The Documents tab in knowledge base settings in Aha! Knowledge
Create multiple product knowledge bases for different audiences
How many different types of product knowledge bases are there? The short answer is "more than you might think." Of course, there are the customer support sites that you find on most company websites. But knowledge bases are used in a variety of other ways, too — such as providing customers with tailored onboarding resources or creating an information hub for colleagues. That is why using Aha! Knowledge to share product information with different audiences is such a game-changer. And today's update helps you manage all of those sites even more efficiently.
You can now publish documents from different workspaces in the same knowledge base. You can also publish the same document in multiple knowledge bases.
Previously, all of your documents had to be created in the same workspace. And you could only include each document in one knowledge base. But you told us that you need a more flexible approach. So we made it possible to select documents from any workspace and share them on one or more sites. (This functionality is available to all customers on the Aha! Knowledge Advanced plan — contact us to upgrade your account.)
To get started, head to the new Documents tab in your knowledge base settings. Here, you can choose which source documents to include and order them however you want. Click Add documents, select a workspace, and pick the relevant folder or document. Once published, all of your source documents will display as top-level items in your knowledge base.
If you share the same source documents across multiple sites, a banner at the top of each document helps you keep track of them. Click in to see more details, including the names of the knowledge bases, the document's publishing status, and links to Settings and the document's Live view. (Note that the document respects the publishing workflow for each knowledge base.)
As part of this update, we also made it possible to control whether folders are collapsed or expanded by default in your knowledge base. If you choose the latter, you can select whether you want to expand the top one or two levels of your information hierarchy or show a fully expanded list of all documents. This ensures you can show just the right amount of detail when customers visit your site.
Here are a couple of specific examples to highlight how this new functionality can help.
Centralize information across workspaces
First, let's look at when it is useful to combine information from different workspaces. In this example, we created an internal knowledge base to give colleagues access to all of the product information and tools they need in one place. We want to include documents for all of our products — Fredwin Cycling, Fredwin Running, and Fredwin Swimming — so we pulled in the relevant folders from each workspace to quickly bring everything together.
Show a fully expanded list of all documents in the left navigation to help users see exactly what resources are available.
Share the same document with multiple audiences
In this example, we are using private knowledge bases to provide new customers with account onboarding guidance. Some of the documents are relevant to all customers (such as the system requirements one below, which is included on five different sites). Other resources must be tailored to each customer's needs. Having the flexibility to pick and choose what to include streamlines document management, all while allowing us to provide a customized experience.
When you choose a folder as the source document, all of the items nested within it are automatically included in your product knowledge base.
These innovative options mean you can spend less time duplicating product information to share with different audiences — and more time doing awesome work.
Ready to take your knowledge management to the next level? You will love the flexibility and control that Aha! Knowledge provides. We are all about finding ways to streamline how you create, manage, and share compelling documents. This empowers you to give everyone the resources they need with the least effort and the most joy.
Better still, upgrade your Aha! Roadmaps account to include Aha! Knowledge Advanced. It helps you seamlessly connect your strategic plans in Aha! Roadmaps directly to your product knowledge base.
Start a free trial of Aha! Knowledge
Aha! Knowledge is the AI-powered product information hub. Create internal wikis and product knowledge bases to easily share important documents with colleagues and customers. It also includes everything in Aha! Whiteboards so you can add visual diagrams. Sign up for a free 30-day trial of Aha! Roadmaps if you are interested in bringing together documentation and detailed planning. Or join a live demo to see why more than 1 million product builders trust our software to build lovable products and be happy doing it.
