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Overview

Knowledge Base Overview

The Docs module is concorbit's built-in knowledge base system. It lets you create, organize, and publish documentation in a hierarchical structure of books, chapters, and pages. Content is authored using a rich text editor and can be shared internally with your team, published to your client portal, or made publicly accessible.

Requirements

  • Plan tier: concorbit or above.

Key Concepts

Books

A book is the top-level container in the Docs hierarchy. Think of it as a manual, handbook, or guide on a specific topic. Each book has:

  • Name: The book title (e.g., "Getting Started Guide", "API Documentation", "Client Onboarding").

  • Slug: A URL-friendly identifier, auto-generated from the name. Must be unique within your tenant.

  • Description: An optional summary of what the book covers.

  • Icon: An optional icon identifier for visual categorization on the books grid.

  • Visibility: Controls who can see the book (see Visibility & Sharing).

Books can contain chapters and pages. A book can also have pages at the top level (not inside any chapter), allowing flexible organization.

Chapters

A chapter is a grouping within a book. Chapters provide a second level of organization:

  • Name: The chapter title (e.g., "Installation", "Configuration", "Troubleshooting").

  • Slug: Auto-generated from the name, unique within the book.

  • Sort order: Determines the chapter's position in the sidebar navigation.

Chapters contain pages. A book can have multiple chapters, and chapters can be reordered via drag-and-drop in the sidebar.

When a chapter is deleted, its pages are moved to the book's top level (they are not deleted).

Pages

A page is the content unit of the Docs module. Each page contains the actual documentation content:

  • Title: The page heading.

  • Slug: Auto-generated from the title, unique within the book.

  • Content: Rich text content stored as Tiptap JSON. Supports headings, lists, code blocks, images, links, and more.

  • Excerpt: An optional plain-text summary used for search results and portal previews (up to 2,000 characters).

  • Status: Either draft or published. Only published pages are visible in the portal and to public visitors.

  • Sort order: Determines the page's position in the sidebar and within its chapter.

Pages carry version history. Every time the title or content changes, a version snapshot is recorded, allowing you to review and restore previous versions.

Content Hierarchy

The full hierarchy is:

Book
  |. Chapter
  |-----|. Page
  |-----|. Page
  |. Chapter
  |-----|. Page
  |. Page (top-level, no chapter)
  |. Page (top-level, no chapter)

Pages can exist directly under a book (without a chapter) or inside a chapter. You can move pages between chapters and the top level via drag-and-drop.

Navigation

Books Grid

The main Docs page displays all books you have access to in a grid layout. Each card shows:

  • Book name and icon.

  • Description.

  • Visibility level.

  • Chapter count and page count.

  • Last updated date.

The grid can be filtered by visibility level (personal, internal, portal, public).

Book Workspace

Clicking a book opens the workspace view:

  • Left sidebar: Navigation tree showing all chapters and pages in the book, in sort order. Chapters are collapsible groups, and top-level pages appear below or between chapters.

  • Main area: The selected page's content, or an empty state if no page is selected.

The first page in the book (by sort order) loads automatically when you open a book.

Page Links

Pages can be linked to CRM entities (contacts, companies, users) via the book's linking system. This allows you to associate documentation with specific clients or team members, for example, linking an onboarding handbook to a client's company record.

Version History

Every change to a page's title or content creates a new version snapshot:

  • Version numbers start at 1 and increment with each change.

  • Each snapshot records the title, content, status, and the user who made the change.

  • Status changes (publish/unpublish) are tracked via the audit trail, not the version system.

The version history allows you to review what changed between versions and restore a previous version if needed.

The Docs module includes full-text search across all pages within your tenant. Search queries match against page titles (with higher relevance weighting) and page content. Results include highlighted snippets and book/chapter context for quick navigation.

See Search & Navigation for details.

Portal and Public Access

Books can be made visible to portal contacts and/or the public:

  • Portal visibility: Portal contacts see the book in their Docs section. Only published pages are shown.

  • Public visibility: The book is accessible without authentication. Only published pages are shown.

Draft pages are always hidden from portal and public views, even if the book has portal or public visibility. This allows you to work on new content without exposing it prematurely.

See Visibility & Sharing for the full visibility model.

Common Use Cases

Internal Knowledge Base

Create a centralized repository for your team's processes, policies, and procedures:

  • Create books with Internal visibility for team-only content.

  • Organize chapters by department, function, or topic.

  • Use the rich text editor for step-by-step guides with screenshots and code examples.

  • Search across all internal docs to quickly find the information you need.

Client-Facing Documentation

Publish documentation for your clients through the portal:

  • Create books with Portal visibility for client-facing content.

  • Write FAQ pages, product guides, and how-to articles.

  • Use draft status to stage content before publishing.

  • Clients access the docs from their portal dashboard.

Public Help Center

Build a publicly accessible knowledge base:

  • Create books with Public visibility.

  • Organize into intuitive chapters (Getting Started, Billing, Troubleshooting, etc.).

  • Published pages are accessible without authentication.

  • Use excerpts for clear search result previews.

Personal Notes

Keep private reference material for yourself:

  • Create books with Personal visibility.

  • Only you can see personal books, no one else, including administrators.

  • Useful for meeting notes, drafts, research, and personal task tracking.

Client-Linked Documentation

Associate documentation with specific CRM records:

  • Link books to companies for client-specific handbooks.

  • Link books to contacts for individual onboarding materials.

  • Cross-reference between docs and CRM records for easy navigation.

Docs Module Architecture

The Docs module is built on the following principles:

  • Hierarchical organization: Books contain chapters and pages, with the flexibility to have pages at any level.

  • Structured content: Page content is stored as Tiptap JSON, preserving rich formatting while enabling full-text search indexing.

  • Version control: Every content edit creates a version snapshot, providing a safety net for all changes.

  • Visibility-first access control: The visibility level on the book, combined with the page's draft/published status, determines exactly who can see each piece of content.

  • Search-driven discovery: Full-text search with weighted relevance ranking helps users find content quickly, even across a large documentation library.

Next Steps