Knowledge spaces

Knowledge spaces are per-organization, isolated enterprise knowledge bases that employees search and cite from in the client. You deposit the company’s policies, product materials, and standards documents here, authorize them by department / role, and employees can draw on the organization’s “shared memory” while doing tasks — it works together with the client’s Enterprise knowledge toggle (see Enterprise knowledge).

1 · Overview

Each organization has its own independent knowledge base, with data isolated by organization and never mixed. In Console you organize knowledge by “space”: create a space, add documents, upload files, then authorize the space to the departments or roles that need it. After an employee turns on Enterprise knowledge in the client, they can only search content in spaces authorized to them.

2 · Page overview

• Space list — all knowledge spaces under the organization, with their status and owning department.
• Space detail — the documents and files within a space, and their index status.
• Authorization panel — configure access permissions to the space for departments / roles.

〔Figure: the knowledge space list and space detail, with status and the authorization entry highlighted〕

3 · Managing knowledge spaces

1. Create a space — create a new knowledge space, and optionally set its owning department for management along the org structure.
2. Manage status — a space has two states, Enabled / Archived: an enabled space can be searched; one no longer in use can be archived to stop being searched externally while retaining its content.

〔Figure: the create-space dialog, with the name and owning-department settings highlighted〕

4 · Authorize access (distribution governance)

Knowledge is distributed by department or role, not employee by employee:

• Grant a department or role read (searchable) or manage (can manage) permission on a space.
• An employee can only search spaces granted to their department / role; unauthorized spaces are invisible to them.

This way, sales see sales materials and legal see legal materials — clear boundaries, distributed as needed.

〔Figure: the authorization panel granting read / manage permission to a department / role〕

Tip: read only allows searching and citing, while manage is required to maintain a space’s content; grant the minimum necessary, and tighten sensitive spaces to specific departments / roles.

5 · Add documents and upload files

There are two ways to put knowledge into a space:

1. Manually create a document — paste text directly to create a document; documents support versioning, so changes are traceable.
2. Upload files — supports formats such as Office / PDF / images / Markdown / txt; after upload, the server converts everything to Markdown and builds an index, after which it can be searched.
3. Maintain the index — when needed, you can rebuild the index (refresh search results after content updates) or delete documents / files no longer needed.

〔Figure: uploading files and the “rebuild index / delete” actions, with the supported formats highlighted〕

6 · Important notes

Important notes

• Organization isolation: search uses only the currently authenticated organization context and never mixes data across organizations.
• Authorization boundary: access follows department / role; employees cannot search unauthorized spaces, and authorization changes take effect immediately.
• Information collection and use: uploaded files are transcribed to Markdown and indexed to support search; make sure the content is suitable for sharing within the organization.
• Usage advice: archive / delete sensitive or outdated materials promptly; remember to rebuild the index after major content updates.

Disclaimer: knowledge base content is uploaded and maintained by the organization itself; its compliance and scope of authorization are the organization’s responsibility.

Last updated · July 2026 ｜ Next: Members & departments →