Companies

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Overview

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.

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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.

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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.

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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.

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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.

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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.

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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

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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.

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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.

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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.

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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.

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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:

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).

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Digest Emails

Digest emails deliver periodic performance snapshots to selected users, summarizing key business metrics across the Knowlix system.

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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.

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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

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Available KPIs

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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.

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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.

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Email Templates

Email templates are reusable message structures that standardize outgoing communications. Templates support rich formatting, dynamic field references, and multi-language delivery.

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Accessing Email Templates

Enable developer mode, then navigate to Settings > Technical > Email > Email Templates.

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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

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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.

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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.

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Resetting Templates

If a template stops working due to code changes, click Reset Template to restore the default out-of-box configuration.

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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.

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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.

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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”