Knowledge (team wiki)

Knowledge is your team's wiki: how-tos, runbooks, policies, meeting notes, client handbooks and anything else worth writing down. Open it from Knowledge in the sidebar, just below Documents. Knowledge comes with Documents. Plans and prices are unchanged.

The Knowledge hub

The hub shows your favourite pages, pages you viewed or that were updated recently, pages due for review, your spaces and the template gallery. Each figure at the top opens the list behind it. Use the search box to search page titles and page text across every space you can see.

Spaces

A space holds the pages for one team, topic, client or project. Each new space starts with a home page.

• Open to the workspace — everyone on your team can read it and edit pages, apart from people you added as viewers.
• Private — only members can see it.
• Members can be owners (manage the space and its members), editors or viewers (read only).
• A space can hold up to 10,000 pages. Spaces can be archived and restored.

Pages and the page tree

Pages nest under other pages as deep as you like. In the sidebar tree, drag a page to reorder it or put it under another page. ⋯ → Move moves a page, with everything under it, to another place or another space. ⋯ → Duplicate copies a page and its attachments.

Changes save as you type, and Ctrl+S (Cmd+S on a Mac) saves straight away. If a colleague has the same page open you will see their name. If they save while you are editing, Plenix tells you and you choose Keep mine or Load their version, so neither change is lost without warning.

Writing

Type / on an empty line to insert a block:

• Text, headings, bulleted, numbered and to-do lists, quotes, code blocks and dividers.
• Tables (add or remove rows and columns from the toolbar), callouts (info, warning, success and more), toggles (collapsible sections), a table of contents and a sub-pages list.
• Images (or paste and drop them straight in), files to download, and a live Work Board embed.

Select text to format it, add a link or comment on it.

Mentions and links

Type @ to mention:

• People — they are notified that you mentioned them.
• Pages — the linked page lists this page under Linked from.
• Plenix records — a company, contact, deal, lead, project, ticket, work order, invoice or employee. You only see records from modules you have access to.

Templates

Start a page from a template: meeting notes, how-to guide, runbook, SOP, project brief, decision record, onboarding guide, retrospective, incident postmortem, requirements, policy, client handbook, 1:1 or knowledge base article.

Comments

Comment on the whole page from the Comments panel, or select text to comment on that passage. Reply in threads and mark a thread resolved when it's done (a new reply reopens it). The page owner and everyone in a thread are notified of replies.

Version history

Open the History panel to see earlier versions of the page. Saves within a few minutes of each other are kept as one version. Plenix keeps the latest 200 versions of every page, and any version you give a name is kept for good. You can view any version, compare two versions, or restore one. Restoring keeps the current text as a version too, so it can be undone.

Owners and review dates

In the Details panel, give a page an owner and a review cycle: every month, 3 months, 6 months or year. When the review date passes, the page shows a review due notice, it appears under Due for review on the hub, and the owner gets a reminder. Click It's up to date to mark it verified and start the cycle again.

Lock, archive and export

• Lock a finished page to stop accidental edits. People who can manage it can unlock it.
• Archive a page to hide it, with everything under it, and restore it later.
• Export downloads the page as a Markdown file.

Permissions

Pages follow their space. To restrict a single page, open Share & access, choose Only the people below and add the people who can view or can edit it. The restriction covers everything under that page too, even inside an open space. Search, mentions, links and page lists only ever show pages the reader is allowed to see.

Sharing by link

Share & access → Public link turns on a read-only web page that anyone with the link can open without an account. Readers get a contents list, a Markdown download and a print-friendly layout, and they can only see that one page and its own images and files. Turn the link off or make a new link at any time, and the old link stops working straight away. Restricted pages can't be shared publicly.

Attachments

Images and files can be up to 25 MB each, with up to 200 per page. Executable files are blocked.