Knowledge base workflow

Create a knowledge base space for documentation, guides, policies, resource libraries, and shared references.

A knowledge base workflow keeps reference information organized, searchable, and easy to maintain. The goal is to give people one place to find documentation, guides, policies, and shared knowledge.

Best for

• Internal documentation
• Team handbooks
• Help centers
• Resource libraries

Recommended setup

Create one knowledge base space. Inside it, use:

• Pages for guides and articles
• Nested pages for structure
• Databases for resource collections
• Tables of contents for long documents
• Roles and permissions for access control
• Post rooms only when discussion around the content is needed

Suggested structure

Pages for documentation

Use pages for policies, FAQs, onboarding docs, guides, and procedures. Nested pages help break large topics into manageable sections.

Databases for structured collections

Use a database when you need a list of resources, articles, requests, or records that people may need to sort or filter.

Clear navigation

Use headings, tables of contents, and page hierarchy to make long content easier to navigate.

Access and visibility

Use sharing settings, roles, groups, or membership tiers if some documentation should only be visible to certain people.

Suggested pattern

• Pages hold articles and guides
• Nested pages organize sections
• Databases manage structured resource collections
• Roles and permissions control visibility