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Knowledge base: Create categories and add articles
Knowledge base: Create categories and add articles

Learn how to create categories and add articles to them

Updated over a week ago

⚠️ Available with any of the following subscriptions: Standard or Professional packages

Knowledge base - a single repository of all knowledge, documents, regulations, and recommendations in the company, where employees can find all the information for work. Knowledge bases will be especially useful for companies with remote employees, as well as for fast-developing companies. PeopleForce provides a Knowledge base section for more convenient information storage, thanks to which every company employee quickly gets all answers in one place and doesn't waste time searching for them.

How to enable the Knowledge Base in the General settings

If you don't see the Knowledge Base section in the side menu, the first thing to do is to enable it in the General settings.

How to add a category

To create a category in the Knowledge base, follow these steps:

1. Go to the Knowledge Base page.

2. Click on "Add category" located in the upper right corner or at the center of the screen.

3. When creating the category, provide a name and fill in the description to define its purpose.

4. Optionally, select an icon and choose a color for the category's display on the Knowledge Base page.

⚠️ It's important to note that without categories, adding articles to the Knowledge Base is not possible.

5. Additionally, you can assign specific groups of employees or individuals by adding conditions from the following list:

- Type of employment

- Position

- Department

- Division

- Location

When selecting multiple conditions, consider the final number of employees. For example, if you choose 2 conditions:

1. Position: Accountant

2. Type of Employment: Full-time

Applying the "and" filter will exclusively select all full-time accountants. However, selecting the "or" filter will include all accountants as well as all employees with full-time employment status.

Reordering the categories

The Knowledge Base now offers the convenient feature of article reordering within categories. To rearrange the categories according to your preference, simply click on the "Manage categories" button.

With a simple drag-and-drop functionality, users can effortlessly establish the desired sequence of categories.

How to add articles

  1. There are two ways to add articles:

  • on the Knowledge base page, select the desired category and click "Add article".

  • on the Knowledge Base page, click the button in the upper right corner "Add Article". Using this method of adding an article, you will need to select the category yourself.

2. In the opened window, fill in the Name field, choose a category from the drop-down list and enter the text of the article.

3. Choose for whom the article will be displayed by adding a condition in the "To Assigned" section. In the drop-down list, you will be able to select a condition from the many offered to you, just like in the categories section:

  • employees

  • department

  • divisions

  • locations

  • positions

  • types of employment

For example, if you want your article to be visible only to the HR department we select the following condition "Department includes HR."

⚠️ If the fields are left blank, the article is automatically assigned to all employees of the organization.

4. You can choose to be notified by email if necessary.

Assigned employees will be notified in the mail when the article is published.

Reordering of Knowledge base articles

The Knowledge base now includes the convenient feature of article reordering within created categories. Through a simple drag-and-drop functionality, users can establish the desired sequence for enhanced organization and accessibility.

Editing rights🖋

The administrator has full rights to add and edit articles.🔐 In case you do not have this right, please contact your account administrator.

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