KnowSystem: Knowledge Base System v.15

The tool to build deep and structured knowledge base for internal and external use. Knowledge System. KMS. Wiki-like revisions


The tool does not require extra dependencies beside standard Odoo apps.
Current version:


This is a full-featured Odoo knowledge management tool to be used in any industry and by any firm. The app serves to accumulate, curate, utilize, and share organizational knowledge within your company and outside it.

Odoo knowledge system mass actions for selected articles

Fast and comfortable knowledge recording

Drag and drop building blocks of the backend or website editors to construct professional-looking articles. Create and use knowledge templates. Switch to raw code editor if needed

Single view KMS navigation

Filter articles by the hierarchy of sections, by the tree of tags, or by knowledge types. Select articles step by step and proceed with mass actions. Sort and search in seconds

Get benefit of knowledge

Instantly access knowledge base from any Odoo documents. Reference articles in messages and activities. Organize learning tours. Prepare instructions, guidelines, or eCommerce FAQs. Print or share knowledge

Wiki-like revisions

Restore any article version at any moment: the app keeps the history of knowledge updates. Breaking becomes harder than restoring

Portal or public knowledge base

Share articles with your partners or publish knowledge for any website visitor

Website documentation builder

Combine organizational knowledge into advanced documentation with comfortable navigation and search

Knowledge system statistics

Control views of articles, likes, dislikes, contributions. Motivate discussions

Applied in any functional area

Use the app for any knowledge management business goal and for any set of Odoo apps.

Best knowledge base system for Odoo!

Excellent app and exceptional after-sales support.
Really well thought-out product and one of the best features is the contextual help by means of the tags. Really a game changer for us.
Keep up the great work FaOtools!

Magnus in the Odoo Apps Store

Outstanding app! Tremendous value for money, an absolute must have!

One of the features sorely lacking from Odoo has been a robust Wiki/documentation system. Using third party platforms is a massive headache: yet another system to maintain, users get distracted switching back-and-forth, and errors get made. Then you have to worry about training, additional logins, etc.
KnowSystem feels like a native/core app, is very well-polished, and extremely fast. It's accessible from any screen, and the search results are instant (none of the latency inherent with most apps).The interface is elegant yet powerful, with robust access control, rich editing features, and version control. It's simple to revert to previous entries, view audit trails, etc. It's very intuitive for anyone familiar with Odoo; onboarding takes just a few minutes. The user guides are excellent.
This is invaluable for any organisation with a lot of documented information, SOPs, ISO compliance, or similar. If you're using eLearning, it's great for creating a help system / reminders. For example, noting key takeaways or specific instructions. The user can be in MRP, Sales, or any other function, and instantly lookup a guide. Since it overlays whichever screen you're in, it doesn't interrupt the workflow.
This dramatically increases efficiency, minimises questions, and helps keep everyone on the same page.
Oh, and customer service is excellent, faOtools stands behind their product. Thank you! in the Odoo Apps Store

KnowSystem is excellent - OdooTools offer great support, are very helpful and responsive

Our company needed the ability to add a Knowledge Base to our Odoo portal website for our customers to access article content on a membership-only basis. KnowSystem provided this and much more, along with ability to add search by section, set permissions to allow only certain partners access to articles by tag etc. OdooTools have been very helpful and implemented several features we suggested including automatic redirect upon login, customisable filters and a social sharing capability on articles. Overall a great app by a great company, something that massively adds to Odoo's capabilities and is something that everyone could benefit from using.

Chris Mann in the Odoo Apps Store

Very functional application and responsive support

Our company produces medical laser equipment and we use KnowSystem to streamline the knowledge base of our company. Convenient search system and classification of content, as well as access rules for groups and even for individual users.

Svetlana in the Odoo Apps Store

Great app and professional team

The app is great the the team is very professional in both response timing and problem solving.

Highly recommended.

Marco from

Marco Carboni in the Odoo Apps Store

Excellent system

Excellent system.

Gordon in the Odoo Apps Store

A great tool from some very nice developers!

KnowSystem is a great tool and a game changer for us. Finally a place to put all our company know-how. I highly recommend it. And also important to us: We got great support from FaOtools too. A rare thing in this busy world. thx!

Eisberger in the Odoo Apps Store

Excellent app and support.

Great app and a very helpfull support. Openess to improve their products is outstanding.

Lucas Huber in the Odoo Apps Store

Single-view knowledge navigation

  • Prepare the hierarchy of knowledge sections to instantly switch between knowledge areas
  • Define the tree of tags for quick navigation and deeper knowledge structuring
  • Introduce knowledge base typology to distinguish kinds of articles in a single click
  • Create, update, and reorder tags, sections, or types right from the KnowSystem interface. Print all articles related to a certain tag or a section
  • Instantly search KMS sections and tags right on the navigation panel
  • Manage and launch learning tours
  • Sort knowledge articles by views, a score of likes, title, author, section, create and write dates
  • Pick articles up step by step: the selection is not cleared with a new search or when you opened a record. Proceed mass action(s) for all chosen items
  • Update knowledge in batch: assign new section, change or remove tags, print multiple articles as a single PDF, follow/unfollow discussions, publish/unpublish articles, export articles to an Excel table, archive or restore items, add articles to learning tours and documentations, mark knowledge records as favorite, duplicate articles
Odoo knowledge base navigation

Fast, comfortable, and professional knowledge recording

Safe backend editor

  • Drag and drop building blocks to write a new article right in the Odoo backend interface. The process is simple while the result is professional looking
  • Edit blocks styles, re-order Knowledge elements, change the width and height of items
  • KnowSystem editor relies upon strict HTML structures which are in the most cases compatible with printing and messaging layouts

Advanced website builder

  • Apply advanced styles and complex widgets by using the Odoo's built-in website editor
  • Exploit Odoo website know-hows: numerous snippets and animations, style templates, and options
  • Rely upon the website editor to prepare nice-looking portal knowledge pages. Avoid using that for internal or printing purposes: advanced styles often contradict printing and composer layouts

Raw HTML interface

  • At any moment switch to raw code view to update articles' HTML
  • Optionally replace the backend editor with the XML editor to rely fully on the website builder and edit only raw code in the backed
  • Introduce any HTML tags and styles, including Bootstrap ready elements and iframes

Knowledge templates

  • Prepare new knowledge templates or save any existing article as a template
  • Use templates to create new articles to save time or keep uniform styles
Drag and drop Odoo blocks to construct an article
Website building blocks for Odoo KMS

Get benefit from your knowledge

Knowledge system for any Odoo document

  • Turn on the setting 'Articles by Documents' to add the quick entry for Knowledge base from any Odoo form view
  • Search articles by tags, section, or content in a few clicks for a quick overview
  • Link knowledge tags with Odoo document types to simplify the search of articles. For example, assign helpdesk tickets to the tag 'odoo/helpdesk': the latter would be entered by default for support requests objects
  • Observe article content right from any Odoo object: there is no need to always switch to the KnowSystem advanced interface
  • Turn on also the option 'KnowSystem in systray' to access knowledge from the Odoo systray disregarding the active interface

Apply knowledge in communication

  • Turn on the option 'Articles in Email Composers' to let users reference or cite Knowledge records in Odoo messages
  • Quickly observe articles related to a current document discussion. Instantly reference those by applying the Odoo editor command '/' > KnowSystem
  • Update message body with knowledge content (it would be added to the end of a current message)
  • Attach a PDF version of referenced article or articles
  • Share knowledge links with your colleagues or partners. Configure the app to send backend, website/portal, or tokenized Odoo portal URLs
  • Turn on the setting 'Articles in Activities' to insert articles or their links also to Odoo activities

Organize learning tours

  • Turn on the option 'Tours' to be able to combine articles in a sequence of learning steps
  • Add any knowledge to a tour in any order
  • Launch a tour to follow certain steps of study one by one in the special interface
  • Share learning tours with everybody or specific user groups. Control employees' progress in getting familiar with instructions and guidelines

Share and publish knowledge

  • Turn on the setting 'Portal KnowSystem' to give KnowSystem access to external partners, and 'Public KnowSystem' - to website visitors
  • Configure KnowSystem tags or publish articles to share knowledge content
  • Combine articles in advanced documentation to cover a certain aspect of organizational or functional knowledge
  • Turn on the option 'Portal Documentation' and 'Public Documentation' to make that documentation available for portal and public users respectively.
Odoo messaging knowledge use
Odoo composer link articles to messages
Odoo object quick articles search
Configure Odoo learning tours

Website documentation builder

  • Combine articles into advanced documentation sections to cover a certain business, organizational, or functional aspect
  • To create a new documentation section just select and order KnowSystem articles. The app would generate a website page automatically
  • Each KMS article might be used several times for different documentation sections
  • The tool allows preparing an unlimited number of documentation pages structured by categories
  • Flexibly customize documentation pages: show or hide introductions and footers, turn on/off the search bar and table of contents, add or remove preview images and texts
  • The app lets flexibly share documentation categories and sections. Publish required documents to make them available for everybody, assign KnowSystem tags - to grant access to chosen Odoo partners
  • Depending on user rights documentation might look different. Define what to do if a documentation user does not have access to included articles: to neglect restrictions, not show that knowledge pieces, or show a security warning
  • Optionally show a table of contents for comfortable and quick navigation. The table of contents is constructed automatically according to the headers of included articles
  • Turn on the search bar for documentation. It is possible to find matches in a whole text or only in headers, to make keywords case sensitive or insensitive
  • Apply versioning for documentation to avoid double work in preparing specifications, user manuals, or software guidelines.
Documentation sections overview
KMS documentation table of contents
Inline KMS documentation search

Partner knowledge base portal and public knowledge system

Knowledge in Odoo portal

  • KnowSystem lets organize a web portal personally for each Odoo partner by selecting articles to be shared. To that end turn on the option 'Portal KnowSystem'
  • Design an article specially for a definite company, or use the same knowledge experience among multiple clients
  • Knowledge articles are available for portal users if: (a) the articles are published; (b) the articles have user-related tags
  • To assign a KnowSystem tag for a partner do one of the following: (a) go to a partner form and enter the field 'KnowSystem tags'; (b) on a tag form define 'Allowed partners'
  • Optionally allow partners to print knowledge pieces, like or share articles

Public KMS

  • To make self-service possible: make your knowledge base available also for unauthenticated users. To that end turn on the option 'Public KnowSystem'
  • Only articles which are published would be available for visitors
  • To publish specific knowledge parts: apply the mass action 'Publish' or push the button 'Actions > Publish on website' on an article form
  • To show tags and article types in the portal and website do not forget to publish them. Knowledge sections would be shown only if they have articles for observation
  • Customize the knowledge portal: hide/show the navigation by tags and types or the whole navigation, prepare introduction or navigation hints, and add section tooltips.
KMS portal and website navigation
Article portal/website view

Interactive and evolving knowledge base

Teamwork and use

  • The history of article revisions is kept in Odoo in a similar way it's done in Wikipedia. If one of the Odoo users breaks something, it takes 2 clicks to recover a proper knowledge version
  • Users might take part in article discussions and be subscribed for updates
  • Control statistics by articles: contributors, number of views, likes, and dislikes, how frequently they are used in messaging, who marks them as favorite
  • Set activities to improve the knowledge base

Multi-lingual knowledge

  • KnowSystem lets you translate articles in the languages installed in Odoo. In such a way users might read and edit articles in a language of their preferences
  • To avoid double work, article content might be copied from another language (the button 'Copy from another translation' under the article content). Simultaneously, make sure you actually require multi-lingual regime: all articles should be anyway kept updated in all Odoo languages
  • To update knowledge translation you should change your user preferences to a required language. Then, go to an article and introduce changes as usual.
Knowledge articles history
KnowSystem article read form
Details over knowledge articles

Design eCommerce FAQ or documentation

  • The tools allow adding the product knowledge entry to all eCommerce product pages
  • Optionally hide that for specific templates (the setting 'Do not show eCommerce FAQ') or for the whole eShop on a particular website (the configuration option 'FAQ view' - 'Do not show')
  • Introduce your own title for the button (the website setting 'FAQ button text'). By default, it is ' Frequently asked questions'. But you can change that to any, e.g. 'Product docs' or 'Instructions'. Simple HTML tags are allowed for that goal
  • Show product knowledge as a link to the main knowledge portal interface (choose 'KnowSystem portal link' for the option 'FAQ view'). In this way, when clicked users are redirected to the full KnowSystem navigation but are restricted by articles linked to the current product
  • Alternatively, the tool allows triggering a popup with all found articles accordion (choose 'Popup accordion' for the option 'FAQ view'). Thus, users are able to check articles without leaving a product e-Shop page
  • Establish links between product templates and KnowSystem to cumulate Odoo eShop knowledge. Show articles for specific sets of attribute values and hide them for others. For example, to have different FAQs for steel and aluminum tables
  • Define its own knowledge for Odoo attributes or attribute values disregarding actual products. For instance, complementary documentation for all variants that have 'legs' or 'custom legs'
  • Apply global settings of how to find articles for all eCommerce product pages. In this way, the app lets have the same FAQs basis for all sold items on a particular website
  • It is possible to define KnowSystem sections, tags, or specific articles on each layer. A knowledge piece would be selected if it satisfies any of the criteria. For sections and tags, child nodes would be also taken into account
  • Articles are shown on product pages only if a user can access those articles. Thus, website visitors would see only published ones.
Popup Knowledge articles
KnowSystem portal eCommerce
Knowledge base linked to Odoo eCommerce

Any business and functional area

KnowSystem is a universal knowledge management tool that might be configured to any business goal and any set of Odoo apps: helpdesk, marketing, IT, HR, project management, so on and so on. Typical use cases are:

  • Helpdesk - once faced a challenge, its solution might be recorded in KnowSystem for repeated usage by co-workers and for self-service by clients
  • Sales and CRM - salesperson helper to find information about products and offers, frequently asked customer questions
  • Project management - to keep and easily retrieve knowledge of existing solutions, tools, hints, and experiments
  • HR - to prepare instructions, guidelines, learning tours and training, and any codified knowledge of routine in your company
  • Marketing - to organize Odoo's online library of product use cases, expert knowledge, and well-structured documentation
  • Legal issues - systematize your policies, contract/approval management, keep the full classifier of trademarks, licenses
  • Informational technologies - share easy-reached manuals and configuration guidelines.

Custom knowledge system attributes

  • Custom attributes' creation does not require any technical knowledge. In order to show a new property for knowledge base articles, just add a new field and enter details
  • It is possible to add custom fields of the following types: single-line text (char), simple text without formatting (text), rich text (HTML-formatted text), integer or float numbers, drop-down choice with your own options (selection), checkbox (boolean), date or date and time, binary (a file to upload), reference to another Odoo document (e.g. for sale order, contact; many2one)
  • The tool lets you comfortably select an interface position of a custom field from a closed list of options
  • Distinguish knowledge articles by types in order to show properties only for suitable ones. Thus set of attributes for 'user guidelines' and 'technical specifications' might be different
  • Mark a custom field required to force users to enter values
  • The app might work for both the KnowSystem backend and the knowledge share portal
  • Custom knowledge system fields might be imported and exported
  • The rights to create custom fields belong only to KnowSystem administrators.
Knowledge base: configure columns
Custom KMS articles fields

Secured and shared knowledge

  • Security for internal and for portal/public users differs
  • For the company employees: KnowSystem considers user groups which are defined per articles, sections, and tours. Look at the tab 'Restrict to' on forms of those objects. If that field is not defined, a document is considered 'global' and each internal user may read it
  • For portal / public users: KnowSystem takes into account tags and whether an article is website-published. A knowledge tag has a field 'Allowed partners', which may grant access to portal users for articles with this tag. Website published pages are available for any external visitor
  • Rights to administrate Odoo knowledge management system belongs to 2 user roles: KnowSystem Editor and KnowSystem Administrator. If you want a user to create and edit articles, a user should belong to one of those groups
  • Odoo users always may access an article if he/she is an author of that article disregarding further restrictions
  • Rights for a knowledge section are defined not only according to this section but also according to all its parents. For example, if a user can't access 'sales', he/she would not be able to access 'sales/crm' disregarding whether 'crm' is available for his/her user group.

Odoo user

KnowSystem Editor

KnowSystem Admin

Portal user

Public user

Articles read related to his/her user groups and sections read, create, edit, archive related to his/her user groups and sections read, create, edit, delete any read published articles and articles related to partner-related tags read published articles
Sections read related to his/her user groups read, create, edit, archive related to his/her user groups and sections read, create, edit, delete any read all sections of available articles read all sections of published articles
Tags read any read, create, edit, archive any read, create, edit, delete any read published ones read published ones
Article Types read any read any read, create, edit, delete any read published ones read published ones
Tours read related to his/her user groups read, create, edit, delete related to his/her user groups read, create, edit, delete any no access no access
Misc may like/dislike, add to favorites, print, take part in discussions may configure options may like/dislike an article
Own security rights for knowledge articles
KMS user rights settings

Frequently Asked Questions about KnowSystem: Knowledge Base System Odoo v.15

Revisions assume recording not only text changes, but also any updates in styles (technically, when you change HTML source code of an article). Some of those might be not clear from the first glance (e.g. a changed font size of a single word). Others might be drastic. However, any set of action Edit > Change anything in an article > Save would result in a new revision.

In KnowSystem, a section becomes visible on a website if it is published and contains at least one article. Even when it has subsections, it will not be visible, if there isn't a single article in the section itself. This was made to avoid seeing empty sections, and make KnowSystem portal look appealing and easy to navigate through. If you want the section to be shown on the website, you can add one introductory or general article, which briefly describes or lists articles in subsections.

  1. Right click on any tag on the left navigation panel - Create

  2. Find the field 'Allowed partners'. For example 'clients - azure interior' to set up an access for the partner 'Azure Interior'. You can do the opposite: assign KnowSystem tags right on a partner form

  3. Now go to a required article (or you can proceed the same using the action 'Mass update' for multiple records):

    1. If it is published: unpublish it if you don't want to make it available for all portal users and public visitors

    2. Assign a newly created tag (in the example it is 'clients - azure interior')

  4. Now:

    1. All portal users related to the commercial partner 'Azure Interior' have an access to the articles with the tag 'Azure Interior'

    2. No other portal users (if different tag is not assigned) have an access to those articles

    3. Internal users are not influenced and can observe articles according the 'access to' logic of articles and sections.

The button 'translate' is not added to the article's body by the optional add-on 'KnowSystem: Multi Languages' on purpose. The reason is that HTML code is very difficult to translate in a simple popup body assumed by the button. There would very little text to translate and a lot of HTML parts (which also might be broken by the translator).

That's why it is assumed that to make an article on a certain language, you should log in under this language user. It might be a different user, or you can temporarily change your current user preferences. After that any updates made in article body would be done in that user language.

Also you can use the button 'Copy from another translation' under the article body, which allows at any moment get the article content from another language (useful in case article has been significantly updated in one of languages).

To that end you may use iframes. Switch an article to the raw HTML code editor and insert, for example, <iframe src="" style="width:100%;min-height:600px;"> </iframe>.

Most probably you haven't granted KnowSystem rights for your user. Choose the right 'KnowSystem Editor' or 'KnowSystem Admin' refresh a page. The control buttons should be now shown.

Yes, by applying a user group (e.g. 'Sales Manager') which should pass this tour. If a user belongs to this group, he/she would see this tour. If not, the tour would not be shown. It works in the same way as security rights for KnowSystem articles and sections.

Take into account that if a tour doesn't have assigned groups, it is 'global' and it would be visible for everybody.

The header and the footer for articles PDFs is taken according to the company layouts. Please have a look at Settings > General Settings > the section Business Documents. Here you may define the company template which would be used for all document types, including invoices, sale orders, etc., and for articles as well. Such Odoo approach assumes that footer and header is a general company style, not an attribute of specific printings.

Each article has an internal (backend) and website URLs (in case the option 'KnowSystem: Website and Portal' is installed). Click on the 'Info' button on an article form to know website addresses of this record. You can insert any into your article body as a hyper link.  

Yes, to that end turn on the debug assets (on the settings overview screen) and get back to a current article. In the edit mode you will see the special icon '</>'. Click on this icon to observe and edit HTML and styles.

According to the current Odoo Apps Store policies:

  • every module bought for version 12.0 and prior gives you access to all versions up to 12.0.
  • starting from version 13.0, every module version should be purchased separately.
  • disregarding the version, purchasing a tool grants you a right to all updates and bug fixes within a major version.

Take into account that the faOtools team does not control those policies. For all questions, please contact the Odoo Apps Store representatives directly.

The easiest approach is to use the Odoo store built-in workflow:

1. Open the module's page and click the button Deploy on

2. After that, you will be redirected to the GitHub page. Login to your account and click 'Create a new repo' or use the existing one. Please, make sure, that your repository is private. It is not permitted to publish the apps under the OPL-1 license. If necessary, create a new repo for your project

3. Then, go to and click on the deploy button, submit the decision in the pop-up window and click 'Continue'. The action will trigger the installation process.

These steps will install the app for your project production branch. If you want to deploy the apps for other branches or update the module, you should undertake the following actions:

1. Upload the source code for the app from the Odoo store

2. Commit the module to a required GitHub repository. Make sure that none of the app folders/files are ignored (included in the .gitignore of your repo). Repositories are automatically created by, which might add by default some crucial items there (e.g. /lib). You should upload all module directories, subdirectories, and files without exceptions

3. Deploy a target branch of the project or wait until it is automatically built if your settings assume that.

  1. Unzip the source code of the purchased tools in one of your Odoo add-ons' directories;

  2. Re-start the Odoo server;

  3. Turn on the developer mode (technical settings);

  4. Update the apps' list (the apps' menu);

  5. Find the app and push the button 'Install';

  6. Follow the guidelines on the app's page if those exist.

Yes, sure. Take into account that Odoo automatically adds all dependencies to a cart. You should exclude previously purchased tools.

A red/orange warning itself does not influence features of the app. Regretfully, sometimes our modules do not pass standard automatic tests, since the latter assumes behavior which is in conflict with our apps goals. For example, we change price calculation, while standard Odoo module tests compare final price to standard algorithm.

So, first of all, please check deployed database features. Does everything work correctly?

If you still assume that warning influences real features, please contact us and forward full installation logs and the full lists of deployed modules (including core and third party ones).

Regretfully, we do not have a technical possibility to provide individual prices.

No, third party apps can not be used on Odoo Online.

Yes, all modules marked in dependencies are absolutely required for a correct work of our tool. Take into account that price marked on the app page already includes all necessary dependencies.  

The price for our modules is set up in euros. The Odoo store converts prices in others currencies according to its internal exchange rate. Thus, the price in US Dollars may change, when exchange rate changes.

Odoo demonstration databases (live previews)

For this app, we might provide a free personalized demo database.

No phone number or credit card is required to contact us: only a short email sign up which does not take more than 30 seconds.

By your request, we will prepare an individual live preview database, where you would be able to apply any tests and check assumptions for 14 days.

Bug reporting

In case you have faced any bugs or inconsistent behavior, do not hesitate to contact us. We guarantee to provide fixes within 60 days after the purchase, while even after this period we are strongly interested to improve our tools.

No phone number or credit card is required to contact us: only a short email sign up which does not take more than 30 seconds.

Please include in your request as many details as possible: screenshots, Odoo server logs, a full description of how to reproduce your problem, and so on. Usually, it takes a few business days to prepare a working plan for an issue (if a bug is confirmed) or provide you with guidelines on what should be done (otherwise).

Public features requests and module ideas (free development)

We are strongly motivated to improve our tools and would be grateful for any sort of feedback. In case your requirements are of public use and might be efficiently implemented, the team would include those in our to-do list.

Such a to-do list is processed on a regular basis and does not assume extra fees. Although we cannot promise deadlines and final design, it might be a good way to get desired features without investments and risks.

No phone number or credit card is required to contact us: only a short email sign up which does not take more than 30 seconds.

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