Knowledge Library

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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.

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. From your Workplace homepage, click Knowledge library.
  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.
Note: You can allow Knowledge Library categories to be shared with Secret groups. Group members can be given permission to either view or edit that content. The secret group will still not be visible to nonmembers.
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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. From your Workplace homepage, click Knowledge library.
  2. Click Create Category in the top right.
  3. Select your category's title, icon color and image, then click Create Category.
  4. Once you have created your category, create a Blank layout, a Pre-formatted layout, or create a Resource List to gather helpful tools and files in one place.
  5. To add a sub category, click Add Subcategory on the left panel. You can add smaller subcategories within a subcategory.
  6. Select who can edit or view a category and its sub-categories by clicking Invite.
  7. When your category is ready click Save Draft or Update.
If you're a category admin, you can also add a hero image to the top of your category or subcategory.
To add a hero image:
  1. Go to the category or subcategory you'd like to add an image to.
  2. Click to choose your photo.
  3. You can click and drag to position your photo once you have selected it.
  4. Click Save Draft on the top right.
You can also migrate content to Knowledge Library from other platforms using an API.
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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Your Workplace Knowledge Library homepage can include a cover photo, similar to the cover photo on Workplace profiles or groups.
To set a cover photo for your Knowledge Library homepage:
  1. From your Workplace homepage, click Knowledge Library.
  2. Move your cursor over the grey area above your Knowledge Library's title.
  3. Click Upload Cover Photo.
  4. Select a file from your computer.
  5. Reposition your cover image by dragging the image around the available space.
  6. When you are happy with your selection, click Save.
  7. Knowledge Library cover images work best when uploaded at 2048px x 1032px.
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To edit or delete content from the Knowledge Library, you'll need to be a system admin or have custom permissions to edit the content.
To edit Knowledge Library categories and subcategories:
  1. From your Workplace homepage, click Knowledge library.
  2. Click on the category you want to edit.
  3. Click Edit in the top right. You can now make changes to the content.
  4. Click Invite to add other editors and to select who can view this category.
  5. When you're done making change to your content, click Update.
If you're editing an article that already has viewers, any changes will be visible to viewers immediately.
To delete a category or subcategory:
  1. From your Workplace homepage, click Knowledge library.
  2. Click on the category you want to delete.
  3. Click in the top right and select Delete.
You can manage permissions for your category by clicking Invite, or rename your category by clicking Edit in the top right.
To rearrange your categories go to the panel on the left and click Reorder next to Categories. Drag and drop categories and subcategories in the order you want and then click Save.
Note: You can find deleted content in Trash. You have 30 days to restore content back to Knowledge Library from Trash.
How do I revert to previous versions of content?
Category editors can view a log of previous versions, see the content of different versions and also revert to one of the versions.
To see previous versions:
  1. Click in the top right.
  2. Select Show version history.
  3. This will bring up the versions on the right panel.
  4. You can click a version to preview it.
  5. Turn on the toggle next to Highlight changes to show the differences in versions.
  6. To restore a version, click next to the version you'd like to restore and select Restore this version.
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Knowledge Library makes it easy for everyone in your Workplace to access important company information.
To turn on Knowledge Library notifications:
  1. Click your profile picture in the left panel and click Settings.
  2. Click Notifications and select Knowledge Library.
  3. Click the toggle next to Notifications on Workplace.
Note: When you turn notifications on or off using this toggle, it will be the default setting for all Knowledge Library categories and subcategories.
To help you keep up with the latest from your organization, you can choose to receive notifications whenever your favorite Knowledge Library categories or subcategories are updated.
To turn on Knowledge Library notifications for a category or subcategory:
  1. From your Workplace homepage, click Knowledge Library in the left panel. If you don't see it there, you may have to click See More.
  2. Using the left panel, navigate to the category or subcategory that you would like to receive notifications for.
  3. Click the icon at the top of the page.
  4. Select All Updates to get a notification whenever the content changes, someone reacts to it, or it is commented on by one of your colleagues.
  5. Select Off to stop receiving notifications about this category or subcategory.
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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. Knowledge Library cover images work best when uploaded at 2048px x 1032px.
  2. To select priority categories for all employees, hover over the Priority section and click Edit.
  3. To add quick links, click +Add Link under Quick Links. 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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To change the order that categories and subcategories appear in your Knowledge Library's navigation:
  1. From your Workplace homepage, click Knowledge library.
  2. Click Reorder.
    • To Reorder a subcategory, click Reorder after navigating to the subcategory you'd like to adjust.
  3. You'll now be able to drag and drop categories into a new order.
  4. When you are done, click Save.
  5. System admins can reorder any category or subcategory. Users with responsibility for specific areas of content will be able to reoorder categories and subcategories for which they have edit permissions.
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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 Knowledge Library on the left panel.
  3. Go to the content you want to edit by clicking a category link on either the left panel or on your Knowledge Library homepage.
  4. Click Edit in the top right of the page.
  5. Once you've 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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If you're a category editor, you can manually add translations in different languages and attach them to the original category. A coworker viewing a translated category can see all language versions that are available.
To manually translate a category:
  1. Click and select Attach a translation.
  2. In the popup, you will see a preview of the content in the default language on the left. You can select a new language on the right by typing it in.
  3. You can manually translate the content or paste an exisitng translation.
  4. You can select multiple languages. Once you have chosen your translations, click Save.
Note: If the translation is not available for the viewer's default language, they will see the default version of the content. Viewers can switch between available translations by clicking the language on the top right of the category.
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You can create simple tables in Knowledge Library categories. To create a table:
  1. When editing your category, click Insert Table at the top.
  2. To add or insert rows and columns, hover over the margins of the table, then click .
  3. Click Update, then click Confirm.
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Insights are available for each individual Knowledge Library category and subcategory.
Admins can see category insights by clicking Insights to the top-right on any category to see the following metrics:
  • Who Can View - this is the number of users who have permissions to view the category.
  • Unique Views - this is the number of users who have visited the category at any time.
This data can also be sorted by different profile fields, including Department or Location.
Learn how to edit a Knowledge Library category or subcategory on Workplace.
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