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Template. You can change anything about this app by describing it in its build chat. See App templates.
Give your team one place to find the documents, links, and guides they use every day, instead of digging through shared drives. Admins add and organize resources, and anyone on your team can search the library or request something that’s missing. Clients never see this app. Category: Knowledge base, Internal, Support · Used by: your team · Works with: CRM

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Features

  • A library of resources, each with a title, description, category, owner, tags, up to four links, and file attachments
  • Categories in a sidebar with a count for each, starting with Onboarding, Templates, Policies, Brand assets, Sales, Engineering, Legal, and Other
  • Search across titles, descriptions, and tags, plus a filter by owner, in a card view or a list view
  • Pinned quick links for the resources people need most, and a Recently updated section
  • Two visibility levels: All internal staff or Admins only
  • Resource requests: anyone can ask for something that isn’t in the library, and admins fulfill or decline it
  • Drafts and an archive, so resources can be prepared before they’re published and retired without being deleted
  • Notifications when a request is submitted and when its status changes

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How to use it

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For your team

Admins are team members with the Admin role. They add and manage resources. Everyone else can browse the library and request resources.
  1. Open the app and click Add resource.
  2. Enter a Title and a Description, then choose a Category and an Owner.
  3. Choose who can see it under Visibility: All internal staff or Admins only.
  4. Optionally add Tags, up to four Links, and File attachments.
  5. Click Publish to add it to the library now, or Save as draft to finish it later.
If a resource with the same title already exists, you’re asked to confirm before it’s added.
On the Library tab, type in Search resources… to search titles, descriptions, and tags. Pick a category in the sidebar to narrow the list, or filter by owner. Switch between card view and list view. Pinned resources are listed in the sidebar, and recently changed ones show under Recently updated.Open a resource to see its description, owner, tags, links, and attachments, which you can download.
  1. On the Library tab, click Request a resource.
  2. Enter a Title and describe what you need.
  3. Optionally pick a Category and an Urgency (Low, Medium, or High), and add context under Where or why is it needed?
  4. Click Submit request.
Your requests are on the My requests tab with their status: Open, Fulfilled, Declined, or Cancelled. While a request is open, you can Edit it or click Cancel request.
  1. Go to Manage, then Requests.
  2. To add the resource, click Fulfill. The new resource form opens. When you publish it, the request is marked Fulfilled.
  3. To turn it down, click Decline and enter a reason. The requester sees the reason.
  4. To reopen a closed request, choose Reopen from its actions.
Open a resource and click Edit to change any of its details, or Pin to add it to the Pinned list. You can also drag a resource onto Pinned or onto a category in the sidebar.From a resource’s actions, Archive removes it from the library, and Restore to library brings it back. Delete removes it for good. Manage, then Manage resources, lists every published, draft, and archived resource with the same actions.
Go to Manage, then Categories, to add, rename, reorder, or delete categories. A category can only be deleted once no resources use it.
Only admins see resources set to Admins only in the library. Clients never see this app.

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Notifications

  • When someone requests a resource, every admin gets an email and an in-product notification with the request and its urgency.
  • When an admin fulfills, declines, reopens, or cancels a request, the person who asked is notified, with the reason if it was declined.
To change who’s notified or what the messages say, see Configuring notifications.

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Set it up

1

Add the template

Click Add App in the Dashboard sidebar. Find Internal wiki under Start from a template, or scroll down to Browse all apps and pick the Knowledge base filter.
2

Try it as your team

The app lands in your sidebar as a draft. Add a few resources, set up your categories, and pin the ones your team needs most.
3

Publish it

Publish the app so your team can use it. Clients never see it. See Launching apps.

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Change it with the app builder

This app is a template, so you can change anything about it by describing what you want.
1

Open the build chat

Open Internal wiki from your Dashboard sidebar, click its name at the top, then click Switch to builder.
2

Describe the change

Write what you want the way you’d ask a teammate. Say who it’s for and where it shows up, such as the library, a resource page, or the Manage tab.
3

Check the preview

The app builder makes the change and updates the preview. Check it as an admin and as a regular team member.
4

Publish

Click Publish when you’re happy. Until you do, your team keeps seeing the last published version.
Changes people often make to this template:
  • “Let anyone on the team add resources, and have admins approve them before they’re published”
  • “Show more than five resources in the Pinned list”
  • “Add a filter for last updated and file type in the library”
  • “Allow up to ten links on each resource”
  • “Add a Review date field and remind the owner when a resource is due for review”
  • “Add a visibility option for a specific group of team members”
See Iterating on apps for how to describe changes well and how to go back to an earlier version. To rename the app, or change who can see it and how it notifies people, click its name at the top and choose Rename app or Manage app.

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View this template on assembly.com