Wiki - Corporate Knowledge Base

Module Overview

The Wiki module is a central knowledge base for storing and managing corporate documents, procedures, guides, and methodologies. It allows you to create a structured information library that can be shared by all users according to configured access rights.

Module Purpose: Wiki serves to preserve corporate knowledge in one place, where every authorized employee can easily find the information they need, whether it's work procedures, methodologies, technical guides, or organizational rules.

Key Features

• Hierarchical folder structure - Multi-level folders for logical document organization
• Document versioning - Each edit creates a new version, change history is preserved
• Full-text search - Fast search by content, author, ID, or tags
• Tags and keywords - Document categorization for easier searching
• Access rights - Detailed permission settings per folder and user
• Document attachments - Ability to upload files directly to documents
• Direct links - Share documents using links for logged-in and public users
• Rich text editor - Text formatting, images, tables, lists
• Document IDs - System of unique identifiers for easy referencing
• Custom sorting - Ability to manually determine folder and document order

Target Audience

The module is intended for all employees who need access to corporate knowledge or who create and manage documentation themselves. System administrators can configure structure and access rights, while regular users use the module to search for information and create new documents.

Settings and Configuration

Module Settings (administrators only)

Only users with administrator rights have access to the global Wiki module settings. Open the settings by clicking the gear icon next to the Wiki heading.

Path: Wiki → Settings (gear icon)

In the settings you can:

• Create main folders (first level of hierarchy)
• Edit names and structure of existing folders
• Configure access rights for individual folders
• Enable optional features (document IDs, public links, custom sorting)
• Configure multiple separate wiki instances (if you need to separate different knowledge areas)

Structure and Folders

Wiki uses a multi-level folder hierarchy that allows you to logically organize documents by topic, department, or process.

Main folders vs. subfolders

• Main folders - Created only by administrators in module settings. They form the highest level of organization (e.g., HR, IT, Marketing, Production).
• Subfolders - Can be created by users with subfolder creation rights (permission level 20). They allow further content subdivision within main folders.

Important: After selecting a folder in the left tree, its documents will be displayed on the right side. Click on the folder name to open its contents, use tree structure arrows to expand or collapse the folder.

Custom folder sorting

By default, folders are sorted alphabetically. Administrators can enable the Custom folder sorting feature in global settings, which allows manual determination of folder display order using numerical ordering (OrderNumberFolder).

Copying folder settings

When creating a new folder, you can use an existing folder's settings as a template. This is useful if you want to set the same access rights for multiple folders.

Access Rights

The folder rights system allows you to precisely control who can read, edit, or delete documents. Rights are configured per folder and can be assigned to individual users or entire positions (groups).

Permission Levels

• Read (level 5) - User can only view documents in the folder. Cannot create new documents or edit existing ones.
• Read and write (level 10) - User can view documents and create new ones. Can edit their own documents.
• Read, write, delete (level 15) - Full control over documents. User can delete any document in the folder.
• Create subfolders (level 20) - Highest permission. User can create new subfolders in the folder and has full control over content.

Setting rights for user groups

You can assign rights to entire groups (positions) instead of individual users. This is more efficient when managing a larger number of users. For example, you can set that all users in the "Department Manager" position have the right to read and write to the HR documents folder.

Global rights for all users

For each folder you can enable global rights using the following toggles:

• Read - everyone (read_all) - Every system user can view the folder
• Write - everyone (write_all) - Every user can create and edit documents
• Delete - everyone (delete_all) - Every user can delete documents
• Subfolders - everyone (subfolders_all) - Every user can create subfolders

Tip: For public documents that the entire company should see (e.g., Organizational Rules, Safety Regulations), enable the "Read - everyone" permission.

Document IDs

The document ID system allows you to assign a unique identifier to each document, which is displayed in the document header and makes it easier to reference in other parts of the system.

Enabling document IDs

Document IDs are enabled per folder. In the folder settings, check the ShowWikiDocsID option. Once enabled, each document in this folder will display its ID in the format [folder number-document number].

Defining ID format

• Prefix (WikiDocsID_Pre) - Text displayed before the document ID (e.g., "DOC", "PROC", "METHOD")
• Example: If you set the prefix "PROC", the ID will look like this: [PROC 5-42]

Styling IDs

You can customize the appearance of IDs using the following settings:

• Bold font (FontBold) - ID will be displayed in bold
• Font size (FontSize) - Multiple of base size (e.g., 1.2 = 20% larger)
• Font color (FontColor) - Hexadecimal color code (e.g., #FF0000 for red)

Using IDs for searching

When document IDs are active, a new Document ID field appears in the search panel. You can use it to quickly find a specific document without knowing its name.

Generating Direct Links

Direct links allow you to share documents with other users via URL address. There are two types of links:

Link for logged-in users

This link can only be used by users who are logged into the system. The link is always active if the administrator has enabled direct link generation in global settings.

Format: https://your-domain.com?modul=wiki&idWikiFolder=5&WikiDocsID=42

Link for anyone (public access)

This link can be opened by anyone, even without logging into the system. Public links are enabled per folder using the PublicLink option.

Warning: Share public links carefully. Anyone who has the link can view the document without any authentication.

Format: https://your-domain.com/WikiDocs/companyId/wikiId/folderId/documentId/hash

User Interface

Main Screen

After opening the Wiki module, three main sections are displayed:

Search panel (top)

The panel with search functions contains the following fields:

• Contains - Full-text search in document names, content, and tags
• Document ID - Selection of a specific document by ID (only displayed if IDs are active)
• Prepared by - Filtering by document author (only displayed if the Prepared by column is enabled)
• Search in - Selection of search scope (All / Currently open folder and subfolders)

Left panel - Folder tree structure

In the left panel you see the folder hierarchy in tree form. You can expand folders by clicking the arrow or select them by clicking on the folder name. After selecting a folder, its documents are displayed on the right side.

Tip: If you have many folders, you can collapse or expand the tree structure by clicking on the arrows. The system will remember your settings.

Right panel - Document display

The right side of the screen displays documents from the selected folder. Each document contains:

• Name - Document title (click to expand or collapse content)
• ID - Unique document identifier (if active)
• Tags - Keywords for categorization
• Content - Formatted document text
• Attachments - List of files attached to the document
• Footer - Author, creation date, version number, action icons

Navigation

Selecting a folder

Select a folder by clicking on its name in the left tree. After selection, the folder's documents are automatically loaded.

Collapsing and expanding the folder tree

Click the arrow next to the folder name to expand or collapse the tree structure. This is useful when navigating in extensive hierarchies.

Back buttons

At the top of the screen you can use the back button in breadcrumb navigation to return to the previous level.

Basic Operations

Creating a Folder

Main folders (administrators only)

1. Click on the gear icon next to the Wiki heading
2. In the settings, click the Add folder button
3. Fill in the folder name
4. Set the level (level 1 for main folders)
5. Configure access rights (select users or positions)
6. Optionally enable:
   • Custom document sorting (CustomOrderDocs)
   • Display document IDs (ShowWikiDocsID)
   • Public links (PublicLink)
7. Save changes with the Save button

Subfolders (users with permissions)

1. Select a folder in the left panel where you want to create a subfolder
2. On the right side, click the Create folder button
3. Proceed the same way as with main folders
4. The level is set automatically based on the parent folder

Note: The Create folder button is only displayed to users with level 20 or higher permissions.

Creating a Document

1. Select a folder in the left panel where you want to create the document
2. Click the + New document button in the upper right corner
3. Fill in the form:
   • Name - Required field, document name
   • Prepared by - Optional, selection of document author (only displayed if the Prepared by column is enabled)
   • Tags - Keywords for searching (minimum 2 characters, you can enter new or select existing ones)
   • Content - Formatted text using TinyMCE rich text editor (you can use bold, lists, images, tables, links, etc.)
   • Attachments - Upload files by dragging them into the Dropzone area or clicking on it
4. Click the Save button

Uploading attachments

You can attach files to a document in two ways:

• Drag and drop - Drag files with the mouse into the area marked "Dropzone"
• Click - Click in the Dropzone area and select files from disk
• OnlyOffice - The New file button allows you to create a document directly in the OnlyOffice editor

Limits:

• Maximum 60 files at once
• Maximum size of one file: 100 MB

Editing a Document

1. In the document list, find the document you want to edit
2. In the document footer, click the pencil icon (only displayed if you have permissions)
3. Edit the form the same way as when creating
4. Click the Save button

Important: Editing a document creates a new version. The original version remains preserved in history and you can return to it at any time.

Who can edit a document

• Document author (user who created the document)
• Users with level 10 or higher permissions on the folder

Viewing Versions

Each document preserves a history of all versions. You can track how the document has evolved over time.

1. In the document footer, find the text "version X" (where X is the version number)
2. Click on this text
3. A dialog window opens with a list of all document versions
4. For each version you see:
   • Version name
   • Version content
   • Version tags
   • Version attachments
   • Author and creation date

Tip: Version history is useful if you need to find out how the document looked in the past or restore an older version.

Deletion

Deleting a document

1. In the document footer, click the cross icon
2. Confirm deletion in the dialog window
3. The document is moved to the deleted items folder

Who can delete a document:

• Document author (user who created the document)
• Users with level 15 or higher permissions on the folder

Deleting a folder

1. Select a folder in the left panel
2. On the right side, click the Delete folder button
3. Confirm deletion in the dialog window

Warning: A deleted folder cannot be restored. Before deleting, make sure you are certain.

Who can delete a folder: Only users with level 20 or higher permissions on the folder.

Accessing deleted documents

1. Select a folder in the left panel
2. On the right side, click the Deleted button
3. A list of deleted documents is displayed
4. You can restore deleted documents (if you have permissions)

Searching

Search Criteria

Contains

Full-text search searches document names, content, tags, and metadata. You can enter one or more keywords separated by spaces.

Example: If you enter "safety work", the system will find all documents that contain the words "safety" OR "work".

Search with/without diacritics: In module settings you can enable diacritic-sensitive search (accents, special characters). By default, the system searches regardless of diacritics.

Tip: The system also searches in HTML entities, so it will find special characters and formatting too.

Document ID

If document IDs are active, you can select a specific document from the list. This field is only displayed if folders with active document IDs exist.

1. In the Document ID field, select a document from the list
2. The system automatically finds and displays the document

Prepared by

Filtering by document author. This field is only displayed if the Prepared by column is enabled in settings.

1. In the Prepared by field, select a user from the list
2. Only documents created by the selected user will be displayed

Search in

Determines the search scope:

• All - Searches the entire wiki database
• Currently open folder and subfolders - Limits search to the selected folder and its subtree

Starting a Search

You can start a search in three ways:

• By clicking the Search button (magnifying glass icon)
• By pressing the Enter key in the Contains field
• By changing the filter in Document ID or Prepared by fields (automatic search)

Canceling a search

Click the red X button next to the Search button. The system will clear all search criteria and return to displaying the last selected folder.

Search Results

After starting a search, documents matching the specified criteria are displayed. For each result you see:

• Document name
• Green label with folder name - Shows which folder the document comes from
• Full folder path - Displays folder hierarchy (e.g., IT → Guides → Windows)
• Document content - You can expand and read the entire document

Tip: The green label with the folder name is clickable. Click on it to go directly to the folder where the document is located.

Advanced Features

Custom Sorting

Folder sorting

1. Administrator enables the Custom folder sorting feature in wiki settings
2. In each folder's settings, defines an order number (OrderNumberFolder)
3. Folders are displayed in the left tree according to this order

Standard behavior: If custom sorting is not enabled, folders are sorted alphabetically.

Document sorting

1. Administrator enables the CustomOrderDocs feature for a folder
2. Each document displays a "Custom order" field with action icons in the footer
3. Click the minus icon to decrease the document's order (move it higher)
4. Click the plus icon to increase the document's order (move it lower)
5. Or directly change the order number (OrderNumberDocs)

Tip: Custom sorting is useful if you want to always have important documents at the top of the list, regardless of creation date or name.

Content Compression and Expansion

For faster navigation, you can collapse or expand the content of all documents at once.

Global compression

1. In the right panel above the document list, click the compress icon (two squares facing inward)
2. All documents collapse, only their headers are displayed
3. Click on a document name to expand an individual document

Global expansion

1. Click the expand icon (two squares facing outward)
2. All documents expand and their content is displayed

Tip: Compression is useful in folders with many documents where you want to quickly find a specific document by name.

Direct Links

Direct links allow you to share documents with other users via URL address, which you can send by email or instant messaging.

1. In the document footer, click the external link icon (square with arrow)
2. A dialog window opens with generated links
3. Select link type:
   • Link for logged-in users - Requires login to the system
   • Link for anyone - Public access without login (only displayed if PublicLink is enabled for the folder)
4. Click the Copy button
5. The link is copied to the clipboard and you can paste it into email or another application

Security warning: Share public links only with trusted persons. Anyone who has the link can view the document without any authentication.

Printing a Document

1. In the document footer, click the printer icon
2. A print preview opens with the content of only the selected document
3. Control elements (action icons) are automatically hidden
4. Print the document using the browser's standard print dialog

Tip: You can also use print to save the document as PDF using the "Print to PDF" feature in your browser.

OnlyOffice Integration

OnlyOffice integration allows you to create and edit documents (Word, Excel, PowerPoint) directly in the browser, without the need to download and re-upload files.

Creating a new document

1. When creating or editing a document, find the Attachments section
2. Click the New file button
3. Select document type (Word document, Excel spreadsheet, PowerPoint presentation)
4. OnlyOffice editor opens in a new window
5. Create document content
6. Close the editor - the document is automatically saved among attachments

Editing an existing attachment

1. For an attachment, click the edit button (if the file is editable in OnlyOffice)
2. OnlyOffice editor opens with the file content
3. Make changes
4. Close the editor - changes are automatically saved

Integration

Linked Modules

Tasks and projects

In the Tasks and Projects module, you can reference wiki documents in task descriptions. Just copy the direct link to the document and paste it into the task text.

Files

All wiki document attachments are stored in the central repository of the Files module. This means that:

• Attachments share the same infrastructure as other files in the system
• Attachments are encrypted and securely stored
• You can reference an attachment from other modules

Solr - Full-text search

Document attachments are automatically indexed by the Solr system, which extracts text from documents (PDF, Word, Excel, etc.) and enables full-text search even in attachment content.

AI Chat

If you use the AI Chat module, you can save AI assistant responses directly to wiki as a new document. This is useful for preserving useful information generated by AI.

Data Flows

Saving a document

1. User fills in the form and clicks Save
2. System saves the record to the WikiDocs table
3. Attachments are saved to the Files table
4. Link between document and attachments is created in the WikiDocs_has_Files table
5. Attachments are indexed in Solr for full-text search

Versioning

1. When editing a document, the system creates a new record in the WikiDocs table
2. The new record has the same WikiDocs_ID as the original but a higher version number
3. The original version remains preserved in the database
4. When displaying the document, the latest version is always shown (max(version))

Access rights

1. Rights are defined in the WikiFolder table
2. When displaying a folder, the system checks user permissions
3. If a user doesn't have permission to read a folder, the folder won't be displayed in the left tree
4. If a user doesn't have permission to write, the New document button won't be displayed

Tips and Tricks

1. Use tags consistently - Agree on standard tags in your team (e.g., "guide", "procedure", "safety", "methodology"). This will make searching across documents easier and help keep the wiki organized.
2. Structure folders logically - Folder hierarchy should correspond to company structure or processes. For example, first level by department (IT, HR, Marketing), second level by topics (IT → Guides, IT → Security).
3. Use document IDs for important procedures - For documents that are frequently referenced (safety procedures, methodologies, forms), enable document IDs. Other users can then easily say "follow METHOD 5-42".
4. Versioning is your friend - Don't be afraid to edit documents. Version history is preserved, so you can always return to a previous version if you make a mistake.
5. Share public links carefully - A public link can be opened by anyone on the internet. Use it only for documents that you really need to share with external people. For internal sharing, use the link for logged-in users.
6. Use attachments to centralize files - Instead of storing files in various places (email, shared drive, cloud), upload all related files as wiki document attachments. They'll be in one place and everyone can easily find them.
7. Regularly check Deleted - If you have deletion permissions, occasionally check the Deleted folder. Accidentally deleted documentation can still be restored.
8. Use content compression - In folders with dozens of documents, use global compression (compress icon). Only document names will be displayed and you can quickly find the one you're looking for.
9. Set up document sorting - The sorting icon in the right panel allows you to switch between sorting by date, name, and custom order. Find the sorting method that works for you.
10. Write document names clearly - Instead of "Document 1", use a descriptive name like "Procedure for closing warehouse at end of shift". This will make searching and navigation in the wiki easier.

Common Problems and Solutions

I don't see the New document button

Possible causes and solutions:

• You don't have permissions for the folder - You need at least level 10 permission (Read and write). Contact the administrator to assign you permissions.
• You don't have a folder selected - Make sure you have a folder selected in the left panel. Without a folder selection, the button won't appear.
• Search is active - During search, the New document button is not displayed. Cancel the search by clicking the red X.

I cannot create a folder

Possible causes and solutions:

• You want to create a main folder - Main folders (first level) are created only by administrators in settings. If you're not an administrator, you can only create subfolders in existing folders.
• You don't have subfolder permissions - To create subfolders you need level 20 permissions. Contact the administrator.
• You don't have a parent folder selected - To create a subfolder, you must first select the folder in which you want to create the subfolder.

Search doesn't find documents

Possible causes and solutions:

• You're searching in the wrong area - Check if you have the correct scope selected in the "Search in" field. If you have a specific folder selected, change it to "All".
• The keyword is too specific - Try another keyword or tag. You can enter multiple words separated by spaces.
• You don't have permissions for the folder - The system only displays documents from folders you have access to. If a document exists in a folder you don't have permissions for, it won't appear in results.
• Search is diacritic-sensitive - Try entering the word with and without accents. The administrator can change search sensitivity in settings.

I cannot delete a document

Possible causes and solutions:

• You are not the document author - Only the author or a user with level 15 permissions on the folder can delete a document.
• You don't have permissions for the folder - Contact the administrator to assign you level 15 permissions (Read, write, delete).

Attachments won't upload

Possible causes and solutions:

• File is too large - Maximum size for one file is 100 MB. Try compressing the file or splitting it.
• File count exceeded - You can upload a maximum of 60 files at once. Split the upload into multiple batches.
• Unstable connection - Check your internet connection. If the connection is slow, try uploading fewer files.
• Server error - Contact the system administrator if the problem persists.

I cannot edit a document

Possible causes and solutions:

• You are not the document author - Only the author or a user with level 10 or higher permissions on the folder can edit a document.
• You don't have permissions for the folder - Contact the administrator to assign you level 10 permissions (Read and write).

Prepared by column or Document ID doesn't display

Possible causes and solutions:

• Feature is not enabled - The Prepared by column is enabled by the administrator in global module settings. Document IDs are enabled per folder. Contact the administrator.

I cannot generate a public link

Possible causes and solutions:

• Public links are not allowed - The folder must have the PublicLink option enabled. Contact the folder or system administrator.
• Link generation is disabled - The administrator can disable direct link generation in global settings. Contact the system administrator.

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