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Overview

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”

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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.

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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.

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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

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Creating Articles

Build articles from scratch or use pre-configured templates to accelerate content creation.

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Creating from Scratch

To create a new article:
  1. Click New in the top right corner
OR
  1. Hover over Private or Workspace in the sidebar
  2. Click the + icon
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. 💡 Your Knowlix: “Create a knowledge article about customer support escalation procedures”

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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. Common template types:
  • Meeting notes
  • Project documentation
  • Standard operating procedures
  • Onboarding checklists
  • FAQ structures
  • Product specifications

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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. 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

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Editing Articles

Customize article content using the rich text editor, specialized commands, and visual enhancements.

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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
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.

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Powerbox Commands

Type / anywhere in an article to open the powerbox and insert special elements. Knowledge-specific commands:
CommandPurpose
/IndexDisplay nested articles (shows child articles as a clickable index)
/Item KanbanInsert a Kanban view and create manageable items
/Item CardsInsert a card view for visual item organization
/Item ListInsert a list view for structured item tracking
/Item CalendarInsert 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.

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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.” 💡 Agent Assistance: “Add a Kanban board to track project milestones in the Product Launch article”

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Visual Enhancements

Make articles more engaging and easier to navigate with cover images and title icons.

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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
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.

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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.
Bring data from other Knowlix modules directly into articles for context and quick access.

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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. 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. 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
💡 Use Case: Create a “Sales Dashboard” article with links to key sales reports. Team members access all important views from one central article.

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Managing Articles

Organize, move, protect, and remove articles as your knowledge base evolves.

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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). 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

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Organizing Articles

Structure your knowledge base for easy navigation and logical content grouping. 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.

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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.

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Sharing and Access Control

Control who can view and edit articles with granular permission settings.

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Configuring Access Rights

To set article permissions:
  1. Open the article
  2. Click Share in the top right
  3. Configure settings

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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)

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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 $). 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)

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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. 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.

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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. 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.

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Removing Articles

Delete or archive articles that are no longer needed.

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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
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.

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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. Delete vs. Archive:
  • Archive: Content might be needed again, want to preserve history
  • Delete: Content is obsolete, clutter removal

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Finding Articles

Access articles from anywhere in Knowlix using integrated search.

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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
💡 Contextual Help: When helping customers, search Knowledge from the support ticket for relevant troubleshooting articles. Copy solutions directly into responses.

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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
💡 Change Tracking: Review version history before making major edits to understand recent changes. Helps prevent overwriting others’ work in collaborative articles.

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Custom Properties

Extend articles with custom fields for structured data collection and consistency across related content.

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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)

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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
Available field types: See the Property Fields documentation for details on all field types (text, checkbox, integer, decimal, date, selection, tags, relationships, etc.).

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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
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.

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Best Practices

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Create a Clear Hierarchy

Organize articles into logical categories with meaningful parent-child relationships. Avoid flat structures with dozens of top-level articles.

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Use Templates for Common Content

Build templates for frequently created article types (meeting notes, project docs, procedures). Save time and ensure consistency.

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Set Appropriate Access Levels

Don’t make everything public. Use “Members” visibility for sensitive or work-in-progress content. Grant access intentionally.

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Add Cover Images and Icons

Visual identifiers help users navigate large knowledge bases. Use consistent icons or images for related content.

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Maintain Version Control

Before major edits to collaborative articles, review version history. Consider commenting instead of direct editing when proposing changes.

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Embed Live Data

Link to or embed views from other modules for dynamic content. Reduces copy-paste and keeps articles current.

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Clean Up Regularly

Archive outdated articles instead of deleting immediately. Review trash monthly to permanently delete old content.

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Use Properties for Structured Data

When articles track similar information (projects, products, procedures), add properties for consistency and easier searching.

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Invite Collaborators Explicitly

For important content, invite specific reviewers or contributors. Don’t rely solely on default access rights.

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Search Before Creating

Use semantic search to check if content already exists before creating a new article. Reduce duplication.

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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.