Knowledge base

Organise pages into spaces and folders, turn pages into reviewed knowledge articles, and use Knowledge health to find pages that may be out of date.

The knowledge base gives your writing a shape people can navigate: an engineering wiki, a company handbook, a set of runbooks. Spaces hold folders, folders hold pages, and every page is an ordinary document, so everything on the Documents page still applies once a page is filed. Knowledge health shows which pages may have drifted out of date.

Key concepts#

Space: A container for one body of writing, such as “Company Handbook”. A space has a name, a visibility label and an optional description.
Folder: Filing inside a space. Folders can sit inside other folders. Pages that aren’t in a folder sit at the space root.
Page: A document filed into a space. Filing doesn’t copy or change it: it is the same page, with the same content, history and access.
Knowledge article: A page marked as an article, with a summary and category. Articles must be submitted for review before they can be published.
Knowledge health: A report of every page you can open that needs attention: overdue reviews, passed review-by dates and pages nobody has looked at in a while.

Who can use the knowledge base#

Permissions

document.viewdocument.createdocument.editdocument.deleteorganization.manage

document.view shows Knowledge in the sidebar and lets you browse spaces. document.create lets you create spaces and folders. document.edit lets you file pages, archive and restore spaces, and delete folders. organization.manage lets you change the Knowledge health thresholds for the whole organization. Opening a page still depends on that page’s own access. See Who can open a page.

Create a space#

Name it
Go to Knowledge. Under New space, type a name such as “Engineering Wiki” (up to 200 characters).
Choose a visibility
Pick private, team, organization (the default), public or client.
Create it
Click Create space. The space appears in the list; click its name to open it.

A space’s visibility is a label

The visibility you give a space is shown under its name, but it doesn’t decide who can see the space or the pages in it. Everyone who can open Knowledge sees every space in the list. Who can open each page is decided by that page’s own visibility and sharing. To keep a page private, set the page’s visibility or share it with named people or teams.

Organise a space#

Add folders#

Name the folder
Open the space. Under New folder, type a name such as “Runbooks”.
Choose where it goes
Under Inside, leave Space root for a top-level folder, or pick an existing folder to nest the new one inside it. Nested folders are shown as Parent / Child.
Add it
Click Add folder.

File a page into the space#

Choose the page
Under File an existing page here, pick a document from Choose a document…. The list offers the pages you can open.
Choose the folder
Under Into, pick a folder, or Space root.
File it
Click File page. The page appears in the tree. Click it to open it in the editor.

A page lives in one space at a time. Filing a page that is already in another space moves it: it leaves that space and the folder it was in. Pages in the tree show their status unless they are drafts, for example PUBLISHED or ARCHIVED.

Write first, file later

Create pages from Documents (a template keeps them consistent), then file them here. A page saved as a template remembers the space and folder it was filed in, so pages created from that template are filed in the same place.

Delete a folder#

Hover over a folder and click the bin icon. The folder and any folders inside it are removed. The pages that were in them are not deleted: they move to the space root. Deleting a page is a separate action on the page itself.

Archive and restore a space#

When a space has done its job, click Archive next to it in the Knowledge list. Archived spaces are hidden from the list until you click Show archived, where they carry an Archived badge. Archiving a space doesn’t archive its pages: they keep their status, stay readable and still appear in search. Click Restore to bring the space back.

Turn a page into a knowledge article#

Articles are pages written for readers who need a vetted answer, such as customers or new joiners. Unlike an ordinary page, an article can’t be published straight from Draft: it must go through review first. The controls are in the Knowledge base section at the bottom of a page.

Make it an article
While the page is a Draft, optionally fill in Summary (optional) (up to 500 characters) and Category (optional), then click Make this an article. A page can only be made an article once.
Submit it for review
Click Submit for review. The page moves to In review. Only a Draft article can be submitted.
Publish it
Someone with Publisher access on the page reviews it and clicks Publish at the top of the page.
Collect feedback
Readers inside UnitX can rate the article with Yes or No, and add an optional comment. Past feedback is listed in the same section.

An article’s summary and category are shown in your public help centre when the page is External and Published.

Knowledge health#

Open it from KnowledgeKnowledge health. The counts at the top show how many pages are in each state. Below them, every page that needs attention is listed, worst first, with its badge and the date it last changed. Click a page to open it, and use Show more to load further pages. Pages you can’t open are never listed.

State	When a page is in it
Past its review-by date	Its review-by date has passed.
Review overdue	Its next scheduled review date has passed.
Review-by date approaching	Its review-by date is within the reminder window.
Review due soon	Its next scheduled review is within the reminder window.
Not looked at in a while	It has no review schedule and no review-by date, and hasn’t been changed or confirmed for longer than the stale threshold.
Current	None of the above. Current pages are counted but not listed.

To fix a flagged page, open it and use Staying current: confirm it is still right, update it, archive it or hand it to someone else. See Keep pages current.

Change the thresholds#

If your role has organization.manage, two settings appear on the Knowledge health screen:

Call a page stale after (days): How long a page with no review schedule can go without a change or confirmation before it counts as not looked at in a while. Default 180 days; 1 to 3,650.
Remind this many days ahead: How far ahead of a review date or review-by date a page counts as due soon, and when reminders go out. Default 14 days; 0 to 365.

Click Save to apply them to the whole organization.

Note

Flagging is advisory. Nothing is unpublished, archived or deleted because a date passed, and a reminder is sent once per date, not every day.

Tips#

Give each space a clear owner and put a review schedule on its most-used pages.
Use folders for filing unrelated pages together, and keep folder trees shallow.
Share sensitive pages with named people or teams rather than relying on the space they are filed in.
Check Knowledge health monthly and confirm or archive what it lists.

FAQ#

If I delete a folder, do I lose the pages in it?

No. The pages move to the space root. Only the folder, and any folders inside it, are removed.

Can one page be in two spaces?

No. A page lives in one space or in none. Filing it into another space moves it.

I see a page in a space but it says it can’t be found when I open it.

The space tree lists every page filed in the space, but opening a page still checks your access to that page. Ask its owner or an administrator to share it with you.

Why can’t I publish my article?

An article has to be submitted for review first, and publishing needs Publisher access on the page.

Why is a page I can’t open missing from Knowledge health?

The report only lists pages you could open, so it can never reveal the titles of pages you aren’t meant to see.

Documents: writing, sharing and reviewing pages
Public knowledge base: publish articles for customers
Search: find pages across spaces

Still stuck? Search the docs with ⌘K, open Help inside UnitX, or contact support.