Knowledge Base
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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, or choose No client for workspace-wide knowledge
- Project: Optionally link to one of that client’s projects. The list only shows projects for the selected client, so an article can’t be linked to a client and someone else’s project.
Adding from a client’s or project’s Knowledge Base tab, or from the knowledge base list filtered by a client or project, fills in the client and project for you.
- 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
Saving external links
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. With a client filter set, only that client’s projects are listed.
- 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. You change its title, kind and status by clicking them. There is no separate edit form for these:
- Title: Click the title, type, and press Enter to save. A title can’t be left empty.
- Kind: Click it and pick another kind. Link is offered only when the item has an external link.
- Status: For Decisions, Risks, and Open questions, click it and pick a status. Other kinds have no status row. Changing the kind doesn’t change the stored status.
Press Esc while typing to cancel and keep the old value. If someone else changed the item after you opened it, your change doesn’t overwrite theirs. Kiaro shows “Couldn’t save. Someone else changed this article. Refreshed to the latest.” and reloads the page with the latest values, so you can make your change again.
For the content, tags, client, project, external link and files, click More fields. It opens the same form used during creation, with the item’s attached files listed. Saving keeps those files unless you remove or replace them, and older items with a single attached file can be edited and keep their file too. Deleting permanently removes the item and its attached files.
A file you remove or replace, or that belonged to a deleted item, is deleted from storage only when no other record in your workspace still uses it.
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.