RESOURCE
Use case #1
A searchable, up-to-date knowledge base
You want a searchable single source of up-to-date truth that readers can rely on.
Use case #2
A collaborative company wiki
You want a company wiki where all staff can contribute and search for the answers they need.
Use case #3
A collaborative project management tool
You want a project management tool that makes collaboration easy.
Use case #1:
You want want a searchable, up-to-date knowledge base
Different audiences for different content, all managed in one place
With knowledge base software, you can create documentation that is public, private, or a mix of both. Public knowledge bases are often used as help centers for customers. Private knowledge bases are often used for internal policies and procedures. Mixed-used knowledge bases can include documentation for both customers and staff (i.e. external and internal documentation).
Less cooks in the kitchen, more trust at the table
Having a smaller group of authors can reinforce trust in the content, because the content can only be added and updated by experts, rather than by anyone in the company. You can also take advantage of features that remind authors to regularly review the content to help ensure that it stays up-to-date and relevant.
Find what is needed fast, automagically
Good knowledge base software makes it easy for readers to search and quickly find exactly what they need. Solutions like KnowledgeOwl automatically index all content for search and offer a variety of search-related features that make it easy for readers to quickly find what they need.
If you build it (well), they will come
SharePoint doesn’t allow you to architect your content thoughtfully, as its folder system can sometimes cause more problems than it solves. If you want to create a place where your information is not only searchable, but also categorized for browsing and learning, then this could be another reason to use knowledge base software instead of SharePoint.
Share with your team and potential customers
If you want to have public-facing documentation, SharePoint no longer support this. Good knowledge base software will allow you to create content that can be accessed by different audiences, including the public.
Make it pretty, make it professional
If you want to use your knowledge base as another marketing channel, then you will want a knowledge base solution that allows you to fully customize its look and feel. Many knowledge base software tools allow you to customize your knowledge base so it can be an extension of your brand. The addition of logos and customs colors are only the beginning. Some tools (like KnowledgeOwl) allow you to add your own CSS, HTML, and Javascript to fine-tune the style of your knowledge base.
If knowledge base software is what you need, we hope you’ll choose KnowledgeOwl, but we’ve also put together this comprehensive list of other knowledge base software tools that highlights some of the most important and popular features.
Checklist for knowledge base software:
Access control for readers
No charge for reader accounts
Customizable look and feel
Strong search functionality
Flexible content architecture
Ease of use/no tech knowledge needed to create content
Supports text, videos, images, and PDFs
Straightforward pricing structure (features like SSO included)
Feature to ensure content is regularly reviewed so it stays up-to-date
Ability to draft new versions of content without publishing them live
HelpDocs
Multiple plans with different features
Access controls
Customizable (CSS and JS)
Unlimited public readers
No refunds
KnowledgeOwl
Single plan, all features included
Granular access control with SSO
Fully customizable (HTML, CSS, and JS)
1:1 migration help
Unlimited public and private readers
Full refund available anytime if KnowledgeOwl isn't the right fit
Helpjuice
Single plan, all features included
Access controls
Customizable with access to code editor
Unlimited public and private readers
Refunds only offered for 10 days after payment
Use case #2:
You want a collaborative company wiki
You may like the collaborative nature of SharePoint, but find it kind of clunky otherwise, or that it has too many features that aren’t serving you. A corporate wiki is a great way to have all of your internal knowledge in one place, where everyone is able to contribute and collaborate directly.
Document relevant info for the entire team
Corporate wikis are all about knowledge sharing. It's a place where anyone within the organization can contribute what they know and learn. They can be fantastic resources for internal training and knowledge, especially if your company adopts the mindset of never asking a question twice (i.e. if you learn something new, write it in the wiki immediately). With some effort and consistency across all roles, you can create a place where your team always knows to look first before asking questions.
Something flexible that can do a lot of different things
Notion is commonly used as a company wiki. It is very open-ended in how you can create documentation and allows you to collaborate in real-time with your teammates. Notion allows you to lock down content and permissions on its higher tiered plans. Its search isn’t quite as robust as most knowledge base software, but it does exist. Like Confluence, Notion can also be used for project management.
A good search is hard to find
Slab is a well-liked solution for a company wiki. Unlike Confluence, it offers a unified search as well as verification features that allow readers to trust what they’re reading. They also have great reviews for the quality of service they provide, which is always worth considering when shopping for a new software tool.
A great team player that gets along with everyone
Nuclino also has good reviews as a company wiki. It can integrate with loads of other apps, like Slack, Microsoft Teams, and Jira. It offers a more straightforward tool for internal documentation.
Checklist for corporate wiki tools:
Low cost per author and reader
Easy to use, no tech knowledge required
Strong search functionality
Flexible content architecture
Feature to ensure content is regularly reviewed so it stays up-to-date
Access control options
Supports text, video, and images
Notion
Easy and fun to create content with
Access control options
Supports various types of content
Strong online community to tap for ideas and help
Nuclino
Collaborative docs
Access control options
Workflows that includes assigning to teammates
Multiple view options
Slab
Real-time collaboration on docs
Share feedback and features to keep docs fresh
Fast and effective search
Admin insights to see doc performance
Asana
Easy to use
Loads of automations and integrations
Flexible and customizable
Various view options
Easily share progress updates with teammates
'Extra Delight' features
Wrike
Cross functional visibility
Automations and integrations
Gantt charts
Real-time collaboration
Shared calendars
Monday.com
Ability to create docs directly in the app
Automations and integrations
Various view options
Progress tracking across teams