Creating knowledge base articles
A well-structured knowledge base is the cornerstone of any high-performing team. In BlueDocs, knowledge base articles help centralize internal knowledge, streamline onboarding, answer common questions, and serve as a reliable resource for employees across departments. This guide explains the full process of creating, organizing, and maintaining effective knowledge base articles in BlueDocs.
Knowledge base articles in BlueDocs are informational documents designed to:
Capture and share institutional knowledge
Document best practices, FAQs, and how-to guides
Support employee onboarding and training
Store procedural and reference information in an accessible format
Unlike SOPs, which focus on strict process adherence, knowledge base articles are flexible in format and purpose. They prioritize clarity, discovery, and usability over rigidity, making them ideal for everyday guidance and collaborative learning.
To create or browse articles:
Go to the “Knowledge Base” section in the left sidebar.
Review existing content to understand structure, categories, and tone.
Make sure your user role (e.g., Contributor, Editor, Admin) allows content creation.
Click the “Create Article” button in the top-right corner.
If you're inside a folder, the article will be placed there automatically.
Enter a clear title and begin crafting your content in the rich text editor.
Every effective knowledge base article should contain the following:
Use action-driven titles when appropriate (e.g., “How to Set Up Two-Factor Authentication”*)
Keep titles concise but descriptive—aim for something searchable and scannable
Include keywords that your audience is likely to use
Assign a category to group related articles
Use consistent naming conventions
Create new categories if none apply, but avoid excessive fragmentation
Organize using headers (H1, H2, H3)
Use bullet points and numbered lists
Add visuals: screenshots, diagrams, videos
Link to relevant documents, policies, or training materials
Write in a tone appropriate for your audience (clear, helpful, approachable)
Draft: For articles in development
Published: Live and visible to users
Archived: Retained for record but hidden from active search
Use a consistent structure that readers can follow quickly:
Introduction/Overview: A brief summary of what the article covers
Main Content Sections: Step-by-step guides, tips, or detailed explanations
Examples or Visuals: Screenshots, sample forms, or workflows
Conclusion or Next Steps: Wrap up with related resources or actions
The BlueDocs editor supports:
Headings (H1, H2, H3) for hierarchy
Bold, Italics, Underline for emphasis
Links to internal documents or external resources
Tables for structured data
Code Blocks with syntax highlighting
Image Uploads (cover and inline images)
Create folders by topic, department, or function (e.g., “HR Resources” or “Product FAQs”)
Use nested folders for multi-level organization
Maintain naming consistency and clarity
Set appropriate permissions per folder (e.g., team-specific access)
Use broad and evergreen names such as “Troubleshooting,” “Best Practices,” or “Onboarding”
Avoid overly narrow categories unless necessary
Document your category structure so others understand how to apply them
Save articles as drafts while writing
Share drafts with subject matter experts for input
Use inline comments or shared editing workflows for revisions
Assign team members or department leads to review content
Set internal review deadlines to keep the process moving
Maintain version control with update notes
Submit for approval via the workflow button
Reviewers can accept or send back with comments
Once approved, articles are automatically moved to “Published”
Include high-value keywords in the title and body
Use plain language that matches how users describe tasks or issues
Use synonyms and variations of terms for discoverability
Link to other knowledge base articles, SOPs, and policies
Create a “See Also” section to suggest related topics
Use headings and anchors to improve internal navigation
Review articles quarterly or biannually
Check for outdated content, broken links, and system changes
Archive irrelevant articles and revise ones with updates
Use “last updated” notes in the footer or intro
Log major changes in a changelog section if applicable
For critical content, keep an archived backup before significant edits
Use the Analytics Dashboard to:
Track article views and engagement
Identify underused or outdated content
Discover popular topics or content gaps
Step-by-step instructions with screenshots
Designed to be followed in real time
Definitions, overviews, and product info
More static, but highly structured
Address common questions by topic
Should evolve based on real user inquiries
Team standards, processes, or tips
Useful for onboarding or consistency
Confirm the article is published, not in draft
Check folder and category permissions
Verify it’s tagged correctly and appears in filtered search
Use the preview tool before publishing
Double-check images, tables, and code formatting
Use plain formatting if errors persist
Create a draft article labeled “\[TEMPLATE] Article Name”
Structure it with placeholders and headings
Store all templates in a dedicated “Templates” folder for reuse
Create outline documents with links to subtopics
Cross-reference new articles in each other
Use consistent formats across related articles
Creating a valuable knowledge base is about more than just writing—it’s about clarity, structure, discoverability, and collaboration. Start with what your team needs most, and expand based on feedback and analytics. With each well-written article, you strengthen your team’s ability to learn, troubleshoot, and stay aligned.
Keep your knowledge base current, well-organized, and connected to the rest of your documentation ecosystem. The better your internal content, the fewer support questions your team will face—and the more time you’ll save across the organization.
If you need help creating, formatting, or managing your knowledge base, check your internal documentation guidelines or contact your BlueDocs administrator.
🧠What Are Knowledge Base Articles?
Knowledge base articles in BlueDocs are informational documents designed to:
Capture and share institutional knowledge
Document best practices, FAQs, and how-to guides
Support employee onboarding and training
Store procedural and reference information in an accessible format
Unlike SOPs, which focus on strict process adherence, knowledge base articles are flexible in format and purpose. They prioritize clarity, discovery, and usability over rigidity, making them ideal for everyday guidance and collaborative learning.
🚀 Getting Started
Accessing the Knowledge Base
To create or browse articles:
Go to the “Knowledge Base” section in the left sidebar.
Review existing content to understand structure, categories, and tone.
Make sure your user role (e.g., Contributor, Editor, Admin) allows content creation.
Creating Your First Article
Click the “Create Article” button in the top-right corner.
If you're inside a folder, the article will be placed there automatically.
Enter a clear title and begin crafting your content in the rich text editor.
🏗 Article Structure and Components
Every effective knowledge base article should contain the following:
đź“ť Title
Use action-driven titles when appropriate (e.g., “How to Set Up Two-Factor Authentication”*)
Keep titles concise but descriptive—aim for something searchable and scannable
Include keywords that your audience is likely to use
🏷 Category
Assign a category to group related articles
Use consistent naming conventions
Create new categories if none apply, but avoid excessive fragmentation
đź“„ Content
Organize using headers (H1, H2, H3)
Use bullet points and numbered lists
Add visuals: screenshots, diagrams, videos
Link to relevant documents, policies, or training materials
Write in a tone appropriate for your audience (clear, helpful, approachable)
🔄 Status
Draft: For articles in development
Published: Live and visible to users
Archived: Retained for record but hidden from active search
✍️ Writing and Formatting Content
Structure for Readability
Use a consistent structure that readers can follow quickly:
Introduction/Overview: A brief summary of what the article covers
Main Content Sections: Step-by-step guides, tips, or detailed explanations
Examples or Visuals: Screenshots, sample forms, or workflows
Conclusion or Next Steps: Wrap up with related resources or actions
Rich Text Features
The BlueDocs editor supports:
Headings (H1, H2, H3) for hierarchy
Bold, Italics, Underline for emphasis
Links to internal documents or external resources
Tables for structured data
Code Blocks with syntax highlighting
Image Uploads (cover and inline images)
đź—‚ Organizing Your Content
Using Folders
Create folders by topic, department, or function (e.g., “HR Resources” or “Product FAQs”)
Use nested folders for multi-level organization
Maintain naming consistency and clarity
Set appropriate permissions per folder (e.g., team-specific access)
Managing Categories
Use broad and evergreen names such as “Troubleshooting,” “Best Practices,” or “Onboarding”
Avoid overly narrow categories unless necessary
Document your category structure so others understand how to apply them
🤝 Collaboration and Review
Draft Workflow
Save articles as drafts while writing
Share drafts with subject matter experts for input
Use inline comments or shared editing workflows for revisions
Review Process
Assign team members or department leads to review content
Set internal review deadlines to keep the process moving
Maintain version control with update notes
Approval (If Enabled)
Submit for approval via the workflow button
Reviewers can accept or send back with comments
Once approved, articles are automatically moved to “Published”
🔍 Making Articles Searchable
Search Optimization
Include high-value keywords in the title and body
Use plain language that matches how users describe tasks or issues
Use synonyms and variations of terms for discoverability
Internal Linking
Link to other knowledge base articles, SOPs, and policies
Create a “See Also” section to suggest related topics
Use headings and anchors to improve internal navigation
🔄 Maintenance and Updates
Scheduled Reviews
Review articles quarterly or biannually
Check for outdated content, broken links, and system changes
Archive irrelevant articles and revise ones with updates
Version Tracking
Use “last updated” notes in the footer or intro
Log major changes in a changelog section if applicable
For critical content, keep an archived backup before significant edits
Analytics
Use the Analytics Dashboard to:
Track article views and engagement
Identify underused or outdated content
Discover popular topics or content gaps
🧩 Common Article Types
How-To Guides
Step-by-step instructions with screenshots
Designed to be followed in real time
Reference Materials
Definitions, overviews, and product info
More static, but highly structured
FAQ Articles
Address common questions by topic
Should evolve based on real user inquiries
Best Practices
Team standards, processes, or tips
Useful for onboarding or consistency
đź› Troubleshooting & Advanced Tips
Issues with Visibility
Confirm the article is published, not in draft
Check folder and category permissions
Verify it’s tagged correctly and appears in filtered search
Formatting Problems
Use the preview tool before publishing
Double-check images, tables, and code formatting
Use plain formatting if errors persist
Template Creation (Workaround)
Create a draft article labeled “\[TEMPLATE] Article Name”
Structure it with placeholders and headings
Store all templates in a dedicated “Templates” folder for reuse
Batch Creation
Create outline documents with links to subtopics
Cross-reference new articles in each other
Use consistent formats across related articles
đź“Ś Final Thoughts
Creating a valuable knowledge base is about more than just writing—it’s about clarity, structure, discoverability, and collaboration. Start with what your team needs most, and expand based on feedback and analytics. With each well-written article, you strengthen your team’s ability to learn, troubleshoot, and stay aligned.
Keep your knowledge base current, well-organized, and connected to the rest of your documentation ecosystem. The better your internal content, the fewer support questions your team will face—and the more time you’ll save across the organization.
If you need help creating, formatting, or managing your knowledge base, check your internal documentation guidelines or contact your BlueDocs administrator.
Updated on: 02/06/2025
Thank you!