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FeaturesKnowledge Base

Knowledge Base

Build an internal library of reusable knowledge, SOPs, decisions, risks, open questions, stakeholders, external links, and reference notes, linked to the clients and projects they belong to.

Creating articles

Go to Knowledge Base → Add → New Article and fill in:

  • Title, A descriptive title for the article
  • Kind, Note, SOP, Link, Decision, Risk, Open question, or Stakeholder
  • Status, For Decisions, Risks, and Open questions only — tracks where the item stands (see Kind reference below)
  • Client, Optionally link to a client
  • Project, Optionally link to a project (filtered by client when a client is selected)
  • Tags, Comma-separated tags for filtering and discovery
  • Content, Rich text editor with headings, lists, bold, and other formatting
  • File, Attach a reference file (PDF, Word, image, etc.)
  • External link, Add a URL to an external resource

Go to Knowledge Base → Add → Add Link to bookmark a URL without uploading a copy of the file.

Fields:

  • URL (required), The full link to the external resource — Google Drive folder, SharePoint site, Notion page, or any other URL
  • Title (auto-filled from the URL hostname, editable), A friendly display name for the link
  • Client / Project, Scope the link to a specific client or project
  • Tags, Comma-separated tags for filtering
  • Notes (optional), Context about what lives here or who it belongs to

Link items appear in the Knowledge Base list with an external link icon. Clicking the link on the detail page opens it in a new tab.

You can search links by title or URL hostname from the list page.

Uploading files

Go to Knowledge Base → Add → Upload File to attach reference files directly to the knowledge base. Files are stored in Kiaro and accessible from the article detail page.

Kind reference

Organize knowledge base items into seven kinds:

  • Note, General notes, meeting takeaways, or observations
  • SOP, Standard operating procedures and repeatable processes
  • Link, External URLs — Google Drive folders, SharePoint sites, client portals, or any bookmarked resource
  • Decision, A choice made on a project or engagement. Tracks the reasoning behind the outcome so anyone joining later can understand what was decided and why. Statuses: Proposed, Decided, Superseded.
  • Risk, A threat to the project or relationship that needs to be watched or mitigated. Statuses: Open, Mitigating, Closed.
  • Open question, Something that needs an answer before work can progress. Statuses: Open, Answered.
  • Stakeholder, A person or group with influence over the engagement. No status transitions. Use for contact preferences, motivations, and anything else worth capturing about who matters and why.

Note, SOP, Link, and Stakeholder items do not have a status field. Decision, Risk, and Open question items each have a small set of status options to help you track where they stand.

Searching and filtering

The Knowledge Base list page supports:

  • Search by article title or URL (for link items)
  • Filter by kind, Note, SOP, Link, Decision, Risk, Open question, Stakeholder
  • Filter by client, Show only items linked to a specific client
  • Filter by project, Show only items linked to a specific project
  • Filter by tag, Show only items with a specific tag
  • Sort by Updated, Title, or Created date

Pinning articles

Pin important items to keep them at the top of the list. Click the pin icon on any article to pin or unpin it. Pinned articles are highlighted and displayed before other results.

AI auto-capture

Go to AI Tools → KB Auto-Capture to automatically extract reusable knowledge from completed projects. Select a project with completed tasks and deliverables, then run the capture. The AI identifies patterns, processes, and learnings worth preserving and suggests article drafts you can review and save directly to the Knowledge Base.

This helps you build institutional knowledge without manually writing every article after a project wraps up.

Editing and deleting

Click any item to view it, then use the edit or delete buttons. Editing opens the same form used during creation. Deleting permanently removes the item.

While editing or creating an article, Kiaro tracks unsaved changes. If you try to navigate away (sidebar, back button, closing the tab) before saving, you will be asked to confirm before your changes are discarded.

Export

Export your Knowledge Base articles from the list page. Click Export and choose CSV or Excel (.xlsx). The export respects the active kind filter, so you can export just your decisions or just your risks.

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