EnglishGeneral AppsTeam Knowledge BaseCategorizing the wiki

Categorizing the wiki

Structure knowledge by team and topic so people can browse, not just search.

When to use

Set up categories and tags when the wiki grows beyond a few dozen articles, or before you turn on the public portal, because the portal only shows articles in categories marked public.

Before you start

  • Categories need kb:write; the tags page needs kb:read.
  • Data scope (own / team / all articles) is set by someone with knowledge:admin.
  • knowledge.public_access_allowed (default: on) controls whether the public portal is allowed at all.

Steps

  1. Open /knowledge/settings/categories.

  2. Create categories per team or domain.

  3. For categories whose articles may be shown to customers, mark the category as public. Leave internal ones unmarked.

  4. Manage tags at /knowledge/settings/tags so naming stays consistent.

  5. To limit who sees whose articles, open /knowledge/settings/access and choose the data scope (own, team or all). This needs knowledge:admin.

Team Knowledge Base — category settings with the public category marker
Team Knowledge Base — category settings with the public category marker

Tips & common mistakes

  • An article is only public when it is published, marked Public and in a public category; fixing only one of these will not expose it.
  • Do not create one category per article; keep the tree shallow enough to browse.
  • Merge near-duplicate tags instead of adding variants.
  • Data scope limits articles by author; check it if someone cannot see colleagues’ drafts.

Related

Authoring an internal articleSearching and finding gaps