A wiki is a centralized knowledge base where teams document processes, decisions, and information. A well-structured wiki helps people find accurate information quickly and prevents knowledge loss.
This guide explains how to create and maintain a high-quality wiki for your company so you could always stay on top of your team's knowledge.
🗃️ Create a Knowledge Base
A knowledge base (KB) is the top-level container for all documentation. It can be attached to a channel in Microsoft Teams or Slack, used as a personal tab or in the web browser.
- Create a new knowledge base 🖍️ How to create a knowledge base in MS Teams?/ How to add a new knowledge base in web browser?
- Give it a clear name.
- Define its purpose.
If you want to divide content by departments or set up different knowledge bases for projects or user groups, you may need to set various level of access for each knowledge base. Access levels will be reviewed later on in this guide.
📄 Start Creating Pages
Pages are the main units of your knowledge base, they store actual information. Pages can be stored in a hierarchy in the form of folders that will make it easier to navigate through the structure.
Let's start from the simplest option - creating a new page. 🧾 How to Create a Page?
Steps:
Click Add Page
- Add content yourself
- Optionally, you can assign a page owner or add tags, these features are reviewed later on in the guide
Adding new pages and loading them with content is fine, however, each team usually has a lot of content from previous solutions or local devices. Let's review how to bring existing documentation into Perfect Wiki without copy-pasting or starting from scratch.
👥 Creating Content From MS Teams Messages
With Perfect, you do not even have to bother with copy-pasting content from your Microsoft Teams chats. With a couple of clicks any important message can become your new knowledge base article. All the important conversations usually happen in chats, so to avoid jumping across tabs or losing pieces of content via copy-pasting, Perfect Wiki offers turning your chat items straight into articles.
Just choose a message you want to bring into the wiki, click Save to Perfect Wiki and you're done. That helps you to boost your efficiency and update your content right from your native workspace. How to Create a Perfect Wiki Article from MS Teams Chat?
🌐 Creating Content From Chrome Web
In the same way you can capture content right from the web. If you are browsing and feel like the information can perfectly fit into your wiki - just highlight it and click ‘Capture Knowledge’ to Perfect Wiki. A new knowledge base article will appear in your wiki without you switching apps and tabs.
This instant content creation really speeds things up allowing you to fill in the knowledge gaps from the environment you are working in. Chrome Extension
📤 Importing Content
If you do not want to create the knowledge base content from scratch, just import the existing documentation. 📥 Importing Content
Importing from Your Device
You can upload files straight from your desktop in different formats:
- Word documents
- Markdown files
- PDFs
- CSV files
- PowerPoint Presentations
- HTML files
- Bulk import in ZIP archives How to import multiple files?
Importing from Other Knowledge Management Solutions
It's a common story when teams switch wikis or knowledge management platforms for various reasons and of course it would be easier just to bring it into a new one in a couple of clicks. It saves time, prevents information loss and keeps the native information in place.
You can import to Perfect Wiki from:
- SharePoint How to import from SharePoint?
- Tettra How to import from Tettra?
- Guru How to import from Guru?
- Google Docs How to import from Google Docs?
- Confluence How to import from Confluence?
- Slite How to import from Slite?
- Slab How to import from Slab?
- Notion How to import from Notion?
- and other solutions that can export their content to HTML or TXT format
If your previously used app is not listed - our team will be happy to assist you in the transfer process, submit your request here
Steps:
Open Import tab
- Upload files
- Review the imported content
- Optionally, you can add metadata page owners and tags
🔗 Connect your SharePoint Source
Apart from importing content from SharePoint there's another option: connecting your SharePoint folder directly to Perfect Wiki. If you previously used SharePoint and didn't move all the content from the site to Perfect Wiki - you might want to connect your SharePoint source - that will allow the Perfect Wiki AI Bot to look not only across the knowledge base but also pull information from the SharePoint folders, providing answers and source links. That minimizes the number of times your users need to jump across tabs.
In this case Perfect Wiki synchronizes daily with your SharePoint folders. It is very helpful in cases when you run perfect Wiki for a particular department or project and general company knowledge is still in SharePoint.
How is it different from the import?
- No need to move content from existing folders
- No loss of structure
- If you have to use SharePoint due to the company polices some data can still reside there while users can ask direct questions through the Perfect Wiki bot and get accurate answers
📁 Create the structure
After your content is uploaded, you might need to restructure it or give it a hierarchy form. You can just drag and drop pages into one another to create folders. 📑 How to create a Folder?
In Perfect Wiki you can see the overview of your pages in the form of cards, drag them across the structure and achieve the page order that suits your team best.
Before giving the knowledge base a structure:  | After the proper structuring:  |
🔧 Managing Content
Managing the content of your wiki is of great importance, as it helps keep your content fresh and up-to-date. This way your knowledge will be really helpful for your company's workflow and will resolve many of your colleagues' questions.
Perfect Wiki offers you a lot of different options for the content management. For example, we store versions for each of your knowledge base articles so you can at any point roll back and check the changes made to the content.
There are multiple different features that you can apply for convenient and efficient knowledge management in a team:
👥 Assign Page Owners
Every page can have an owner to distribute tasks inside the team.
The owner is responsible for:
- keeping content up to date
- verifying accuracy
- answering comments
Every admin or editor of Perfect Wiki can become a Page Owner. After any changes happen to the page under your ownership - you get notified both via Teams and email, so you can quickly follow up and revert changes if needed. 👥 Page Owners
✔️ Verify Pages
Verification ensures the content is correct and up-to-date. For example, if you have a policy that needs annual revision or there are reports that need verification every now and then - you can set verification dates. This way you'll never miss when you have to re-approve the content. Verified pages add credibility to the content, as this way, the users know they're referring to an up-to-date source.
Verification Process:
- Create a page
- Review the content in it
- Set verification date for the page
- Page gets a Verified tag with the name of the user and date
🏷️ Add Tags
Tags make your knowledge interconnected and help group content inside the company. Every admin and editor can add tags to pages, after that, every user can search information under specific tags 🏷️ How can I add tag to a page?
📢 Share your knowledge
Sharing content is important to streamline the communication inside your team.
Each of your knowledge bases can be internal or public.
Internal Access to the Knowledge Base
Internal knowledge bases can have different, more granular levels of access, as discussed later in the guide.
An internal knowledge base is accessible for the Perfect Wiki members only after a signing in. Editors and Admins can work on the content in the editorial panel and readers can search or view the content. However, all the knowledge sharing is only across your company's team members.
🔏 Set Access Rights
For every created knowledge base you can set a certain level of access (e.g. Public, Custom etc). This way you'll be able to create user groups that can view different content bits. 🦸♂️ How can I control who can access pages in my knowledge base?
If you need to have more than one knowledge base for different user groups or for different purposes, it will be useful to control who can view or edit pages inside each of the knowledge bases. This is of great importance when you have several departments and you want to avoid overlapping content areas. Another case when access rights settings can be useful is having a ‘draft’ knowledge base for preparing the policies and statements before publishing, so you have an editorial group working in their own space and after that moving the content to a knowledge base available for all the users.
Each user has a role in Perfect Wiki: Admin, Editor or Reader. 🎭 Roles
Public Access to the Knowledge Base
Public knowledge bases can serve as a help or support portal for your customers and partners outside the team, just as our Help Center: https://docs.perfectwiki.com/
External users can access the read-only version of the knowledge base, use the search, AI ChatBot to ask questions. You can add a public knowledge base to your website or just share a direct link with the clients or people outside the team to give them read-only access to the knowledge on the processes or projects. 🌐 How to make knowledge base available to everyone on the Internet?
Pages Sharing
Pages can also be shared internally or externally.
- Internal Sharing allows the pages to be seen by the authorized Perfect Wiki users only How to share a Perfect Wiki page internally?
- If you want to share a page with someone outside of the organization - publish it and share the link that doesn't require sign-in (The page will be in a read only mode, the link can be deactivated later on) How to Share a Perfect Wiki page publicly?
🔍 Retrieve the Information
To minimize the number of repeated questions, your team can search for the answers independently via the Perfect Wiki search engine or via chatting with the Perfect Wiki AI Bot.
Full-text search
Search works better when you're looking for a particular keyword, or want to add filters (tags, knowledge bases, verified pages only etc.). Perfect Wiki's search is AI powered and typo-tolerant. It has content suggestions, so you never miss anything.
🤖 AI Chatbot
AI Bot is suited for answering open questions, as it looks across all the accessible information and gives a summarized answer with the links to the direct sources. 🤖 Knowledge Bot 
Perfect Wiki AI Chatbot works great in Perfect Wiki, obviously. But if you pair your wiki with other solutions - it is also very helpful.
Integrations
Many teams use multiple tools for their complex workflows, content generation or as connectors. The knowledge bot can be used as an agent helping access your company's content via:
- Microsoft Teams Chats How to Query Perfect Wiki From MS Teams Chat?
- Power Automate Power Automate Integration
- Copilot Copilot Integration
- Slack 🌟 Slack Integration
- Zapier Zapier Integration
- ChatGPT ChatGPT Integration
- Chrome Extension Chrome Extension
- Edge Extension Edge Extension
- Adding an AI Bit Chat bubble to your website Can I create the chatbot button in my own website?
- iFrame in SharePoint SharePoint Integration
All these integrations allow to connect the Perfect Wiki AI Chatbot or add it as an agent. So no matter what program you are using or what system you are building - your company's knowledge is always at hand. If you have any question that Perfect Wiki has an answer for - just run a query through the bot from where you are working. This content can be used as a part of more complex systems.
AI Chatbot Customization
Perfect Wiki AI Chatbot offers you extensive customization opportunities, so the bot is tailored exactly according to your team's needs. You can:
- Change the name and button labels
- Set color for the buttons
- Use your logo as an AI Bot icon
- Customize your own Welcome/Not Found messages
- Set master prompts
- Enable/Disable General Knowledge Usage
- See all the details here 🤖 AI ChatBot Settings
📊 Identifying Knowledge Gaps
Of course, your wiki must be actively maintained to remain useful. Without maintenance, documentation becomes outdated, duplicated, or unreliable.
Regular reporting helps monitor the performance of the knowledge base. Perfect Wiki sends out weekly reports that feature every bit of content: pages actions and views, comments, verification, search and AI bot queries (answered and unanswered) etc. 📊 Reports
In the Reports section you can also find the Knowledge Gaps - suggested articles that can be added to your knowledge base to improve the performance and minimize the number of unanswered queries. Knowledge gaps suggestions are formed on your company's AI Bot and Search requests, so these ideas are tailored specifically for your company.
What to Do Next?
Well, we believe that this guide is essential for a smooth start with Perfect Wiki, no matter whether you are a tech-pro or a non-advanced user. We strive to make the product intuitive yet efficient, so it could fit your company's needs and requests.
If you have questions - feel free to submit your feedback via the form or book a quick call with our team
We would also like to invite you to watch our FREE Video Course on How to Start Building your Own Knowledge Base. This can be of great support if you're just starting your knowledge management journey.