Guide
A well-organized company wiki serves as a centralized knowledge repository, enabling teams to efficiently access and manage information. To build an effective wiki, you’ll need to:
Start with a structure. Create a Company Wiki Space
We will start from creating two databases "Category" and "Document", connected with many-to-many relation
Category is a broad grouping, such as:
Policies
Guidelines
Procedures
Document is a specific piece of information within a category, such as:
Vacation policy
Travel guidelines
Each document should have clear ownership, relevance, and an assigned category.
"Polish" databases
Making documents visually appealing and easy to navigate is crucial for usability.
Add Category database Icons
Enhance the appearance of categories by assigning meaningful icons. For example:
🔒 Resources
✈️ Guidelines
🌞 Policies
Enable Files and Comments on the Document database
To make documents more versatile:
Use Markdown for Descriptions
Leverage Markdown for document content to:
Create headers, lists, and emphasis.
Add links to relevant resources, embed preview from other tools (like Figma)
Organizing Documents navigation
Organizing left menu with Smart folders
Smart folders will help us to create a friendly navigation for teammates. And grouping Documents by Category would definitely be helpful.
Let's create a Smart folder and choose Category as a top level. As a result, all categories will appear in the left menu!
Cool! Now you have two options:
Show Documents directly under the related category
Show Documents in a View - like a Table, Board, or List
If you go with the first option, here is what it will look like:
It works well when you have a relatively simple document structure and not that many documents. By the way, that's how we (Fibery team) organize our User Guide!
Second option is to create Context views in every category. Navigate your cursor to any Category and click on + icon there. Choose the type of view you are going to create. We suggest starting from Table. Choose Document as a database level. Documents that appear there will have automatic context filter (based on category) applied.
Let's mirror this View to every Category.
Now every Category has its own table with Documents!
Setting up Access Rights in Documents
Set Default Viewing Access
You may set basic Viewer permissions for every user in the Space itself.
These permissions set the default viewing level for each document in this Space.
Assign Document Editors
Some users need more access than others. For example, if default access for everyone is Viewer, Authors definitely need more access, at least Editor. It's possible to appoint document editors and automatically delegate editing rights. To do that, you will need to add People field and set the setting accordingly.
Click on Sharing icon
Set a higher permission level, like Owner
Note that you can create custom access template
to define customer access levels if you are not happy
with default ones
Thus, once a User is assigned to a document through the Editors field, he gains updated access to that particular document.
If you want some Users also be Viewers by default, but havethe ability to create new documents. You can share the relevant Database using Submitter access template and automatically share created documents via Created By Field.
Please note that Group access for databases/entities is not here yet, but it will be added in Q1 2025. Please let us know if you need it.
Extra touches
Mark documents as Archived for easier management
You may archive outdated documents to declutter active views. To do that, simply add a Checkbox field called Archived.
Once added, you may use filters to exclude archived documents from any view, including smart folders.
Other ideas:
Add Workflow field and document-related states - like Idea, Draft, Review, and Published. It's helpful when you have different authors and a content pipeline
Use the Teams database to manage access based on the Team particular user belongs to
Add Dates field to the Document level - one to control when the Document was published, and another one to see when it was Archived.
Create Smart folders in other Spaces with relevant documents for this particular Space. For example, in the HR space, you may show only Documents from the Policies category. It will improve discoverability
Search in Documents
Standard Search capabilities
Our search includes capabilities to:
Search by the names of documents.
Look through rich text fields, such as document descriptions.
Include comments and basic text fields within the search scope.
Our search does not parse the content of linked files. For example, if a document has attached PDF or Word files, the content of those files will not be searchable. Please let us know if that's helpful.
Enabling AI Search
For more advanced search functionality, you can enable AI-powered search. With AI, you can:
FAQ
Is there a template to install?
Sure, you can install the template from this guide. Or you can install the Fibery User guide - note, it has a more complicated structure and content inside.