The Smart Way Knowledge Base is a corporate library for instructions, policies, templates, media files and external resources. Administrators manage sources, access, versions, content currency and usage statistics. Resources can be made available to everyone in the company or restricted by job title and department.
The Knowledge Base articles are divided into short guides on specific topics.
Guides for employees and managers
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Search, categories, filters and favourites — how to find the material you need by text, category, type, tags or last updated date.
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Viewing materials, downloading and feedback — how to open a file or external link, copy a link to a material, download it when permitted, rate it and report outdated information.
Guides for administrators
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Enabling the module and configuring access — who can see the Knowledge Base, how to disable employee access and how to restrict individual materials by department or job title.
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Creating and publishing a material — how to add a new file, select a file from the File Manager or add a link to an external resource.
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Editing, versions, statuses and deletion — how to update a published material, prepare a new version, unpublish, archive, restore or delete it.
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Categories and tags — how to create a clear structure, reorder categories, and rename or merge tags.
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Related materials and content reviews — how to connect materials and handle readers’ reports of outdated information.
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Usage analytics and the action log — how to analyse views, searches, feedback, popular materials and administrative events.
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Troubleshooting common problems — what to check if a material cannot be found, published or opened, or if it is unavailable to the employees who need it.
Roles and access levels
| User | What they can do |
|---|---|
| Employee | Search for, open and view published materials available to them. Employees can add materials to their favourites, download permitted files and leave feedback. |
| Manager | Has the same read-only access to permitted materials as an employee. The manager role does not provide administrative access to the Knowledge Base. |
| Knowledge Base administrator | Uses the Manage knowledge base menu to create and edit materials and manage access, categories, tags, versions, analytics and the action log. |
Administrators can see all their company’s materials in the management section. Employees can see a material only when the company has enabled the Knowledge Base module, the material has the Published status and the employee has permission to view it.
If the company does not have an active Academy subscription, the system prevents users from adding and opening documents.
Key concepts
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Material — an individual Knowledge Base card containing a title, description, category, tags, access settings and a source. Selecting the card opens the file preview window.
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File — a document or media file from the File Manager. The same file can be used in both a training course and the Knowledge Base without creating a copy.
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External link — the HTTPS address of a resource that opens in a new browser tab.
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Draft — a material that readers cannot see yet.
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Published — a material that is available to its permitted audience.
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Archived — a material hidden from readers and available to an administrator only for viewing, restoring or permanent deletion.
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Current version — the version of the file that readers can see.
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Candidate version — a prepared replacement that does not change the current material until an administrator selects
Publish new version.
Recommended initial setup
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Check that employees have access to the module.
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Create a small, clear category structure.
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Agree naming and tagging conventions.
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Add a test material as a draft.
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Configure the audience and the content review date.
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Check the file in preview mode.
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Publish the material and open it using the account of an employee who has permission to view it.
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After launch, regularly review outdated-content reports, searches with no results and the most popular materials.