> ## Documentation Index
> Fetch the complete documentation index at: https://docs.knowlix.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# 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.