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How does Knowledge Base and access system work?

Knowledge Base is internal documentation, instructions and materials storage for team with three-level access system.

Knowledge Base Structure​

Categories​

Material organization:

  • Create categories by topics
  • Assign icons for visual distinction
  • Configure display order
  • Manage access at category level

Category examples:

  • Onboarding newcomers
  • Traffic work
  • Service access
  • Creative approaches
  • Financial procedures

Articles​

Category content:

  • Formatted text (headings, lists)
  • Images and screenshots
  • Embedded videos
  • Code blocks
  • Tables
  • File attachments

Three-Level Access System​

Level 1: Role-Based Permissions​

Basic control via roles.

Permission types:

  • Full access - view, create, edit, delete
  • Manage - create and edit articles
  • View - read only
  • No access - knowledge base hidden

Setup:

  1. Open Team → Roles
  2. Select role
  3. Configure permissions for "Knowledge Base" module
  4. Permissions apply to all users with this role

Examples:

  • Owner → Full access
  • Team Lead → Manage
  • Buyer → View
  • Intern → View (limited)

Level 2: Category-Level Access​

Precise control at category level.

Capabilities:

  • Show category only to certain roles
  • Open category to specific users
  • Hide confidential categories

Access setup:

Option 1: By roles

Category "Service Access"
→ Only roles: "Owner" and "Team Lead"

Option 2: By specific users

Category "Secret Materials"
→ Only users: Ivan Petrov, Maria Sidorova

Option 3: Combined

Category "Finance"
→ Roles: "Owner" + "Team Lead"
→ + User: "Chief Accountant"

Level 3: Article-Level Access​

Detailed control for individual articles.

Capabilities:

  • Open article to specific user
  • Hide article from others in category
  • Provide temporary access

Inheritance:

  • By default article inherits permissions from category
  • If user sees category → sees all articles

Override:

  • Can set custom permissions for article
  • Restrict access to only specific users
  • Even if user sees category, won't see this article

Extension:

  • Open article to user who doesn't see category
  • Provide access to one article without access to entire category

Usage Examples​

Scenario 1: Public access for all​

Category: "General Instructions"

Access: all roles with "View" permission
Articles: visible to all

Result: All employees see this category and all articles in it.

Scenario 2: Secret information​

Category: "Confidential"

Access: only "Owner" role
Articles: inherit access

Result: Only owners see category and articles. Others don't know category exists.

Scenario 3: Personal instruction​

Category: "General Materials"

Access: all

Article: "KPI for Ivan Ivanov"

Article access: only user "Ivan Ivanov"

Result: Everyone sees category, but only Ivan sees KPI article.

Scenario 4: New employee onboarding​

Category: "Onboarding"

Access: specific new employee

Result: Newcomer sees entire category with training materials. After training, access can be removed.

Workflow​

Creating Category​

  1. Open Knowledge Base
  2. Click "Create Category"
  3. Fill in:
    • Category name
    • Description
    • Icon
  4. Configure access:
    • Leave default (by roles)
    • Or restrict to specific roles/users
  5. Save

Creating Article​

  1. Select category
  2. Click "Create Article"
  3. Write:
    • Title
    • Content (formatting, images, files)
  4. Configure access (optional):
    • Leave inheritance from category
    • Or specify specific users
  5. Publish or save as draft

Access Management​

Permission check:

  1. Open category or article
  2. Go to "Access Settings"
  3. View who has access
  4. Add or remove users/roles
  5. Save changes

Frequently Asked Questions​

Can user see article without seeing category?​

Yes! If you grant article access to specific user, they'll see article even if they don't see category.

How to grant temporary access?​

  1. Add user to article access list
  2. After work completion remove user from list

How to know who has category access?​

Open category → Settings → Access. System shows list of roles and users.

Can I give access to everyone except one user?​

No, system works on permission principle (whitelist), not bans (blacklist). Specify those who should have access.

Important​

  • Security - three-level system protects confidential data
  • Flexibility - configure access as your team needs
  • Simplicity - intuitive editor for article creation
  • History - all changes saved, can rollback to previous versions
  • Centralization - no third-party services needed, everything inside PostTrack

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