The KnowledgeOwl app vs. a knowledge base

There are basically two "sides" to KnowledgeOwl:

  • The KnowledgeOwl app (https://app.knowledgeowl.com): log in here to create and edit content, what you might consider the "back end".
    • The people who access the app are considered users or authors, and are factored into your billing.
    • By default, users can have an Editor or Writer role for each knowledge base, but you can create custom roles and assign those to users to further refine their permissions.
  • Your KnowledgeOwl knowledge base itself (example: my-knowledgebase.knowledgeowl.com): the view-only version of your content that you can share with your customers or end-users, what you might consider the "front end".
    • People who access the knowledge base are considered readers; readers cost you nothing and you can have unlimited readers.
    • All KnowledgeOwl knowledge bases are created with a knowledgeowl.com subdomain which you specify when you create the knowledge base. You can change the subdomain or add your own private domain in Settings > Basic.
    • You can set who can see your knowledge base overall in Settings > Security by changing the Default Access. Public access allows anyone to access your knowledge base; any of the other options will restrict your knowledge base to access by people with a shared password/IP or individual reader accounts.
    • You can view your knowledge base at any time by clicking the View KB link in the top navigation of the app. When you're editing an individual category or article, you can open the knowledge base directly to that category or article using the View Category and View Article links near the top of your screen.
    • Only articles that are marked with a "Needs Review" or a "Published" status will be visible in the knowledge base itself.

You can restrict certain articles or entire categories to viewing by specific groups using reader groups.

You can restrict editing certain articles or entire categories to specific users using user teams.