Publish documents to your team.
Choose what your team can read, organise it into categories, and export the whole library as a handbook.
Where to find it #
Go to Knowledge admin → Library. This area was previously called "Knowledge". It was renamed to distinguish it from the staff-facing Documents area.
What your team sees, and what they don't #
Each knowledge file has a Visible in staff library / Hidden from staff library switch.
Staff only ever see files you have approved and left visible.
Organising with categories #
Each file has a Category. Pick an existing one, choose General, or create a new one. Categories are free text, up to 60 characters, and shared across the workspace, so it is worth agreeing a small set and sticking to it.
Anything without a category appears under General.
Checking before you publish #
Preview staff library opens Documents exactly as your team sees it, with hidden files flagged so you can tell the difference. Use it before you tell people the library is ready.
Changing visibility from the preview #
You do not have to come back to the Library to change your mind. Inside Preview staff library you can change a document's visibility directly: an eye icon on each card in the index, and a clickable Hidden from staff / Visible to staff badge in the reader.
It is the same setting as the switch in Knowledge admin → Library, and the two stay in step.
Exporting a handbook #
Export handbook (PDF) produces every visible document as a single branded PDF, with a cover and a contents page. It is generated on the server, so there is nothing to install, and a large handbook may take a few seconds.
Hidden documents are not included.
Working in bulk #
Tick the files you want, or use Select all, which applies across whatever search or filter you currently have on. Then:
- Show in library or Hide from library.
- Download as a zip of Markdown files.
- Delete, which asks you to confirm by listing every file and requiring you to type the word "delete".
Turning the library off #
In Workspace settings, the Staff document library switch turns the whole area on or off. It is on by default. With it off, staff are not offered Documents at all and the library controls are hidden here.
Keeping documents current #
Documents is a view of your current approved knowledge. When you edit a file, or approve a draft that merges into or replaces one, the library and the PDFs update with it. There is no separate publish step.
Note that this does not re-read the original file it came from. Bringing in a fresh copy from your computer, Microsoft 365 or Google Drive is a new import.
What to read next #
- Adding knowledge, build knowledge from your documents.
- Reading your organisation's documents, the staff view.