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Knowledge Base Management

The entry point for knowledge base management is as follows:

Enterprise Space Management​

On the enterprise space management page, administrators can maintain space types and also manage the knowledge bases within the enterprise space.

Add Enterprise Space​

Steps to add a new enterprise space:

  • Go to "Settings -> Knowledge Management -> Enterprise Space"
  • Click the "⚙️" next to the enterprise space to enter the enterprise space configuration page
  • Click the "Add" button on the right to enter the add enterprise space page
  • Enter the basic information for the new enterprise space, such as space name, icon, etc.
  • Click "Save" to add the enterprise space

Delete Enterprise Space​

Deleting an enterprise space is similar to adding one. The specific steps are as follows:

  • Go to "Settings -> Knowledge Management -> Enterprise Space"
  • Click the "⚙️" next to the enterprise space to enter the enterprise space configuration page
  • Select the enterprise space to delete, then click the "···" button
  • Select "Delete", and after secondary confirmation, the enterprise space will be deleted
  • Deleting an enterprise space is irreversible, please proceed with caution

Add Knowledge Base​

The steps for administrators to add a knowledge base on the enterprise space management page are as follows:

  • First, navigate to "Settings -> Knowledge Management -> Enterprise Space" and enter the enterprise space where you want to create the knowledge base
  • Click "Add" on the right side of the knowledge base
  • On the pop-up create knowledge base page, enter the name, security level, description, etc., and click "Confirm" to create successfully
    • Security level: There are two default levels, public and Highly confidential
    • Storage quota: 0-1GB
    • File size limit: Optional, by default there is no file size limit
    • Supported file formats: Optional, by default all formats are supported

Delete Knowledge Base​

The steps for administrators to delete a knowledge base are as follows:

  • Navigate to "Settings -> Knowledge Management -> Enterprise Space"
  • Enter the enterprise space where the knowledge base to be deleted is located, and find the knowledge base to delete
  • Click the "···" after the knowledge base and select "Delete"
  • After secondary confirmation, the knowledge base will be deleted

QnA Management​

QnAs submitted by administrators do not require review and take effect immediately. All pending questions are automatically sorted at the top of the list for administrators to prioritize.

Review QnA​

The QnA approval process ensures the accuracy and standardization of knowledge base content. This process mainly targets questions and answers submitted by non-administrators, ensuring that content is reviewed by administrators before entering the QnA library for regular users to view. Content submitted by administrators does not require review and takes effect immediately. All pending questions are automatically sorted at the top of the list for administrators to prioritize.

QnA Approval Status: Pending Review, Approved, Rejected

  • Pending Review: Submitted questions and answers automatically enter the "Pending Review" status, waiting for administrator review and processing
  • Approved: After administrator review and approval, the questions and answers enter the QnA library and are available to regular users.
  • Rejected: If the content does not meet the standards, the administrator can choose to reject it. Rejected content will not be displayed to regular users but will be retained in the system for subsequent review.

QnA Approval Actions: Approve, Reject, Batch Operations

  • Approve: Administrators approve content that meets the requirements, allowing it to enter the QnA library. Approved QnAs cannot be rejected again.
  • Reject: For content that does not meet the standards, administrators can choose to reject it.
  • Batch Operations: Administrators can select multiple pending items for batch approval.

Import QnA​

QnA supports two upload methods: batch import and manual addition.

  • Batch Import: Suitable for scenarios with a large number of QnAs. Users can upload multiple entries at once according to the template format.

  • Manual Addition: Suitable for creating a small number of QnAs, allowing content to be entered one by one, flexibly and conveniently.

Specific steps to import QnA:

  • Enter the enterprise space knowledge base and open the QnA interface

  • Click the "Import" button on the right to open the import page

  • You can choose to download the template file and fill in the template file. You need to fill in Enterprise Space, Question, Answer (Enterprise Space refers to the knowledge base name under the enterprise space)

  • After completing the template file, repeat the above steps to enter the import page, click "Upload File", and select the completed template file

  • The file information will be previewed automatically. After confirming it is correct, click "Start Import" on the right

  • Wait for the process to complete and display Import Successful

💡 Tip: Only new QnAs will be imported. Questions that duplicate existing QnAs will be skipped.

Add QnA​

Only one QnA can be added at a time. The steps to add a QnA are as follows:

  • Enter the enterprise space knowledge base and open the QnA interface

  • Click the "Add" button on the right to enter the add interface. The left side is the question interface, and the right side is the answer interface

  • On the question side, select the knowledge base name where the QnA is located

  • Click the "Add" button to add multiple questions

  • On the answer side, enter the answer. The answer input supports text, links, images, videos, etc.

  • After entering the answer and questions, click "Save" to successfully add the QnA

💡 Tip: When adding, you can add multiple questions, but there is only one answer for all questions, which is the answer entered on the right answer page

Export QnA​

Currently, QnA export is supported. You can export this page or export all QnAs. The export format is Excel file.

File Permissions​

To ensure data security and simplify management, the system provides the following three fixed security levels to control various operations within the knowledge base. These levels cannot be added, deleted, or modified.

Level 1: Confidential / 機密​

Description: The strictest level, accessible only to a very limited number of authorized internal personnel. Data is highly sensitive and must not be shared externally.

Available Functions:

  • ✅ File Properties
  • ✅ QnA
  • ❌ Share
  • ❌ Download
  • ❌ Favorite
  • ❌ Rename
  • ❌ Delete
  • ❌ Move To
  • ❌ Copy To
  • ❌ Re-preview
  • ❌ Re-segment
  • ❌ Upload
  • ❌ New Folder
  • ❌ AI Translation
  • ❌ Knowledge Base Management

⚠️ Only administrators have operational permissions; other users have read-only access.

Level 2: Internal / 内部​

Description: Intended for data shared within the company. Circulation is allowed internally, but external sharing is strictly prohibited.

Available Functions:

  • ✅ File Properties
  • ✅ QnA
  • ❌ Share
  • ✅ Download
  • ✅ Favorite
  • ✅ Rename
  • ✅ Delete
  • ✅ Move To
  • ✅ Copy To
  • ✅ Re-preview
  • ✅ Re-segment
  • ✅ Upload
  • ✅ New Folder
  • ✅ AI Translation (if supported)
  • ✅ Knowledge Base Management

Level 3: Public / 公開​

Description: Suitable for non-sensitive information that can be made public and widely disseminated.

Available Functions:

  • ✅ File Properties
  • ✅ QnA
  • ✅ Share
  • ✅ Download
  • ✅ Favorite
  • ✅ Rename
  • ✅ Delete
  • ✅ Move To
  • ✅ Copy To
  • ✅ Re-preview
  • ✅ Re-segment
  • ✅ Upload
  • ✅ New Folder
  • ✅ AI Translation (if supported)
  • ✅ Knowledge Base Management

Additional Notes​

  • The default level for new spaces is Internal.
  • Permission settings for each level are system-defined and cannot be customized.