Knowledge Library

Knowledge Library helps you to centralize important information for your employees. Build custom pages without coding to store information such as HR benefits, travel policies, employee handbooks and more. Find out more about Knowledge Library on the Customer Resource Center.

Resources is being replaced by Knowledge Library, which offers better features and functionality. If your company has a Resources page, it has automatically been moved into a category in Knowledge Library.
You can find out more about Knowledge Library here.
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To add or remove editors or viewers from a Knowledge Library category, you must have edit permissions yourself. Edit permissions can be granted by an existing editor on a category, a system admin, a content moderator or someone with a custom admin role that gives Knowledge Library permissions.
To add or remove editors and viewers:
  1. Go to the Knowledge Library using the menu on the left of Workplace.
  2. Select the category that you would like to give edit or view permissions for.
  3. On the category page, click Edit.
  4. Click Invite.
  5. Under Can view, add people to view the category and subcategory pages by individual name, profile field or group membership. You can also add the whole company. You can only choose one method for adding viewers.
  6. Under Can edit, add people to edit the category and subcategory pages by individual name or by group membership. Any Workplace user can be a Knowledge Library editor. You can only choose one method for adding editors.
  7. Click Next.
  8. Review your updates and click Save Changes.
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Content Moderators, System Admins and admins with the relevant custom admin role will have the ability to create content in the Knowledge Library.
These admins can also add any other Workplace user as an editor on a specific category by clicking Invite. The user will then have edit access to the category and all corresponding subcategories.
To create a new category or sub-category in the Knowledge Library:
  1. Click on your Workplace home.
  2. Select Knowledge Library in the left panel.
  3. Click Create Category in the top right corner.
  4. You can now select your category's title, icon color and image.
  5. Once you have created your category, click Edit to create a Blank layout, a Pre-formatted layout, or to create a Resource List to gather helpful tools and files in one place.
  6. To add a sub category, click Add Subcategory on the left panel. You can add smaller subcategories within a subcategory.
  7. Select who can edit or view a category and its sub-categories by clicking Invite.
  8. When your category is ready click Save Draft or Update.
Note: Only categories with viewers added to them can be seen by the selected audience. If there are no viewers selected, the category will remain in draft.
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To edit or delete content from the Knowledge Library, you will need to be a system admin or have custom permissions to edit the content.
To edit Knowledge Library categories and subcategories:
  1. Click on the category you want to edit.
  2. Click Edit on the top right. You can now make changes to the content.
  3. Click Invite to add other editors and to select who can view this category.
  4. When you are done making change to your content, press Update.
If you are editing an article that already has viewers, any changes will be visible to viewers immediately.
To delete a category or subcategory:
  1. Click in the top right.
  2. Select Delete. Once you have deleted a category, it cannot be recovered.
You can manage permissions for your category by clicking Invite, or rename your category by clicking on the top right.
You can rearrange your categories by going to the panel on the left and hovering near the top of the list until you see Reorder. You can drag and drop categories and subcategories in the order you want and then press Save.
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Knowledge Library notifications are currently in beta and are not yet available on all Workplaces.
When you update a Knowledge Library category or subcategory, a notification will be sent to the colleagues who subscribe to it.
To stop this notification from being sent:
  1. Make the required edits to your Knowledge Library category or subcategory.
  2. Click Save.
  3. Click the Send notifications toggle once to stop a notification from being sent.
  4. Click Save Changes.
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Admins can customize the Knowledge Library homepage to ensure that important information is highlighted.
  1. To update the homepage cover photo, hover over the photo and click Update Cover Photo. You can then upload, remove or readjust the cover photo.
  2. To select priority categories for all employees, hover over the Priority section > click Edit. Admins can choose up to 3 categories to prioritize at the top of the homepage.
  3. To add quick links, click +Add Link under the Quick Links menu. You can link to any URL to allow employees to find key tools and resources quickly.
Admins can also edit and delete content from Knowledge Library, as well as rearranging categories and subcategories.
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Articles in your Knowledge Library are sorted into categories and subcategories.
To edit a category or subcategory:
  1. Go to your Workplace News Feed.
  2. Click on Knowledge Library in the left panel.
  3. Go to the content you want to edit by clicking a category link in either the left panel or on your Knowledge Library homepage.
  4. Click Edit on the top right of the page.
  5. Once you have made your changes, click Save Draft or Update.
All of your edits will stay in draft mode until you add viewers.
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You can create simple tables in Knowledge Library categories. To create a table:
  1. When editing your category, click + and select Insert Table.
  2. Add the number of rows and columns you'd like and select Insert.
  3. To adjust your table, click in any cell to add or remove a row or column.
  4. You can find out more on creating content in Knowledge Library here.
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Insights are available for each individual Knowledge Library category and subcategory.
Admins can see category insights by clicking View Insights on any category to see the following metrics:
  • Potential Reach - this is the number of users who have permissions to view the category.
  • Category Visitis - this is the number of users who have visited the category at any time.
This data can also be organised by different profile fields, including Department or Location.
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