Knowledge Base

Share your team’s collective knowledge internally, or build an awesome public knowledge base with guides and FAQs for your users. Create clear, engaging content with embedded videos and gifs. Find answers with powerful full-text search, discuss content in comments, and use article history to make sure you never lose anything again.

Getting started with Knowledge Base

Create an article

Create an article

Knowledge Base consists of articles – sources of information. You choose the way you want to present this information – as text, pictures, video, tables, and more.

An article may belong to a project, or it can be global if you want to have some company-wide announcements or guides. You can move an article between projects or switch it to the global level, by referring to the structure in the left-hand sidebar.

Also, an article can have sub-articles, organized in a tree structure – this is an effective way to divide your articles logically in sections. You can create new sections or articles directly from the sidebar, without losing your context.

Choose the best format for your content

Choose the best format for your content

No one appreciates walls of text. Enrich your content with various media, and embed videos and images to tell your story concisely. Add tables to format your data clearly, use checklists and ordered lists to compose your action items, and mention issues and links to external resources to keep diverse pieces of information in one place.

Get notified on updates and collaborate with your team

Get notified on updates and collaborate with your team

Leave your comments, discuss articles, mention your teammates, and link issues. Don’t miss a thing with notifications about new comments on your favorite articles. Star an article to receive updates and stay up-to-date via email or Slack. And it’s okay to change your mind – all versions of your article are available in the History tab, so you can check the differences between versions and roll your article back to any of its previous revisions.

Set up Knowledge Base visibility

Set up Knowledge Base visibility

You decide who will access your articles. Knowledge Base has the standard YouTrack permissions scheme: there are corresponding permissions for creating, reading, updating, and deleting articles. Besides, you can limit the visibility of a particular article (or a whole section of articles) to individual users or user groups, exactly the same as you do with issues. By default, an article is available to all users with the 'view articles’ permission in YouTrack. However, you are welcome to narrow the visibility groups down. All sub-articles will inherit the visibility limitations.

Use full-text search

Use full-text search

Use full-text search to find all articles that contain a required word or combination of words, get all the results on one page, and navigate to the correct article to find your answer.

Popular use scenarios

Public knowledge base and FAQ

Public knowledge base and FAQ

Build your public knowledge base. Create articles, organize them in a page tree, and grant public access so that your external users don’t need to register in your YouTrack instance to read articles.

Use this knowledge base in your helpdesk scenario or in any process you follow to have your documentation right near your issues and projects.

Mention articles in issues to provide quick responses to typical questions, or to share how-tos and FAQs with your users in one step.

Use tables, checklists, and various media such as images, videos, or Google documents to present information in a clear, easy-to-digest way.

Mention your teammates in comments for effective collaboration and discussions.

Use the powerful full-text search feature to find answers to the most frequently asked questions in one click.

Internal team documentation

Internal team documentation

Organize everything in one place – manage requirements and plan future releases with tables and checklists, and enjoy discussing your next team meeting with gifs and embedded videos in the adjacent page tree.

Keep meeting notes, project plans, and other working documents in one place.

Create your private sections with personal notes and action items that no one except you will see.

Decide who will access your documents – you alone, specified team members, or everyone.

Use documents, videos, and pictures to collect all the information you need in one place.

Use full-text search to find all relevant articles and important documents.

Subscribe to important articles and never miss an update.

Track the article history and roll back to previous versions if you change your mind – none of your thoughts will ever be lost!