---
title: "How to use the instance knowledge base"
description: "View, filter, create, and share instance documents in Constructor, including access by role, version history, and restore."
---

# 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](../../settings/how-to/configure-instance.md).
- 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](./use-instance-tours.md).

## 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.

## Related pages

- [What is the instance knowledge base](../explanation/what-is-instance-knowledge-base.md)
- [Use instance tours](./use-instance-tours.md)
- [Constructor hub](../integrator-hub.md)
- [Use the Constructor home screen](./use-main-dashboard.md)