How to use the instance knowledge base?

When Knowledge base is enabled for your instance, you can maintain internal instructions and specs inside Constructor: browse from the home screen, search in the list, restrict access by role, and use revision history to review or restore an older version.

When you need this

  • You want a quick, in-product reference for how this instance is configured.
  • You need to create or update an instruction after a scenario or setting change.
  • Only some roles should see a document — restricted access.
  • Someone changed the text and you need to roll back to a saved snapshot.

Before you start

  • Confirm Knowledge base appears in the Constructor menu (or under the top-bar ? help menu → Knowledge base). If it is missing, an administrator must enable it under Settings → Instance settings → the feature flags block → Instance Docs → Instance Docs (labels may be in English). See Configure instance settings.
  • In the Constructor UI, Add document and Delete are available only to users with full Instance Docs administration on the instance. Editing a given document may also be allowed for roles listed on that document. Wider behaviour (for example via API) depends on how your administrators configure the instance.

Where to open it

  • Full list: Knowledge base in the module menu, or ? → Knowledge base.
  • Quick view: on the Constructor home screen, a block lists a few items; click a row to preview, or View all for the full list.

Search and filters

On the list page:

  • Search — press Enter to apply the text query.
  • Filters — document type, process (or unlinked), access, pinned to home, tags.
  • Active conditions appear as chips below the search row; remove one chip to clear that filter.
  • The Cards / List toggle only changes layout; your choice is saved in the browser.

Quick filter from a card or row: click a tag, type label, or process name to add that condition (when the control is interactive).

Document tags

  1. Click Tags in the list header to open the instance tag catalog.
  2. Create tags (name + color), edit or delete existing ones, search by name or document count.
  3. For a tag with documents, View closes the dialog and filters the list to matching documents.
  4. On a card or list row, use the tag icon to assign or remove tags; you can create a new tag and attach it in one step (Enter in the new-tag field).
  5. Tags are also available in the document editor form.

A document may have multiple tags.

Quick actions from cards or list rows

Without opening the full editor (when permitted), you can:

  • change document type (chevron next to the type);
  • manage tags and processes;
  • toggle pin to home and access (bookmark and globe/lock icons).

In list mode, metadata appears on one row, same as on cards.

Create or edit a document

  1. Open Knowledge base → Add document (if your role allows).
  2. Enter a title (required). The page slug is usually generated from the title; you can adjust it if needed.
  3. Pick a document type as a label for your team.
  4. Set access:
    • Public — anyone who can use the module sees it.
    • Restricted — choose roles that may read it; you cannot save without at least one role.
  5. Optionally pin to home so it surfaces in the home-screen block.
  6. Link the document to one or more processes if it applies to specific bots; otherwise leave it unlinked.
  7. Use roles with edit permission to let non-admin collaborators change the text. If none are selected, only instance-level knowledge-base admins can edit.
  8. Fill in What changed before saving — it helps when reading history.
  9. Write the body in Markdown and click Save.

To update, open the document and click Edit if your role allows.

Embed a tour in a document

If instance tours are configured, use Insert tour while editing — the Markdown gets an embed link and preview shows a Launch tour card. See Use instance tours.

Version history and restore

  1. Open the document (from the list, home block, or full-page view).
  2. Open the three-dot menu near the title (modal or full page).
  3. Choose Version history — a separate window lists saved versions.
  4. Click a version to preview its snapshot.
  5. If you can edit the document, a restore action may be available — confirm to roll back. The system first stores the current state as a new snapshot, then applies the selected version so history is preserved.

If history fails to load with an error, you likely have read-only access — ask an author or administrator to grant edit rights for that document.

Delete a document

Delete is available to users with full knowledge-base administration rights. Use the actions menu, confirm — the action is irreversible.

Public docs portal

The home-screen block may link to the ConnectiveOne documentation portal — the public site for all customers. Instance knowledge base holds only what your team creates on this instance.