Welcome to the Quick Tour!

Let us guide you through the most popular areas of the KnowledgeOwl application. We will be making the following stops on our way:

  1. Dashboard
  2. Articles
  3. View KB
  4. Style
  5. Manage
  1. Exports
  2. File Library
  3. Settings
  4. Security
  5. Help

Not feeling it right now? Click X to exit the tour at any time. The Quick Tour is always available under Help → Quick Tour.

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Dashboard: Your KB Headquarters

This is what you see when you first log in to KnowledgeOwl. The dashboard will display each of your knowledge bases and, if you have permission, allow you to copy or delete them.

Here is also where you can create new knowledge bases (or upgrade to add more). You can always return to the dashboard by clicking on the KnowledgeOwl icon in the top left of any page.

You can choose which knowledge base you want to work on by clicking it.

Click on a knowledge base to jump to the next stop on our tour.

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Articles: Where the Magic Happens (the back end)

This is where documenters spend most of their time. Articles is where you can create, edit, and organize your articles in categories and sub-categories.

You can find a bunch of cool features and functionality inside the article editor such as tags, search phrases, and callout icons. You can also specify who can see what content by creating reader groups and restricting your categories and articles to those groups.

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View KB: What the Magic Looks Like (the front end)

You can view your knowledge base using the View KB link above. This is a special link that will log you into the knowledge base as a user, bypassing any authentication you have set up for you readers and giving you access to a special editor toolbar at the bottom of the site.

When browsing the kb as a user, you can quickly add a new article or edit the current page using the Add Content or Edit in App options in the editor toolbar. You will automatically be assigned to all reader groups and see all available content. Use the Change Reader Groups option in the toolbar to simulate being a reader in a specific group.

As a user, you will see all categories by default, regardless of whether they have content. Readers will only ever see a category if there is content to display. Click on Logout in the bottom right to access the knowledge base as a normal reader.

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Style: Brand and Beautify Your Site

Here is where you can find everything you need to make your knowledge base your own. From point and click tools to choose colors, fonts, logos, and layouts to more advanced access to HTML, CSS, and Javascript, the Style section allows you to create a site that matches your company’s brand and style guidelines.

The preview window allows you to see what your site looks like with different options, and you can toggle between the desktop, tablet, and mobile views to make sure your theme is pixel-perfect on all devices.

Web design not your strong suit? Our team is happy to help from everything to small CSS tweaks to full custom designs, all as part of your normal subscription. Just contact us for help!

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Manage Articles: Customized Views for Content Management

Want to view a list of all your articles? Maybe only draft or published ones? Maybe just ones by a certain author, or perhaps only ones that are out of date? Manage has predefined filters by status and allows you to create your own filtered views.

Available filters include date created, date modified, tags, authors, user teams, reader groups (visibility), and status. You can sort your article lists by name, last modified, or date created as well as edit or delete in bulk.

You can also search for articles in Manage, which uses the same search algorithm as our knowledge bases. As you type, articles will be autosuggested to allow you to jump straight to an article. You can search by tag using a colon (:tag) or search for an exact phrase using double quotes (“exact phrase”).

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Exports: PDFs, PDFs, and Backups - Oh My!

KnowledgeOwl allows you to create a full PDF download of all your knowledge base content, complete with your custom styles and a clickable table of contents. Great for having an offline version of your kb, human-readable backups, and for those old school customers who just really want “the manual”.

One of the more unique features of KO is the ability to create custom PDFs of whatever content you choose. Create a Getting Started PDF with your top FAQs, a New Employee Handbook/Survival Guide, or customized sales packets with information most important to your prospective client. Great for training and sales.

Also, we don’t want to hold your content hostage. In addition to having a free and open API which can be used to export your knowledge base, you can create an HTML Backup Zip file of your content at any time. You can use these for your own backups and security as well as to import into another system should things not work out with KnowledgeOwl.

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File Library: Image, Document, and File Management

You can host an unlimited number of files and images with KnowledgeOwl at no extra charge. You can upload files of any type into your library as long as they are under 200MB.

The file library allows you to upload in bulk and supports drag and drop from your computer. All files and images individually added to your articles are also uploaded to your library.

Need to change an image or a file? Edit the original in your library, upload the new one, and the file will automatically update wherever it is used in your knowledge base.

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Basic Settings: There’s Probably a Setting for That.

Want to change your knowledge base name or URL? Set up a private domain? Force secure SSL links? Change your timezone or date format? Just head on over to Basic Settings.

In addition to these basic settings, you’ll find a bunch of not-so-basic options hiding here as well. For example, here you can enable breadcrumbs or search filters, add options to your table of contents, and control the behavior of related articles and linked articles.

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Security Settings: Putting your KB on Lockdown

If you need to control access to your content, we have a variety of security settings to allow you to specify who can access your site and how they can access it. From SAML Single Sign On (SSO) to IP restricted sites to shared passwords, you can choose the authentication method that works best for your readers.

You can have some of your knowledge base public while the rest is restricted to logged in readers. For logged in readers, you can even mix and match authentication methods so that some readers log in one way and some another.

Want to log in readers through your own application? Check out our remote authentication to allow a seamless authentication between your site and KO.

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Have more questions? We’re happy to help!

While this is the end of the Quick Tour, we hope your KnowledgeOwl journey is just beginning. Use the Help menu to view our documentation or contact us at any time.

We are available by both phone and email, and we will happily provide demos, trainings, support, and consultations. HOOT!

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Introducing Subscriptions

You can now allow your readers to subscribe to categories. Subscribers will receive email notifications for new and updated articles.

Learn more about it by reading our subscription documentation.

We're looking for a senior full stack developer to join our remote team.

You can read more about the position and apply online.

Check out our release notes to see past and current announcements.


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    Published articles
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    Draft articles
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    Currently published articles with no views
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    Searches in the last week with zero results found
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    Articles six months or older
Article Views Quality Views Quality Score Last Viewed Date
When a reader stays on an article for 2 minutes or longer, it is recorded as a quality view.
Percentage of views that were quality views.
Article Visibility Last Modified Date Created

No Un-Viewed Articles!

When a reader stays on an article for 2 minutes or longer, it is recorded as a quality view.
Search Phrase Search Location Time of Search

No missed searches