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Knowledge areas and access

Areas are the sections of your documentation. Each area decides two things: who owns it, meaning who can publish its pages and approve proposals, and who can see it. Owners and Admins create and edit areas.

Who can do what in Knowledge

PersonWhat they can do
Everyone with access to KnowledgeRead the pages they can see, search, and propose new pages or changes.
Area ownersCreate, edit, publish, schedule and archive the pages of their area, see its drafts and scheduled pages, restore earlier versions, and approve or reject its proposals.
Owners and AdminsEverything area owners can do, in every area, plus create areas, edit them and choose their owners.
Note
Writing pages also needs the permission to write Knowledge in your role, and importing documents or approving all proposals of an area at once needs the permission to manage Knowledge. By default, Owners and Admins have both. See Users and roles.

Visibility options

An area can be visible to:

OptionWho sees it
EveryoneEvery user of your company.
Employees only (not contractors)People of the team who aren't marked as contractors in People > Team. Use it for internal rules and notices.
Area owners onlyOnly the owners of the area.
By job functionOnly people with the job functions you pick: Sales, Project manager, Developer, Designer, Photographer, Marketing, Finance or Customer care.

Owners, Admins and the area owners always see the area. The job function is set in Team; a Sales Manager or Sales Rep role counts as sales.

A single page can override its area with Everyone, Employees only or Area owners only, or keep Same as area. Drafts, scheduled and archived pages are visible only to the area owners. The same rules apply to search and to Atomo.

Create an area

Steps

  1. In Nucleo, go to Brain > Knowledge > Pages.
  2. At the bottom of the areas column, click New area.
  3. Enter a Name and, optionally, a Description.
  4. In Visible to, choose who can see the area. If you choose By job function, select the job functions.
  5. Click Save.

The area appears in the left column. Next, choose its owners: see Choose the owners of an area.

Choose the owners of an area or change its visibility

Steps

  1. In Nucleo, go to Brain > Knowledge > Pages.
  2. In the areas column, hover over the area and click the gear icon.
  3. Change the Name, Description or Visible to as needed.
  4. In Owners — they approve the proposals, select the people who own the area.
  5. Click Save.

When you select an area, the box under the areas column shows its description, its visibility and its owners. An area without owners shows none yet: until you set some, only Owners and Admins can approve its proposals.

Considerations for areas

  • A lock icon next to an area in the left column means it isn't visible to everyone.
  • The number next to each area is how many pages it has; a highlighted badge shows how many proposals wait for review.
  • Areas can't be deleted from Knowledge. To retire the content of an area, archive its pages.

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