KnowSystem: Knowledge Base System v.18

Structure and navigate

• Build a hierarchy of knowledge sections to switch between areas instantly, however large the base grows.
• Define a tree of tags for quick navigation and deeper, cross-cutting structuring.
• Introduce a knowledge typology to distinguish kinds of articles in a single click.
• Create, update, and reorder tags, sections, and types right inside KnowSystem - and print every article under a chosen tag or section.
• Search sections and tags instantly on the navigation panel.

Select, sort, and act in bulk

• Sort articles by views, score of likes, title, author, section, and create or write dates.
• Pick articles step by step - the selection is not cleared by a new search or when you open a record - then run mass actions on everything you chose.
• Update knowledge in batch: assign a new section (including by dragging articles onto the navigation panel), add or remove tags, print many articles as one PDF, follow/unfollow discussions, publish/unpublish, export to Excel, archive or restore, add to learning tours and documentation, mark as favorite, and duplicate.

Five editors, one article model

• Backend building blocks - drag and drop to compose professional articles right in the Odoo backend. The editor relies on strict HTML that stays compatible with printing and messaging layouts; reorder blocks and adjust their width, height, and styles.
• Website builder - apply advanced styles, snippets, animations, and widgets via Odoo's built-in website editor. Ideal for nice-looking portal pages; avoid it for internal or printed articles, as advanced styles often contradict print and composer layouts.
• Plain text - keep certain articles as simple text for unlimited compatibility with printouts and emails, and copy their content to the clipboard for quick sharing.
• Standard HTML editor - the familiar Odoo editor with its built-in slash commands for quick inline pieces.
• Raw HTML - switch to the code editor at any moment to add any tags and styles, including Bootstrap-ready elements and iframes.

Templates for speed and consistency

• Reusable templates - prepare dedicated knowledge templates for recurring article types such as procedures, FAQs, or release notes, so contributors never start from a blank page.
• Save any article as a template - turn an existing, well-structured article into a reusable template in one click and grow your own library over time.
• Faster, consistent authoring - start new articles from a template to save time and keep a uniform structure and look across the entire knowledge base.
• Right editor for each page - switch an article's editor type whenever the content calls for it, so every page uses the most suitable tool without re-creating it.

Knowledge inside any Odoo document

• Turn on 'Articles by Documents' to add a quick knowledge entry to any Odoo form view.
• Search by tags, section, or content for a quick overview, and read article content without leaving the record.
• Link tags to document types so the right articles appear by default - e.g. assign helpdesk tickets the tag 'odoo/helpdesk' and it is pre-filled on every ticket.
• Turn on 'KnowSystem in systray' to reach the base from anywhere in Odoo, whatever screen you are on.

Apply knowledge in communication

• Turn on 'Articles in Email Composers' to reference or cite knowledge in Odoo messages.
• See articles related to the current discussion and insert them with the editor command '/' > KnowSystem; the content is appended to the message.
• Attach a PDF version of the referenced article(s) automatically.
• Share links with colleagues or partners as backend, website/portal, or tokenized portal URLs.
• Turn on 'Articles in Activities' to insert articles or their links into Odoo activities.

Guided learning tours

• Turn on 'Tours' to combine articles into an ordered sequence of learning steps.
• Launch a tour in a dedicated interface to study step by step, and share it with everyone or specific user groups.
• Track employees' progress through your instructions and guidelines.

Share and publish

• 'Portal KnowSystem' shares knowledge with external partners; 'Public KnowSystem' opens it to website visitors.
• Configure KnowSystem tags or publish articles to control exactly what is shared.
• Combine articles into advanced documentation; 'Portal Documentation' and 'Public Documentation' decide who can read it.

Create and structure

• Combine articles into advanced documentation that covers a whole business, organizational, or functional aspect.
• Create a section simply by selecting and ordering articles - KnowSystem generates the website page automatically.
• Reuse the same article across several documentation sections.
• Build an unlimited number of documentation pages, structured by categories.
• Customize each page: toggle the search bar and table of contents, and add or remove preview images and texts.

Share, navigate, and version

• Publish documentation for everyone, or assign KnowSystem tags to grant access to chosen Odoo partners.
• Decide what happens when a reader lacks access to an included article: ignore the restriction, hide that piece, or show a security warning.
• Show an automatic table of contents, built from the headers of the included articles, for fast navigation.
• Enable search across the whole text or only headers, with case-sensitive or insensitive keywords.
• Apply versioning to avoid double work on specifications, user manuals, and software guidelines.

Knowledge in the Odoo partner portal

• Turn on 'Portal KnowSystem' to give each Odoo partner a personal web portal built from the articles you choose to share.
• Design an article for one specific company, or reuse the same knowledge experience across many clients.
• Articles reach a portal user when they are (a) published, or (b) carry user-related tags.
• Assign a tag to a partner in two ways: fill 'KnowSystem tags' on the partner form, or define 'Allowed partners' on the tag.
• Optionally allow partners to print articles, like them, and share.

Public self-service knowledge base

• Turn on 'Public KnowSystem' to open knowledge to unauthenticated website visitors for true self-service.
• Only published articles are shown - publish via the 'Publish' mass action or the 'Visible on current website' checkbox.
• Publish tags and article types too so they appear in the portal; sections show only once they contain visible articles.
• Customize the portal: show or hide navigation by tags and types (or the whole navigation), add an introduction and navigation hints, and set section tooltips.

Teamwork and use

• The full history of article revisions is kept in Odoo, wiki-style. If a user breaks something, it takes just 2 clicks to recover the right version.
• Users take part in article discussions and subscribe to updates.
• Share tokenized articles with any contact.
• Track statistics per article: contributors, views, likes and dislikes, how often it is used in messaging, and who marked it as favorite.
• Set activities to keep the base improving, and auto-archive articles after a chosen date.

Multi-lingual knowledge

• Translate articles into every language installed in Odoo, so users read and edit in the language of their choice.
• Avoid double work with 'Copy from another translation' - but be sure you really need a multi-lingual regime, since every article must then be kept up to date in all languages.
• Switch the language right in the backend editor to review or update any translation.

Show knowledge on product pages

• Adds a product knowledge entry to all eCommerce product pages out of the box.
• Hide it for specific templates (the setting 'Do not show eCommerce FAQ') or for an entire eShop on a website (the option 'FAQ view' - 'Do not show').
• Set your own button title ('FAQ button text'); the default is ' Frequently asked questions', but you can change it to anything, e.g. 'Product docs' or 'Instructions' - simple HTML tags are allowed.
• Choose 'KnowSystem portal link' for the 'FAQ view' to send shoppers to the full navigation, restricted to articles linked to the current product.
• Or choose 'Popup accordion' to open all matching articles in a popup, so shoppers stay on the product page.

Match the right FAQ to the right product

• Link product templates to KnowSystem; show articles for specific sets of attribute values and hide them for others - e.g. different FAQs for steel and aluminum tables.
• Define knowledge for Odoo attributes or attribute values regardless of the actual product - for instance, complementary documentation for every variant that has 'legs' or 'custom legs'.
• Apply global settings per website to keep the same FAQ basis across all items sold there.
• Target KnowSystem sections, tags, or specific articles on each layer. A knowledge piece is selected if it satisfies any of the criteria; for sections and tags, child nodes are taken into account too.
• Articles appear only if a user can access them, so website visitors see only published ones.

• Helpdesk - once a challenge is solved, record its solution in KnowSystem for repeated use by co-workers and self-service by clients.
• Sales & CRM - a salesperson helper for product information, current offers, and frequently asked customer questions.
• Project management - keep and easily retrieve knowledge of existing solutions, tools, hints, and experiments.
• HR - prepare instructions, guidelines, learning tours, training, and any codified knowledge of routine in your company.

• Marketing - organize an online library of product use cases, expert knowledge, and well-structured documentation.
• Legal - systematize policies and contract/approval management, and keep a full classifier of trademarks and licenses.
• Information technology - share easy-to-reach manuals and configuration guidelines, one search away.

Add fields without code

• No technical knowledge required - add a field and enter details to show a new property for articles.
• Choose from a full range of types: single-line text (char), plain text, rich (HTML) text, integer or float numbers, drop-down selection with your own options, checkbox (boolean), date or date-and-time, file upload (binary), and a reference to another Odoo record such as a sale order or contact (many2one).
• Pick the field's interface position from a closed list of options.
• Mark a field required to force users to enter a value.

Tailor by type, share, and secure

• Use article types to show properties only for the right articles - 'user guidelines' and 'technical specifications' can carry completely different attributes.
• Works in both the KnowSystem backend and the knowledge share portal.
• Custom fields can be imported and exported.
• Only KnowSystem administrators may create custom fields.