How to write, publish and version knowledgebase articles

The knowledgebase holds your team’s written know-how: processes, procedures, policies, guides and playbooks. Each article has a status (Draft, Published or Archived) and a version history, so you can change a process without losing what it used to say.

Create an article

1. Click Knowledgebase in the sidebar.
2. Click New Article. (From a team’s Hub, click Add in the Knowledgebase panel instead. The article starts out assigned to that team.)
3. Give it a title in place of Untitled SOP.
4. Set the details in the bar under the title:
   • Category: one of your company’s knowledgebase categories. See Manage categories and tags.
   • Team: the team it belongs to, or No team.
   • The Company-wide / Team-only switch. Team-only articles are visible only to members of the article’s team.
5. Write the article in the editor.
6. Click Save.

The article is created as a Draft. From then on, changes save automatically while you type, and Saving… appears while they do.

Use the editor

The toolbar covers Bold, Italic, Underline and Highlight, three heading levels, bullet, ordered and task lists, tables, images, code blocks, links and emoji, plus Undo and Redo.

You can also:

• Click Add Video and paste a YouTube, Vimeo or Loom link to embed a walkthrough above the article.
• Click Import to load a Markdown, text or HTML file into the editor. Images in imported content are copied into Clarion’s storage, so they keep working if the original host removes them.

Publish it

When the article is ready, click Publish. Its status changes to Published.

To change a published article, open it and click Edit, make your changes, then click Done. The article stays published while you edit. Each autosave while editing a published article is kept as a new version, so earlier wording is never lost.

While an article is still a draft, edits update the draft in place. Its history begins when it’s first published.

View and restore versions

1. Open the article and click History.
2. The Version History dialog lists every version, newest first: its number (v1, v2…), a Published badge where it applies, who edited it, when, and any note.
3. Click Restore on a version to bring it back.

Restoring doesn’t delete anything. Clarion copies the old content into a new version at the top of the list, labelled “Restored from version N”, and makes it current.

Find articles

The Knowledgebase page lists every article you can see. Narrow it with Search knowledgebase… and the All Categories, All Statuses (Draft, Published, Archived) and All Teams filters.

Import several articles at once

Click Import on the Knowledgebase page to open Import Articles. Drag in Markdown, text or HTML files, adjust each title, and import them together.

Export or share an article

• Export downloads the article as a Markdown file.
• Share creates a public link that people outside Clarion can open without signing in. Click Copy Link to copy it, or the × beside it to turn the link off. Share only appears once an owner or admin has turned on Public Article Sharing under Settings → Company.

Delete an article

Click the trash icon on the article and confirm. This deletes the article and its whole history and can’t be undone.

For what to document first, read how to document your core processes. To bring an article into a meeting, attach it to a step with agenda content.