stock** smart button to see all products quarantined there with their quantities. *** ## Best Practices Configure QCPs to trigger at incoming receipts for supplier-provided components before they enter production. Use Measure checks for precision parts with tight tolerance requirements and Pass/Fail checks for binary assessments like packaging completeness. Set the Failure on Instructions tab to always prompt employees to create a quality alert, ensuring no failed check goes unresolved. Review quality alerts weekly and track which root causes are recurring to identify systemic problems. Use failure locations to physically isolate quarantined stock rather than just recording failures in the system, preventing mixing of good and defective inventory. **Your Knowlix:** *"Show me all failed quality checks from this week"* or *"Which products have the highest quality alert rate this month?"* or *"List all open quality alerts assigned to the production team"* or *"How many quality checks are pending for today's manufacturing orders?"* or *"Which quality control points are configured for the Assembly operation?"* or *"Show me all products currently in the quarantine failure location"* or *"Create a quality alert for a batch of components that failed dimensional inspection"* # Repairs Source: https://docs.knowlix.ai/supply-chain/repairs Knowlix Repairs manages the complete repair lifecycle for products returned by customers. Track incoming damaged items, document repair work with parts and labor, invoice customers for non-warranty repairs, and coordinate return delivery of repaired products. **Key features:** * Repair order creation linked to original sales returns * Parts tracking with add, remove, and recycle operations * Warranty designation bypassing customer billing * Stage-based workflow (Confirmed, Under Repair, Repaired) * Integration with sales orders and inventory *** ## Repair Workflow The complete return-and-repair process follows three stages: 1. **Process return** from customer (reverse transfer from original delivery) 2. **Create repair order** for returned product 3. **Return repaired product** to customer *** ## Creating Repair Orders Navigate to **Repairs** and click **New**. **Required fields:** * **Customer**: Person to invoice and receive repaired product * **Product to Repair**: Select damaged product from catalog * **Product Quantity**: Amount requiring repair * **Return**: Link to the return order from which product originated **Additional fields:** * **Under Warranty**: Check if repair covered by warranty (customer not charged for parts) * **Scheduled Date**: Planned repair completion date * **Responsible**: Team member assigned to perform repair * **Tags**: Classification for filtering and reporting \[Screenshot: Repair order form] *** ## Parts Management Track all components used in repairs through the **Parts** tab. Click **Add a Line** for each part involved. **Part types:** * **Add**: Component being installed in the product * **Remove**: Component being extracted from the product * **Recycle**: Extracted component saved for future use or repurposing For each part line, specify product, demand quantity, unit of measure, and mark as used when work completed. Update the **Done** column with actual quantities used versus planned. **Repair Notes:** Add internal technician notes in the **Repair Notes** tab for guidance during the repair process. *** ## Processing Repairs **Confirm Repair:** Click to move order to Confirmed stage and reserve required components. System shows component availability in the Forecasted column. **Start Repair:** Click to move to Under Repair stage when work begins. **End Repair:** Click when repairs complete to advance to Repaired stage. If unused parts remain when ending repair, system prompts to confirm quantities. Validate to finalize or discard to adjust part tracking. *** ## Invoicing and Customer Return **Warranty repairs:** No invoice required. Proceed directly to returning repaired product. **Non-warranty repairs:** Click **Create Quotation** to generate a sales quote pre-populated with all parts used and repair costs. Confirm and invoice customer before or alongside product return. **Returning product to customer:** From the original sales order, open the delivery record and click **Return** to create a new outbound delivery for the repaired product. Validate delivery when product shipped back to customer. *** ## Best Practices Document repair notes thoroughly for each order to build a knowledge base of common failure patterns. Track warranty versus non-warranty repairs separately to analyze product quality trends. Link repair orders to original sales orders for complete customer history visibility. **💡 Your Knowlix:** *"Show me all open repair orders"* or *"How many warranty repairs were processed last month?"* # AI Website Source: https://docs.knowlix.ai/websites/ai-website Create stunning, professional websites with AI-assisted design, drag-and-drop customization, and built-in SEO optimization Knowlix AI Website Builder empowers you to create stunning, professional websites with AI-assisted design, drag-and-drop customization, and built-in SEO optimization. The AI Website module provides: * **AI Prompt Generation:** Create website boilerplate from text descriptions * **Visual Block Builder:** Add and customize blocks with drag-and-drop * **Real-Time Preview:** See changes instantly across all device sizes * **SEO Optimization:** Built-in tools to rank higher in search engines * **E-Commerce Ready:** Sell products directly from your website * **Custom Domain:** Connect your own domain or use Knowlix subdomain *** ## Creating Your Website with AI Generate your website structure using natural language prompts. **AI Website Generation:** * Click **Create Website** → **Generate with AI** * Enter your prompt describing the website structure: *"Create me a modern website for my travel page. Just create the boilerplate. I will fill on my own."* *"Create a professional website for a digital marketing agency with services, portfolio, and contact sections."* *"Build a restaurant website with menu, reservations, and location pages."* * AI generates the basic structure and layout in seconds * The boilerplate includes page structure, sections, and navigation AI Website Generation ## Building and Customizing Add blocks and customize your website design. **Adding Blocks:** * Click the **+ Add Block** button in the top-right corner * Choose from available block types: * Hero sections * Text blocks * Image galleries * Contact forms * Feature grids * Testimonials * Call-to-action sections Adding Blocks **Editing Blocks:** * Click on any block to edit content * Drag blocks to reorder them * Customize colors, fonts, spacing, and layout * Add images, videos, and other media * Delete blocks you don't need **Design Customization:** * Change global theme colors * Adjust typography and fonts * Set spacing and padding * Configure mobile responsiveness * Preview changes in real-time Design Customization *** ## More Information Website builder and content management Online store and product catalog Blog authoring and content publishing Community forum and discussion management Online courses and training platform Real-time customer support chat AI assistant tips for the Website module # Blog Source: https://docs.knowlix.ai/websites/blog Knowlix Blog enables content creation and publication on your website to engage visitors, share industry knowledge, and improve search engine visibility. Manage multiple blogs from a central dashboard with full control over layout, categorization, and reader interaction. **Key features:** * Multiple blog management from single platform * Tag-based content categorization * Reader comments and social sharing * Customizable layouts and sidebars * Traffic analytics integration *** ## Creating Blogs Navigate to **Website → Configuration → Blogs** and click **New**. Enter a **Blog Name** and **Blog Subtitle** to establish the blog identity. The blog automatically appears as a menu item in your website navigation when created. Create multiple blogs to separate content by topic, audience, or team. Examples: Company News, Product Updates, Industry Insights. *** ## Adding Blog Posts Click **+New** from your website and select **Blog Post**. Choose which blog to publish in, enter a post title, and click **Save**. Write and format content using the website builder editor. Add images, videos, embedded content, and structured formatting. **Content tips:** * Type `/` in the editor to access formatting options and content blocks * Use copyright-free images from integrated image libraries * Structure posts with headings for readability and SEO **Publishing:** Toggle the **Unpublished** switch in the top-right corner to **Published** when post is ready for public viewing. Unpublished posts remain drafts invisible to visitors. \[Screenshot: Blog post creation interface] *** ## Tags Tags help visitors filter posts by topic and discover related content. Navigate to **Website → Configuration → Blogs → Tags** to manage tags. **Creating tags:** Click **New** and configure: * **Name**: Tag display label * **Category**: Group related tags under themed categories in sidebar * **Used in**: Select existing posts to apply tag retroactively **In-post tagging:** Open the post customization panel and select tags from the **Tags** field. Create new tags directly while editing posts. **Sidebar tag list:** Enable the **Sidebar** in blog customization settings to display a **Tags List** component. Visitors click tags to filter the blog showing only posts sharing that tag. *** ## Customizing Blog Layout Open a blog homepage and click **Edit → Customize** to access layout settings. **Top banner:** * **Name/Latest Post**: Display latest post title in banner * **Drop Zone**: Remove default banner and add custom building blocks **Post layout:** * **Grid**: Display posts in columns * **List**: Display posts in vertical list **Sidebar options:** * **Archives**: Monthly filter showing posts by creation date * **Follow Us**: Social media links for subscriber acquisition * **Tags List**: Tag cloud for content filtering **Post card display:** * Show or hide cover images * Display author attribution * Show comment and view statistics * Show teaser preview text and tags *** ## Customizing Post Layout Open individual post and click **Edit → Customize** for post-specific settings. Settings apply to all posts globally. **Title position:** * Inside cover image * Above cover image **Sidebar:** * Archives, author bio, blog list, share buttons, tags **Navigation:** * Breadcrumb trail showing path to post * Next article link at post bottom * Comments section enabling reader engagement **Engagement:** * Enable comments for reader interaction * Select-to-tweet highlighting for reader sharing *** ## Best Practices Publish consistently on a defined schedule to build readership. Tag all posts for discoverability. Monitor traffic analytics to identify high-performing content types. Use engaging cover images to improve click-through rates from blog homepage. **💡 Your Knowlix:** *"Show me blog posts published last month"* or *"How many posts are currently unpublished?"* # E-commerce Source: https://docs.knowlix.ai/websites/ecommerce Knowlix eCommerce provides a fully integrated online store connected directly to your inventory, accounting, and customer management systems. Sell products, manage orders, process payments, and analyze performance from a single platform without relying on third-party storefronts or manual data synchronization. **Key features:** * Visual website editor for storefront design * Product catalog with variants, digital files, and media galleries * Flexible pricing with pricelists, discounts, and promotional codes * Multiple payment provider integrations * Configurable checkout flow with guest and account options * Delivery method management including click-and-collect * B2B and B2C store configurations * Performance dashboards and third-party analytics integration *** ## Products ### Creating Products Products can be created from the frontend or backend. **From the website:** Click **+ New** in the top-right corner of any page and select **Product**. Enter the product name, sales price, and applicable taxes, then save. The product page is published automatically after saving. **From the backend:** Navigate to **Website > eCommerce > Products** and click **New**. Products created this way are unpublished by default. Click the **Go to Website** smart button on the product form, then toggle the switch from Unpublished to Published when ready. ### Importing Products Go to **Website > eCommerce > Products**, click the gear icon, and select **Import Records** to upload product data from XLSX or CSV files. To publish a batch of products at once, switch to List view, enable the **Is Published** column from the column selector, select the target products, and tick the Is Published checkbox for any selected item to apply the change to all. ### Product Page Customization Open the website editor on any product page and use the **Customize** tab to enable or disable: * **Terms and Conditions** - a link to your terms displayed on the product page * **Rating** - star ratings and reviews from logged-in portal customers * **Share** - social media sharing buttons * **Select Quantity** - quantity selector for customers * **Tax Indication** - label showing whether price is tax-inclusive or exclusive * **Variants** - display product variants as a vertical list or horizontal selectable buttons * **Product Tags** - tag labels visible on the product page with filter capability * **Buy Now** - button taking customers directly to checkout * **Wishlist** - save product for later option * **Compare** - side-by-side comparison with other products * **Specification** - attribute table displayed at the bottom of the page Building blocks placed above or below the main product content area appear on all product pages. Building blocks placed within the main area appear only on the specific product's page. ### Product Images and Videos From the product form, go to the **Sales** tab and click **Add Media** in the Ecommerce Media section. Upload images, enter image URLs, or paste video URLs or embed codes. In the website editor, select any product image to adjust display settings: * **Images Width** - width of product images on the page * **Layout** - Carousel (navigable) or Grid (four-image square) * **Image Zoom** - Magnifier on Hover, Popup on Click, Both, or None * **Thumbnails** - thumbnail position (Left or Bottom) Images should be PNG or JPG format with at least one dimension exceeding 1024 pixels to enable zoom functionality. ### Product Variants Navigate to **Website > Configuration > Settings** and enable **Product Variants** in the Shop - Products section. Then open a product form and go to the **Attributes & Variants** tab to add attributes and their possible values. To control which attributes appear in catalog filtering, go to **Website > eCommerce > Attributes** and set the **eCommerce Filter Visibility** to Visible or Hidden for each attribute. ### Digital Files Attach downloadable files to products (ebooks, manuals, certificates, licenses) for delivery before or after purchase. From the product form, click the **Documents** smart button and upload a file or click **New** to add a URL-based link. **Pre-purchase access:** Leave the Visibility field blank and enable **Show on Product Page** to make the file visible before ordering. **Post-purchase access:** Set Visibility to **Confirmed Order** and disable Show on Product Page. The file appears in the customer portal after payment. ### Product Comparison Enable **Product Comparison Tool** in **Website > Configuration > Settings** under Shop - Products. Customers can then select products to compare using the Compare icon on each product card. The comparison page shows attributes and prices side by side. The product comparison tool requires products to have attributes configured. ### Wishlists Enable **Wishlists** in **Website > Configuration > Settings** under Shop - Products. Logged-in customers can save products to their wishlist from product pages. Customers can also move items from their cart to a wishlist using the Save for Later option during checkout review. ### Stock Management Navigate to **Website > Configuration > Settings** and configure the Inventory Defaults sub-section under Shop - Products: * **Warehouse** - the fulfillment location for web orders * **Out-of-Stock** - enable Continue Selling to allow orders even when stock is depleted, or disable to block orders * **Show Available Qty** - displays remaining stock below a configurable threshold on the product page Inventory settings require the Inventory module to be installed. Products must be set to the Storable type to show stock levels. ### Product Translation For multilingual websites, translate product content directly on the product form. Fields supporting multiple languages show a language abbreviation (such as EN) next to the field. The primary fields to translate for eCommerce are the product name, out-of-stock message, and sales description. *** ## Product Catalog The catalog (shop page) organizes products for customer browsing using categories, attributes, and sorting tools. ### Catalog Layout Open the website editor on the shop page and use the **Customize** tab to configure: **Layout settings:** * Grid or List default view * Size: products per page and per row * Gap: spacing between product cards * Style: Default, Cards, Thumbnails, or Grid * Image Size: Landscape (4:3), Default (1:1), Portrait (4:5), or Vertical (2:3) Toggle **Prod. Desc.** to show product descriptions below each product name. **Repositioning products:** Click any product in the editor and use the arrow buttons to move it left or right within the listing. Alternatively, go to **Website > eCommerce > Products** in List view and drag products to reorder them. ### Product Ribbons Highlight specific products with ribbon banners (Sale, New, Sold Out, etc.). In the website editor, click a product card and select a Ribbon from the Product section. Create new ribbons by going to **Website > eCommerce > Product Ribbons** or by clicking the green Create icon in the Ribbon field. Configure the ribbon name, position, background color, and text label. Ribbons can also be assigned to specific product variants from the variant record. ### Top Bar Configuration The catalog top bar can display a search field, category quick links, sort options, layout toggle, and currency selector. Use the website editor to enable or disable each element. The available sort options include: Featured, Newest Arrivals, Name A-Z, Price Low to High, and Price High to Low. The default sort applies to all category views. ### Side Panel Filters The side panel provides attribute-based filtering for the catalog. Enable it from the website editor and configure: * **Attributes** - filter products by color, material, size, or other configured attributes * **Price Filter** - price range slider * **Product Tags Filter** - tag-based product filtering * **Collapsible** - allow visitors to collapse the panel The side panel can also display a date range picker for rental product availability when the Rental module is installed. ### eCommerce Categories Categories organize the product catalog into browsable groups. Create categories at **Website > eCommerce > eCommerce Categories**. Each category has a name, optional parent category for nesting, and description. Assign products to categories from the product form under **Sales tab > Ecommerce shop section > Categories**. A product can belong to multiple categories simultaneously. Display categories in the editor using the Left (side panel) or Top (top bar) options. Left categories support a Collapsible Category Recursive option. Category pages support building blocks. Content placed in the top or bottom area of the shop page appears globally, while content placed near the category name appears only when that category is active. *** ## Pricing ### Tax Display Navigate to **Website > Configuration > Settings** and select the website. Under Shop - Products > Display Product Prices, choose: * **Tax Excluded** - prices shown without tax; tax is added at order review * **Tax Included** - tax-inclusive prices shown This setting applies per website, allowing different configurations for B2B and B2C stores. ### Price Per Unit Enable **Product Reference Price** in website settings. On the product form, enter the Sales Price, set the unit type, and configure the Base Unit Count. The unit price (such as price per liter or per kilogram) is shown alongside the sales price on the product page. ### Pricelists Pricelists enable flexible pricing rules based on currency, customer group, purchase volume, geographic location, and time periods. Enable pricelists at **Website > Configuration > Settings > Shop - Products > Pricelists**. Manage pricelist records at **Website > eCommerce > Pricelists**. For each pricelist, the **eCommerce** tab provides: * **Website** - which storefront the pricelist applies to * **Selectable** - whether customers can choose this pricelist from the catalog currency selector * **E-commerce Promotional Code** - a code customers enter at checkout to activate the pricelist **Pricelist assignment logic:** Public visitors see the pricelist matching their country group (based on IP address). Logged-in customers with an assigned pricelist see their assigned pricelist when visiting the corresponding website. If their assigned pricelist is for a different website, the default pricelist for the current website applies. **Multi-website pricelists:** Each pricelist can only be assigned to one website. To use the same pricing rules on multiple websites, duplicate the pricelist and assign each copy to its respective website. **GeoIP and country groups:** Assign country groups to pricelists to automatically apply geographic pricing. All pricelists used on the store must have a country group when GeoIP is active. Avoid marking country-group pricelists as Selectable to prevent the wrong pricelist appearing when a customer manually selects one. ### Discounts Enable **Discounts, Loyalty & Gift Card** in website settings to activate discount programs, promotional codes, and gift card support. **Permanent strikethrough pricing:** Enable **Comparison Price** in website settings. Set the reduced price in the Sales Price field and the original price in the **Compare to Price** field. The original price displays with a strikethrough next to the current price. The Compare to Price field must hold a value higher than the Sales Price. **Discounted pricelists:** Create a pricelist with a Discount price type. The strikethrough display activates automatically for customers on that pricelist without needing the Comparison Price setting. **Promotional codes:** Add an E-commerce Promotional Code to a pricelist from its eCommerce tab. Configure the discount rules in the Price Rules tab. Customers enter the code during checkout review to activate the discount. ### Hiding Prices Enable **Prevent Sale of Zero Priced Product** in website settings and specify a redirect URL in the Button URL field. The Add to Cart button is replaced by a Contact Us button for products with a zero price. Apply zero pricing either directly on the product or through a zero-priced pricelist assigned as the first pricelist for the website. The pricelist must not be marked as Selectable. To show prices only to logged-in customers, assign the zero-priced pricelist to public users and regular pricelists to portal customers. *** ## Cross-Selling and Upselling ### Optional Products (Cross-sell at Cart) Products in the **Optional Products** field (Sales tab of the product form) appear as suggestions when a customer clicks Add to Cart. This prompt allows impulse additions before the customer proceeds to checkout. ### Accessory Products (Cross-sell at Checkout) Products in the **Accessory Products** field appear in the Suggested Accessories section during the order review step. Positioning these suggestions at checkout captures last-minute additions. ### Alternative Products (Upsell on Product Page) Products in the **Alternative Products** field appear at the bottom of the product page. This placement encourages customers considering a product to explore comparable or upgraded options. Use the website editor to customize the alternative products display block once it is enabled. *** ## Checkout ### Add to Cart Behavior Configure the action taken when a customer clicks Add to Cart by navigating to **Website > Configuration > Settings > Shop - Checkout Process**: * **Stay on Product Page** - customer remains on the current page * **Go to Cart** - customer is redirected immediately to the cart * **Let the User Decide** - a dialog appears allowing the customer to proceed to checkout or continue shopping The dialog always appears when optional products are configured for the product, regardless of the general setting. ### Buy Now Button Enable **Buy Now** in checkout settings to add a secondary button that takes customers directly to the checkout confirmation step without passing through the cart. ### Re-order from Portal Enable **Re-order From Portal** to allow returning customers to reorder from previous sales orders through their customer account. ### Checkout Steps Customers progress through the following steps: 1. **Review Order** - view cart contents, adjust quantities, apply promo codes, review accessories. Wishlisted items can be moved here using Save for Later. 2. **Delivery** - enter or select delivery address, choose delivery method, confirm billing address. Guest customers enter contact details here. 3. **Extra Info** (optional) - a customizable form collecting additional order information fed into the sales order. 4. **Payment** - select payment method, enter payment details, and optionally accept terms and conditions. 5. **Order Confirmation** - purchase summary displayed after successful payment. ### Extra Checkout Step Enable **Extra Step During Checkout** in website settings, then click Configure Form to customize the questions collected. The data feeds into the corresponding sales order in the backend. ### Terms and Conditions at Payment Toggle **Accept Terms and Conditions** in the website editor on the Payment step. Customers must agree before completing the purchase. *** ## Customer Accounts ### Account Creation Policy Navigate to **Website > Configuration > Settings > Privacy > Customer Account** and choose: * **On Invitation** - only customers with an invitation email can register * **Free Sign Up** - any visitor can create an account **Sending account invitations:** 1. Go to **Website > eCommerce > Customers**. 2. Select the customer or create a new one with a valid email address. 3. Click the Actions icon at the top and select **Grant Portal Access**. 4. Click **Grant Access** in the popup to send the invitation email. For bulk invitations, switch to List view, select multiple customers, and use the Actions menu to grant portal access to all selected contacts. ### Shop Access Control Restrict the entire online store to logged-in users by going to **Website > Configuration > Settings > Privacy > Ecommerce Access** and selecting **Logged In Users**. This is particularly useful for B2B stores with exclusive pricing. ### Checkout Account Requirements Configure the **Sign in/up at Checkout** setting in the checkout process section: * **Optional** - guests can check out and optionally register afterward via the confirmation email * **Disabled (Buy as Guest)** - guest checkout is available with no registration offered * **Mandatory** - all customers must sign in or register to complete a purchase ### Multi-Website Accounts Enable **Shared Customer Accounts** in website settings to allow customers to use one account across all websites in the system. *** ## B2B and B2C Configuration ### B2C Setup For consumer-facing stores: * Enable tax-included pricing * Allow guest checkout * Use free sign-up account creation * Enable promotional codes and loyalty programs ### B2B Setup For business-to-business stores: * Enable tax-excluded pricing * Require account sign-in * Use invitation-only account creation * Set up a zero-priced pricelist for public visitors so prices are hidden until access is granted * Enable B2B fields (VAT number, Company Name) during the delivery checkout step using the website editor **Hiding prices from public visitors:** Create a zero-priced pricelist for all countries. Archive the Public User contact and assign this pricelist to them. Invited customers with portal access receive a regular pricelist and can view actual prices. ### Multiple Website Model When operating both B2B and B2C stores, create two separate websites. Each website has its own privacy settings, checkout configuration, pricelist defaults, and layout. This separation provides clear control over which customers see which prices and content. *** ## Order Handling ### Order Status Progression Web orders move through the following states: | Status | Condition | | -------------- | --------------------------------------------- | | Quotation | Product added to cart; checkout not started | | Quotation Sent | Checkout completed; payment not yet confirmed | | Order | Payment received and confirmed | Access eCommerce orders at **Website > eCommerce > Orders** or **Unpaid Orders**. ### Sales Team Assignment Navigate to **Website > Configuration > Settings > Shop - Checkout Process** and assign a default **Sales Team** or **Salesperson** to handle all incoming eCommerce orders automatically. ### Abandoned Cart Recovery Enable **Automatically Send Abandoned Checkout Emails** in **Website > Configuration > Settings > Email and Marketing**. Configure the delay period (how long after abandonment before the email sends) and customize the email template. Abandoned cart emails require the customer to have entered their contact details during checkout or to have been logged in when adding items. ### Delivery Orders Confirmed orders generate delivery records automatically. Process deliveries through the Inventory module. Automatic shipping confirmation emails can be sent to customers when the transfer status is marked Done in Inventory settings. Returns are handled through the customer portal via an online return form. Full refunds can be issued directly from the order interface when a refund-compatible payment provider is configured. ### Automatic Invoicing Enable **Automatic Invoice** in **Website > Configuration > Settings > Invoicing** to generate invoices automatically when online payment is confirmed. Without this setting, customers receive only an order confirmation. *** ## Payments Configure payment providers at **Website > Configuration > Payment Providers**. Activate and configure each provider to make it available during checkout. Additional access is available at **Website > Configuration > Settings > Shop - Payment** to configure specific provider options. Customers select their preferred payment method during the checkout confirmation step. ### eWallets and Gift Cards Enable **Discounts, Loyalty and Gift Card** in website settings. Customers can enter gift card codes or pay from their eWallet balance at checkout. *** ## Delivery Methods ### Third-Party Shipping Carriers Enable carrier integrations at **Website > Configuration > Settings > Delivery** and select the relevant providers (FedEx, UPS, DHL, etc.). Configure each method at **Website > Configuration > Delivery Methods**. Third-party carrier accounts must have the additional fee field filled in (enter 0 if no extra charge applies). Leaving the field empty prevents the carrier from calculating shipping costs and triggers an error at checkout. **Margin configuration:** Add a percentage margin or fixed additional fee to the carrier's base rate using the **Margin on Rate** and **Additional Margin** fields on the delivery method form. ### Custom Delivery Methods Create custom methods at **Website > Configuration > Delivery Methods > New**. Select **Based on Rules** for conditional shipping (free over a threshold, different rates by weight, etc.) or **Fixed Price** for a flat rate. Each delivery method can be restricted to a specific website and published independently. ### Click and Collect Allow customers to reserve products online and pick them up at a physical location: 1. Navigate to **Website > Configuration > Settings > Delivery** and enable **Click and Collect**. 2. Click **Configure Pickup Locations** and verify the Provider is set to Pick Up in Store. 3. In the Stores tab, add the warehouses where collection is available. 4. Publish the delivery method to make it live. Each warehouse must have a complete address. Customers see available stock per location when the Show Available Qty setting is active. Click and Collect does not support out-of-stock ordering or service products. *** ## Performance ### eCommerce Sales Dashboard Navigate to **Website > Reporting > eCommerce** for a performance dashboard covering sales by product, category, period, and other dimensions. Switch views between chart, pivot, and other formats. Use the **Measures** button to select the metric displayed (margin, invoiced quantity, untaxed total, volume, etc.). Compare periods to identify seasonal trends. ### Analytics Integrations Connect to external analytics platforms (Google Analytics, Plausible, and others) through the website integration settings to capture visitor behavior, traffic sources, and conversion data outside of Knowlix's built-in reporting. ### Email Queue Optimization For high-traffic stores or flash sales events, order confirmation emails can create a processing bottleneck. Enable asynchronous email sending to decouple email delivery from the checkout confirmation flow: 1. Activate developer mode. 2. Go to **Apps**, remove the Apps filter, and install the **Sales - Async Emails** module. 3. Navigate to **Settings > Technical > System Parameters** and set `sale.async_emails` to `True`. 4. Confirm the **Sales: Send Pending Emails** scheduled action is active at **Settings > Technical > Scheduled Actions**. Email delivery may be delayed by a few minutes with this configuration. Use this option only for stores experiencing high order volume. *** ## Best Practices Configure all payment providers and test checkout end-to-end before publishing the store. Set up at least one delivery method per shipping region and verify carrier API credentials are working. Use pricelists to manage B2B/B2C price separation rather than creating duplicate products. Enable abandoned cart emails to recover revenue from incomplete checkouts. Review the eCommerce sales dashboard weekly to identify which product categories and sources drive the most revenue. Use product ribbons and featured placement to surface high-margin or promotional items. Test the checkout flow from a guest account and a logged-in customer account to confirm both paths work correctly. **Your Knowlix:** *"Show me all unpaid eCommerce orders from the last 7 days"* or *"Which products have the highest cart abandonment rate?"* or *"List all orders with pending delivery"* or *"What is the best-selling product category this month?"* or *"Show me products that are currently out of stock on the website"* or *"Which customers have items in their wishlist but haven't purchased?"* or *"Create a promotional pricelist with 15% discount and the code SUMMER15"* or *"Which payment providers are currently active on the store?"* # E-learning Source: https://docs.knowlix.ai/websites/elearning Knowlix eLearning enables organizations to build online training programs, certify learner skills, and track completion progress. Create structured courses with videos, documents, quizzes, and articles. Set enrollment policies, gamify participation with points and badges, and sell course access directly from your website. **Key features:** * Structured course creation with sections and content items * Multiple content types (video, document, article, quiz, image) * Certification and skill assessment * Karma points and gamification * Paid course support * Community forums per course * Mass communication with enrolled learners *** ## Courses ### Creating Courses Navigate to **eLearning → Courses → Courses** and click **New**. Enter a **Course Title** and add tags to categorize the course for filtering on the public catalog. Upload a cover image. **Configuration tabs:** **Content tab:** Organize course material into sections and add content items. Attach certification assessments at the end of courses. **Description tab:** Write a course summary displayed on the website beneath the course title. **Options tab:** Configure course settings across four areas: * **Course**: Assign responsible person and restrict to specific website if multiple sites configured * **Communication**: Enable reviews and comments, link a discussion forum, set notification emails for new content and course completion * **Access Rights**: Define prerequisites, audience visibility (Everyone, Signed In, Course Attendees only), and enrollment policy * **Display**: Choose Training (sequential order) or Documentation (any order) format **Karma tab:** Set karma point rewards for course review and completion. Configure minimum points required for user actions. **Enrollment policies:** * **Open**: Anyone can enroll freely * **On Invitation**: Restricted to invited participants with shareable enrollment links * **On Payment**: Requires product purchase to access (requires Paid Courses setting enabled) \[Screenshot: Course configuration form] ### Course Groups Organize courses into groups for improved catalog navigation. Navigate to **eLearning → Configuration → Course Groups** and click **New**. Add group name, enable website menu entry, and assign colored tags. *** ## Course Content ### Adding Content Navigate to **eLearning → Courses → Contents** and click **New**, or add content directly from within the course in the **Content** tab. **Content fields:** * Course assignment * Content type selection * Responsible person * Estimated duration * Preview availability (accessible before enrollment) ### Content Types **Image:** Upload JPG, PNG, SVG, GIF, or WEBP files (max 25MB). Alternatively link Google Drive images. **Article:** Website pages created using the visual website builder. Open the article's website page and edit directly in the front-end editor. **Document:** Upload PDF files or link Google Drive documents, slides, or spreadsheets. Enable download option to allow learners to save locally. **Video:** Paste YouTube, Google Drive, or Vimeo video URLs. Video embeds directly in the learning interface. **Quiz:** Create question sets to assess learner understanding (configured in the Quiz tab). ### Quizzes Create assessment questions in the **Quiz** tab of content items. Add questions using **Add a line**. For each question: * Enter question text * Add multiple answer choices * Mark correct answers with **Is correct answer** * Add explanation comments shown when answer selected Configure karma points rewarded based on number of attempts needed to answer correctly, encouraging first-attempt accuracy. ### Additional Resources Link supporting documents, external resources, or supplementary files in the **Additional Resources** tab. Resources appear on the content page for learner access. *** ## Publishing Courses and content must be published separately to appear publicly. **Publish workflow:** 1. First publish all individual content items within the course 2. Then publish the course itself Publish by opening the course or content item front-end page and toggling the status switch from **Unpublished** to **Published**. Unpublishing a course hides both the course and all its content from public access. Individual content items can be unpublished without affecting the overall course. *** ## Settings Navigate to **eLearning → Configuration → Settings** to enable optional features: * **Certifications**: Issue official skill certifications upon course completion * **Paid Courses**: Enable course purchasing with product-linked pricing * **Mailing**: Send bulk emails to enrolled learners with updates and announcements * **Forum**: Add community discussion spaces to courses *** ## Best Practices Structure courses with clear sections for digestible learning paths. Include quizzes to reinforce learning and maintain engagement. Set completion notifications to celebrate learner achievements. Use karma gamification to encourage active participation and content interaction. **💡 Your Knowlix:** *"Show me enrollment statistics for the Sales Training course"* or *"Which learners have not completed the required certification?"* # Forum Source: https://docs.knowlix.ai/websites/forum Knowlix Forum creates community-driven question and answer spaces on your website. Support customers, enable knowledge sharing, and build engaged user communities with a structured forum system featuring voting, karma progression, and moderation tools. **Key features:** * Question and answer structure with best answer marking * Karma-based user progression and permissions * Gamification with ranks and badges * Content moderation with validation workflow * Tag organization for topic filtering * Integration with support tickets *** ## Creating Forums Navigate to **Website → Configuration → Forums** and click **New** to create a forum. **Configuration options:** **Forum Name:** Display name shown to visitors. **Mode:** * **Questions**: Enables marking one answer as best, allowing questions to show as "solved" * **Discussions**: Free discussion format without best answer designation **Default Sort:** Choose how posts appear by default: * Newest (by post date) * Last Updated (by any recent activity) * Most Voted (by community votes) * Relevance (algorithmic formula) * Answered (by likelihood of having answers) **Privacy:** * **Public**: Visible to all visitors * **Signed In**: Requires login to view * **Some Users**: Restrict to specific user access group *** ## Karma Points Karma points reward user contributions and determine access to forum capabilities. Points accumulate from various interactions and unlock progressive permissions as users become more trusted members. **Karma gains by interaction:** | Interaction | Points | | ------------------------------- | ------ | | Asking a question | +2 | | Question upvoted by others | +5 | | Question downvoted by others | -2 | | Answer upvoted by others | +10 | | Answer downvoted by others | -2 | | Accepting another user's answer | +2 | | Your answer marked as best | +15 | | Post flagged as offensive | -100 | New users receive 3 points upon validating their email address. Customize point values for each forum in the **Karma Gains** tab of the forum configuration. **Karma-required permissions:** | Permission | Default Requirement | | ------------------------------- | ------------------- | | Ask questions | 3 | | Answer questions | 3 | | Upvote | 5 | | Downvote | 50 | | Edit own posts | 1 | | Edit any post | 300 | | Close own posts | 100 | | Close any post | 500 | | Delete own posts | 500 | | Delete any post | 1,000 | | Accept answers on own questions | 20 | | Add links and images to posts | 30 | | Flag posts as offensive | 500 | | Moderate all posts | 1,000 | Adjust permission thresholds in the **Karma Related Rights** tab per forum. *** ## Gamification ### Ranks Create rank levels users progress through as karma accumulates. Navigate to **Website → Configuration → Forum: Ranks** to manage ranks. Configure per rank: * Rank name and description * Karma points required to reach rank * Motivational message displayed to users approaching the rank * Visual badge image ### Badges Award badges recognizing specific achievements or contributions. Navigate to **Website → Configuration → Forum: Badges** to manage badges. **Manual assignment:** Configure who can grant the badge (all users, selected users, or users holding specific badges). Set monthly sending limits per person. **Automatic assignment:** Tie badge awards to challenge completion for automated recognition. Assign Bronze, Silver, or Gold tier to indicate badge importance. *** ## Tags Tags help visitors filter forum posts by topic. Navigate to **Website → Configuration → Forum: Tags** to manage tags. Users with sufficient karma can create new tags directly when posting questions. Tags appear in the forum sidebar allowing one-click topic filtering. *** ## Using the Forum ### Posting Questions Click **New Post** on the forum website page and complete: * **Title**: Question or topic * **Description**: Detailed question content * **Tags**: Up to five relevant tags Click **Post Your Question** to submit. **Interaction options on posts:** * Star (☆) to mark as favorite * Bell (🔔) to follow and receive notifications * Arrows (▲▼) to vote for or against content * Checkmark (✔) to mark an answer as best (questions mode only) * Speech bubble (💬) to add comments * Share buttons for social distribution *** ## Forum Moderation Access moderation tools from the forum sidebar on the website front end. ### Pending Validation Review questions and answers awaiting moderator approval before public display. Questions from users lacking sufficient karma require validation. Only one pending question per user is allowed at a time. ### Flagged Content View posts flagged as offensive by community members. * **Accept**: Remove the offensive flag and restore visibility * **Confirm as Offensive**: Hide post and deduct 100 karma from author ### Closed Posts Manage posts closed by moderators. Reopen legitimate posts or permanently delete spam. **Close reasons include:** * Duplicate question * Not a real question * Contains spam or advertising * Contains offensive remarks Spam and offensive closures automatically deduct 100 karma from the post author. **Bulk management:** Access all posts from the forum configuration, select multiple posts, and use the Actions menu to archive, delete, or export. *** ## Best Practices Set clear community guidelines visible on the forum homepage. Start with lower karma requirements and raise thresholds as community matures. Respond to flagged content promptly to maintain community quality. Recognize consistent contributors with custom badges to encourage continued participation. **💡 Your Knowlix:** *"Show me unanswered questions from this week"* or *"Which forum users have the highest karma scores?"* # Livechat Source: https://docs.knowlix.ai/websites/livechat Knowlix Live Chat enables real-time communication between your team and website visitors. Qualify leads instantly, resolve support questions on the spot, and direct complex issues to the right team without delays. Combine human operators with intelligent chatbots to provide around-the-clock visitor assistance. **Key features:** * Real-time chat widget for website visitors * Multiple chat channels for different teams or purposes * Chatbot scripting for automated engagement * Canned responses for fast reply templates * Customer satisfaction ratings * Multi-language operator support * Geographic targeting rules * Performance reporting *** ## Creating Live Chat Channels Navigate to **Live Chat** application and click **New** to create a channel. Enter a channel name. Configure the channel through four tabs: ### Operators Tab Operators are team members who respond to incoming visitor chats. Add operators by clicking **Add** and selecting users. Operators receive chat notifications in the bottom-right corner of their screen wherever they are working in the system. Configure each operator's online chat display name for customer-facing conversations in their profile preferences. ### Options Tab **Chat button settings:** * **Notification text**: Greeting bubble text displayed near the chat button * **Button color**: Chat button color matching your brand **Chat window settings:** * **Welcome message**: Automated greeting sent when visitor opens chat (appears as operator message) * **Input placeholder**: Instructional text displayed in the visitor's typing field * **Header color**: Top bar color of the chat window ### Channel Rules Tab Define conditions determining when and where the chat button appears. Click **Add a line** to create a new rule. **Rule configuration:** * **Live Chat Button display**: * Show: Display button on page * Show with notification: Button plus floating text bubble * Open automatically: Button appears and chat window opens after defined delay (seconds) * Hide: Button not shown on this page * **Chatbot**: Assign an automated chatbot to handle initial interactions * Enable "Only if no operator available" to activate chatbot only when team is offline * **URL Regex**: Specify which pages the rule applies to * Enter `/` for all pages * Enter `/shop` for the store page only * Use patterns for groups of pages * **Country**: Restrict channel to visitors from specific countries (requires GeoIP) ### Widget Tab The **Widget** tab provides an embed code for adding live chat to external websites not managed in Knowlix. Copy the code and paste it into the `` tag of third-party website pages. Share a direct chat link with specific customers by copying the session link from this tab. \[Screenshot: Live chat channel configuration] *** ## Chatbots Chatbots conduct automated conversations with visitors following pre-defined scripts, qualify leads, collect contact information, and escalate complex issues to human operators. ### Building Chatbot Scripts Navigate to **Live Chat → Configuration → Chatbots** and click **New**. Name the chatbot and add a profile image. Build the conversation in the **Script** tab. Click **Add a Line** to create each script step. **Step types:** **Text:** Delivers information without expecting a response. Use for greetings, providing links, or sharing documentation. **Question:** Presents multiple answer options for the visitor to click. Each answer can link to a new page or continue to a different script step. **Email:** Prompts visitor to enter their email address. Validates email format before accepting. **Phone:** Collects visitor phone number for follow-up. Accepts various international formats. **Forward to Operator:** Passes the conversation to an available live operator. Include follow-up steps for when no operators are available (inform visitor of wait time, offer to take a message). **Free Input:** Allows open-ended visitor responses for detailed questions or feedback collection. **Create Lead:** Automatically creates a CRM lead from the conversation. Assign to a specific sales team. **Create Ticket:** Creates a support ticket from the conversation. Assign to a helpdesk team. ### Conditional Logic Use the **Only If** field on each step to make script flow conditional. When responses from previous steps are selected in the **Only If** field, that step only appears when those specific prior responses were given. This creates branching conversations that adapt based on visitor needs. **Example flow:** * Bot: "What can we help with today?" * Visitor selects: "Pricing question" * Bot (Only If: Pricing question): "Let me connect you with a sales specialist..." ### Testing Scripts Click **Test** on the chatbot page to preview the full conversation flow from the visitor perspective. Walk through all answer paths to identify dead-ends where the conversation stops unexpectedly. Dead-end conversations leave visitors stranded. Ensure all paths conclude naturally with a message, a handoff to an operator, or an option to restart. ### Assigning Chatbots to Channels Attach chatbots to channel rules specifying which pages they activate on. Configure chatbot to replace human operators outside business hours using the "Enabled only if no operator" option. \[Screenshot: Chatbot script configuration] **💡 Your Knowlix:** *"Show me all active live chat sessions right now"* or *"How many chats did each operator handle this week?"* *** ## Operator Participation ### Profile Setup Set your **Online Chat Name** in user profile preferences. This name displays to visitors during chat sessions. Set a first-name-only display for privacy if preferred. Add **Online Chat Languages** to indicate conversation languages supported. System uses language preferences when routing incoming chats to appropriate operators. ### Handling Conversations Chat notifications appear in the bottom-right corner of the screen when visitors initiate conversations. **Conversation actions:** * Transfer chats to other available operators * Attach files and screenshots for clarity * Access visitor profile and history while chatting * Create CRM leads or support tickets directly from conversation * Mark conversations as resolved when complete ### Canned Responses Create pre-written response templates for frequently asked questions and common scenarios. Navigate to **Live Chat → Configuration → Canned Responses** and click **New**. Enter a shortcut keyword and the full response text. During conversations, type the shortcut preceded by `/` to insert the full response automatically. Canned responses maintain response consistency, reduce typing time, and enable faster resolution of routine questions. **Example canned responses:** * `/hours` → "Our support hours are Monday-Friday 9am-6pm EST." * `/refund` → "To process a refund, please provide your order number and reason..." * `/pricing` → "I'll connect you with a sales specialist who can walk you through our pricing options." *** ## Customer Ratings Configure post-conversation satisfaction surveys to measure service quality. After conversations close, visitors receive a rating request with options: * Positive (satisfied) * Neutral (acceptable) * Negative (dissatisfied) Visitors can add optional written comments explaining their rating. Access ratings in **Live Chat → Reporting → Customer Ratings** to review team performance and identify improvement opportunities. *** ## Reporting Monitor live chat performance through the **Reporting** section. **Available reports:** * Conversation volume by period * Average response time * First response time * Customer satisfaction scores * Operator performance comparison * Channel activity breakdown Use metrics to identify peak chat periods for staffing optimization, track operator performance for coaching, and measure customer satisfaction trends over time. *** ## Best Practices Keep response times under 2 minutes to maintain visitor engagement. Set realistic availability indicators to prevent abandoned chats. Create chatbot scripts for off-hours engagement to capture leads when operators are unavailable. Review conversation transcripts regularly to identify common questions for canned response creation or FAQ updates. **💡 Your Knowlix:** *"Show me customer satisfaction ratings for this month"* or *"What were the most common topics in live chats last week?"* # Website Source: https://docs.knowlix.ai/websites/website Knowlix Website provides a visual platform for building and managing your company's web presence. Using a drag-and-drop editor, teams can design pages, publish content, and configure technical settings without writing code. The website connects directly to other Knowlix modules, enabling seamless integration between your web presence and business operations. **Key features:** * Drag-and-drop building block editor * Custom themes with colors, fonts, and layouts * Page management, menus, and navigation structure * SEO tools including meta tags, sitemaps, and structured data * Multi-language support with translation tools * Multiple websites from a single system * Domain name configuration with SSL * Analytics integration (Plausible, Google Analytics, Google Tag Manager) * Cookie consent bar and privacy compliance * Spam protection for website forms * Content delivery network (CDN) support * Mail groups for community discussions *** ## Web Design ### Building Blocks Building blocks are the visual components used to construct website pages. Access the editor on any page by clicking **Edit** in the top-right corner, then drag blocks from the panel into the page. Two types of building blocks exist: * **Category blocks** - structural containers (sections, banners, columns, image galleries, etc.) * **Inner content blocks** - elements placed inside category blocks (videos, images, social media buttons, text, etc.) Click a category block placeholder to choose from multiple layout templates. Inner content blocks can be added into any compatible category container. Use the search bar in the block panel to find specific blocks quickly. Certain blocks require their corresponding module to be installed (the Products block requires eCommerce, for example). ### Forms The **Form** building block collects visitor input and, depending on installed modules, creates records automatically in the backend. Add a form from the **Contact and Forms** category. Configure the form's action in the Customize tab: * **Apply for a Job** - creates a recruitment application * **Create a Customer** - creates a contact record for eCommerce * **Create a Ticket** - creates a helpdesk ticket * **Create an Opportunity** - creates a CRM lead * **Subscribe to Newsletter** - adds the visitor to an email marketing list * **Create a Task** - creates a project task Set the post-submission behavior using the **On Success** field: redirect to a Thank You page, a custom URL, keep the visitor on the same page, or display a confirmation message. Add custom fields from the Customize tab using **+ Field**. Each field can have a type, label, position, placeholder, and default value. Link form fields to existing database fields to map submitted data directly to record properties. ### Themes Each website has a configurable theme controlling colors, fonts, button styles, and page spacing. Access theme settings from the website editor by going to the **Theme** tab. Changes apply site-wide and automatically update all pages using the theme's styles. The **Advanced** section in the theme panel includes **Code Injection** fields for adding custom HTML to the page's `` and before the closing `` tag, used for integrating tracking scripts or third-party tools. ### Visibility Rules Building blocks can be shown or hidden based on conditions such as language, device type, user login status, or UTM parameters. Select any block in the editor and use the **Visibility** section in the Customize tab to set conditions. *** ## Page Structure ### Pages Manage all website pages at **Website > Site > Pages**. From the page list, create new pages, edit existing ones, set SEO properties, configure visibility, and assign pages to specific websites in a multi-website setup. Each page can be set to Published or Unpublished. Unpublished pages are visible only to logged-in internal users. ### Header and Footer The website header and footer provide consistent navigation across all pages. Click the header or footer area in the editor to customize: * **Logo** - the company logo appearing in the navigation bar * **Menu items** - main navigation links * **Language selector** - placement (header or footer, dropdown or inline) * **Cart icon** - eCommerce cart visibility (can be toggled in the editor) Footer content typically includes the copyright block, social media links, language selector, and supplementary navigation links. ### Navigation Menus Customize the main menu at **Website > Site > Menu Editor**. Add standard links, dropdown menus, mega menus, and URL-based menu items. Menu entries can link to pages, eCommerce categories, or external URLs. Each menu item can be restricted to specific languages or made visible only to logged-in users. ### SEO Search engine optimization settings are accessible from each page by clicking the properties icon in the website editor or by editing pages at **Website > Site > Pages**. For each page, configure: * **Page Title** - the title shown in browser tabs and search results * **Meta Description** - the summary shown in search result snippets * **Keywords** - relevant terms to assist crawlers * **Image Alt Text** - descriptive text for all images Knowlix automatically generates sitemaps and structured data markup for products, events, and other content types to improve search engine indexing. *** ## Configuration ### Domain Names #### Using Your Own Domain Connect a custom domain to your Knowlix website in five steps: 1. **Set up URL redirects** from the old domain to preserve SEO equity before switching. 2. **Add a CNAME record** in your DNS provider pointing to your Knowlix workspace address. 3. **Redirect the naked domain** (yourdomain.com) to the www subdomain using a 301 redirect. Cloudflare is recommended for this step if your DNS provider does not support HTTPS naked domain redirects. 4. **Map the domain to your workspace** in the domain settings. 5. **Map the domain to the website** by entering it in the Domain field at **Website > Configuration > Settings**. After mapping, Knowlix automatically generates an SSL certificate using a certificate authority, securing the site with HTTPS. Certificate validation can take up to 24 hours and retries for five days. No SSL certificate is generated for naked domains (domains without a subdomain prefix). #### DNS Record Configuration For domains managed through the platform, DNS record types include: * **A record** - points the domain to the server IP address (auto-generated, read-only) * **CNAME record** - maps subdomains to the workspace address; must be updated if the workspace is renamed * **MX record** - directs email delivery for the domain * **TXT record** - used for domain ownership verification and SPF/DKIM email authentication DNS changes can take up to 72 hours to propagate globally. #### Web Base URL The web base URL determines which address appears in all system-generated links (customer portal, quotation emails, invoice links, etc.). Map the custom domain to the website to set it as the base URL automatically. To prevent the base URL from updating when an administrator logs in from a different address, create the system parameter `web.base.url.freeze` with the value `True` in developer mode at **Settings > Technical > System Parameters**. #### Naked Domain Redirect via Cloudflare 1. Create a Cloudflare account and add your domain. 2. Add a CNAME record: Type CNAME, Name `@`, Target `www.yourdomain.com`, Proxy status Proxied. 3. Add a second CNAME: Name `www.yourdomain.com`, Target `your-workspace-address`, Proxy status DNS Only. 4. Create a redirect rule: Hostname equals `yourdomain.com`, redirect dynamically to `concat("https://www.yourdomain.com", http.request.uri.path)`, status 301. 5. Set SSL encryption mode to Full. ### CDN (Content Delivery Network) A CDN distributes your website's static assets (images, scripts, stylesheets) from geographically distributed servers, reducing load times for distant visitors. **Setting up with KeyCDN:** 1. In your KeyCDN dashboard, go to Zones and create a new zone. 2. Set Zone Status to Active, Zone Type to Pull, and enter your Knowlix workspace URL as the Origin URL. 3. Expand General Settings and enable CORS (Cross-Origin Resource Sharing). 4. Save and note the generated Zone URL (such as `pulltest-xxxxx.kxcdn.com`). 5. In Knowlix, go to **Website > Configuration > Settings**, activate developer mode, enable CDN, and paste the Zone URL in the CDN Base URL field. CORS must be enabled in the CDN zone to prevent browser security errors when loading fonts and style resources from the CDN domain. ### Cookies Bar A cookies consent notification is required in many regions to inform visitors about data collection and obtain consent for optional tracking cookies. Enable the cookies bar at **Website > Configuration > Settings > Privacy > Cookies Bar**. Enabling this also activates blocking of third-party tracking services (social media embeds, video players, analytics scripts) until the visitor accepts optional cookies. A Cookie Policy page (`/cookie-policy`) is created automatically, listing all cookies set by the platform along with their purpose and category. **Cookie categories:** | Category | Examples | Consent Required | | -------------------------------- | ------------------------------------ | ---------------- | | Essential - Session and Security | Session authentication, file uploads | No | | Essential - Preferences | Language preferences | No | | Optional - Interaction History | Live chat history, UTM tracking | Yes | | Optional - Advertising | Google Ads identifiers | Yes | | Optional - Analytics | Google Analytics identifiers | Yes | Customize the cookies bar appearance from the website editor under Invisible Elements. Adjust layout, size, and enable a backdrop overlay. Edit the consent message text directly within the block. Any custom cookies added to your website must be documented on the Cookie Policy page manually, including their name, purpose, category, and duration. ### Google Search Console Google Search Console allows you to monitor your site's performance in search results and verify ownership. **Domain property** - tracks all subdomains and protocols. Requires DNS TXT record verification. **URL prefix property** - tracks a specific URL path. Supports multiple verification methods including HTML file upload, HTML meta tag, Google Analytics, and Google Tag Manager. **Verification via HTML file:** 1. Download the verification file from Search Console. 2. Copy the verification code (the filename, such as `google123abc.html`). 3. Go to **Website > Configuration > Settings**, enable Google Search Console, and paste the code. 4. Click Verify in Search Console. **Verification via HTML tag:** 1. Copy the meta tag from Search Console. 2. In the website editor, go to the Theme tab, open the Advanced section, and paste the tag into the `` Code Injection field. 3. Click Verify in Search Console. ### Spam Protection Protect website forms, registration pages, and password reset pages from automated bot submissions. **Cloudflare Turnstile (recommended):** 1. Create a Cloudflare account and navigate to Turnstile. 2. Add a new site with your domain and select Managed widget mode (visitors may be asked to verify they are human). 3. Copy the Site Key and Secret Key. 4. In Knowlix Settings under Integrations, enable Cloudflare Turnstile and paste both keys. **Google reCAPTCHA v3:** 1. Register your site at the Google reCAPTCHA administration page using the Score-based v3 type. 2. Copy the Site Key and Secret Key. 3. In Knowlix Settings, enable reCAPTCHA and paste both keys. 4. Adjust the Minimum Score threshold (default: 0.70). Higher values are more strict. Enable the reCAPTCHA policy notice on individual forms using the **Show reCAPTCHA Policy** toggle in the website editor Customize tab. Turnstile is preferred over reCAPTCHA v3 from a data protection compliance perspective. ### Multi-Language Websites Install languages at **Website > Configuration > Settings > Website Info > Install Languages**. Select the languages and the websites they apply to. Set a default language for visitors whose browser language is not available in the **Default** field under Website Info. **Translating content:** Select a language from the language selector on the live website, then click **Translate** in the top-right corner. Content highlighted in yellow needs manual translation. Content in green was translated automatically. Click any highlighted text to edit it and save the translation. Structural changes must be made to the master page (the original language version). All translated versions inherit structural changes automatically. **Language selector placement:** Edit the copyright block or header in the website editor to position the selector as a dropdown or inline list. Disable it by setting the Language Selector to None. **Content visibility by language:** Select any building block in the editor, go to Visibility, switch from No Condition to Conditionally, and configure which languages show or hide the block. ### Multiple Websites Operate separate websites for different brands, regions, or audiences from one system. **Creating a website:** 1. Go to **Website > Configuration > Settings**. 2. Click **+ New Website**. 3. Enter the Website Name and domain. 4. Set the Company, Languages, and Default Language. 5. Click **Create**. Each website starts with default settings independent of existing websites. Switch between websites using the website menu next to the New button. **Website-specific settings:** Select the target website in the "Settings of Website" banner at the top of the Settings page before making changes. Settings do not carry over between websites. **Content availability:** * Leave the Website field empty on any record to share it across all websites. * Set the Website field on a record to restrict it to one website. * Duplicate a record and assign each copy to a different website to replicate content across some websites. Pages created from the frontend are tied to the current website by default. Pages created from the backend are available on all websites unless restricted. **Multi-website eCommerce:** Each website can have its own pricelists, payment providers, and eCommerce categories. Enable Shared Customer Accounts to allow one account across all websites. **Reporting:** Filter analytics and sales data by website using Group By > Website in the search panel. *** ## Analytics ### Plausible Analytics Plausible is a privacy-focused analytics platform that does not rely on cookies. It is integrated directly into the analytics dashboard at **Website > Reporting > Analytics**. To connect a self-managed Plausible account: 1. Create or sign in to your Plausible account. 2. Add your website domain (without www prefix) and set your reporting timezone. 3. In Plausible site settings, go to Visibility and create a Shared Link (leave the password field blank). 4. In Knowlix, go to **Website > Configuration > Settings**, enable Plausible Analytics in the SEO section, and paste the shared link. For multiple websites, add each domain to Plausible separately and paste the corresponding shared link into each website's settings. ### Google Analytics 1. Create a Google Analytics property and complete the data stream setup using the Web platform option. 2. Copy the Measurement ID (format: `G-XXXXXXXXXX`). 3. In Knowlix, go to **Website > Configuration > Settings**, enable Google Analytics in the SEO section, and paste the Measurement ID. For multiple websites with separate domains, create one Analytics property per domain. ### Google Tag Manager Google Tag Manager allows deploying measurement code, tracking scripts, and tags without direct code changes. 1. Create a GTM account and container for your website. 2. Copy the `` and `` installation snippets. 3. In the website editor, go to Theme > Advanced > Code Injection and paste each snippet into its corresponding field. GTM does not collect data itself. It works alongside Google Analytics or other tracking tools. Note that GTM data layers are not natively managed by Knowlix. ### Link Tracker Link trackers generate tracked URLs for measuring marketing campaign performance. Enable link tracking by activating Email Marketing in website settings or installing the Link Tracker module. Create tracked links at **Website > Site > Link Tracker** by providing: * **URL** - the destination page * **Campaign** - the campaign this link belongs to * **Medium** - the channel type (organic, paid, social, email, etc.) * **Source** - the specific platform or publication These parameters follow the UTM (Urchin Tracking Module) standard. Tracked links can also be used as conditions in building block visibility rules. View click statistics for each tracked link by clicking **Stats** on any entry in the link tracker list. *** ## Mail Groups Mail groups enable public community discussions via email. Website visitors can subscribe to a group and exchange messages with other members through email without logging into the platform. Install the Website Mail Group module to activate this feature. ### Configuring Mail Groups 1. Set up a custom email alias domain in **Settings > Discuss** by enabling Custom Email Server and entering your alias domain. 2. Navigate to **Website > Configuration > Mailing Lists** and click **New**. 3. Provide a Group Name, Email Alias, and Description. 4. Enable **Moderate This Group** and assign moderators if messages should be reviewed before delivery. If unmoderated, assign Responsible Users who can manage messages. 5. In the Privacy tab, set who can subscribe: * **Everyone** - any visitor can join * **Members Only** - only users already in the member list can subscribe * **Selected Group** - restrict to a specific user access group 6. If moderated, enable **Automatic Notification** in the Notify Members tab to alert authors when their post is pending review. 7. Enable **Send Guidelines to New Subscribers** and compose the guidelines for new members in the Guidelines tab. ### Using Mail Groups Visitors subscribe and unsubscribe from the website's groups page (`/groups`). Internal users can also join or leave from **Website > Configuration > Mailing Lists**. Send messages by emailing the group's alias directly. Internal users can compose messages from within Knowlix by opening the group's email smart button and clicking New. Group emails include footer links for unsubscribing, viewing the group page, and sending new messages. ### Message Moderation When moderation is enabled, go to **Website > Configuration > Mailing Lists**, open the group, and click **To Review** to see pending messages. Available actions: * **Accept** - deliver the message to all group members * **Reject Silently** - discard the message without notifying the author * **Send and Reject** - discard and send the author an explanation * **Whitelist** - automatically accept all future messages from this author * **Ban** - automatically discard all future messages from this author Manage author rules at **Website > Configuration > Moderation Rules**. Create a rule with the author's email address and set the status to Always Allow or Permanent Ban. *** ## Best Practices Configure domain, SSL, and DNS settings before inviting external users to the site to avoid mixed-content warnings. Enable the cookies bar before adding any third-party tracking scripts. Set up both Plausible and link trackers to measure organic and campaign traffic separately. Use multi-website instead of duplicate domain redirects when managing distinct brands or regions. Test all forms in the website editor before publishing to confirm records are created correctly in the backend. Translate high-traffic product and landing pages first to capture the highest-impact multilingual audience. Review the link tracker statistics monthly to identify which campaigns are driving the most engaged visitors. **Your Knowlix:** *"Which website pages have the highest traffic this month?"* or *"Show me all forms on the website and their submission counts"* or *"Which marketing campaigns have the most link tracker clicks?"* or *"List all pages that are currently unpublished"* or *"What languages are configured on our website?"* or *"Show me the mail group subscriber count for each group"* or *"Which website pages are missing meta descriptions?"* or *"Create a new website page for our product launch"*