Team Wiki and Knowledge Base
Stop losing decisions in chat threads. Keep process notes, standards, and project knowledge in one structured place that links straight to the work it describes.
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What is a team wiki?
A team wiki is a structured, searchable place for the knowledge your team needs repeatedly, such as processes, standards, onboarding notes, and decisions. Orangescrum keeps the wiki next to your projects and links pages to the tasks they relate to, so people find the right guidance while they are doing the work rather than asking someone again.
Why knowledge keeps getting lost
Knowledge that stays next to the work
01Structure
Shelves, spaces, and pages
Group spaces onto shelves and pages into spaces, so a growing knowledge base keeps a shape people can navigate.
A space for the company or for one project
Some knowledge belongs to everybody and some belongs to a single project, and both work the same way.
Pages nest inside pages
Build a page tree as deep as the subject needs rather than being held to one flat level.
Drag a page to move or nest it
Reorder the tree by dragging, and hold a key while you drop to nest a page inside another.
Copy, move, archive, or restore
Duplicate a page as a starting point, move it elsewhere, archive it when it is stale, and bring it back if you were wrong.
Link an existing wiki to a project or task
In both editions you can point a project or a task at a shelf, book, chapter, or page in a wiki you already run.
02Writing
A slash menu and markdown shortcuts
Type a slash for a menu of blocks, or use the markdown shorthand you already know for headings and lists.
Tables, images, and code blocks
The things technical documentation actually needs, without pasting screenshots of a table.
Syntax highlighting
Code blocks are highlighted, so a runbook is readable instead of a grey wall.
Maths and diagrams
Write equations and draw flow diagrams in the page itself rather than attaching a picture of one.
Mention a colleague
Mention somebody in a page and they are notified and pulled into it.
Embed another page or part of one
Include a whole page, or an excerpt of it, so a fact is written once and shown wherever it is needed.
Live widgets inside a page
Drop in a task list, action items, a calendar, or a form and the page stays current on its own.
Thirteen page templates
Meeting notes, agendas, project plans, status reports, scope, product requirements, retrospectives, decisions, and more.
A markdown source mode
Switch to raw markdown when that is faster, and switch back again.
Real time co-editing
With the collaborative editor installed, two people can work on the same page at the same time.
A structured database page
Define fields and rows so a page behaves like a small table of records rather than free text.
03Revisions and review
A snapshot on every save
The previous content is kept each time a page is saved and again when it is published.
A word level difference
Compare two revisions and see exactly which words were added, removed, or reformatted.
Restore an old one
Roll a page back, and the version you rolled back from is captured first so the restore is reversible too.
Draft, published, or obsolete
Mark where a page stands so nobody follows guidance that was retired last quarter.
Send a page for approval
Submit a page to a named reviewer, who can approve it or ask for changes, with every decision kept.
04Comments
On the page or on a passage
Comment on the whole page, or highlight a specific passage and comment on that.
Resolve a thread
Close off a discussion once it is dealt with, so the page is not cluttered by old debates.
Emoji reactions
Agree with a comment without adding another one that just says yes.
05Finding
Fuzzy full text search
Search across titles, page content, and labels, with results ranked by how well they match, and near misses still found.
Narrow by space, label, author, or date
Cut a large knowledge base down to the part you are actually looking in.
See what links to a page
Every page shows what points at it, so you know what breaks if you change it.
A table of contents that follows you
Long pages get a contents panel that tracks where you are as you scroll.
Your own work view
One place for the pages you edited recently and the action items assigned to you.
Search terms are recorded
See the most common searches and the ones that returned nothing, so you know what to write next.
06Sharing
A private link for one page
Turn on a long random link for a single page and turn it off again when the conversation is over.
Publish a page to anonymous readers
Grant read access to anonymous visitors on the pages you choose, and nothing else.
A branded public help centre
Publish whole books to a public portal with your own branding, a home page, and its own search.
Readers say whether it helped
Anonymous visitors can mark an article helpful or not, deduplicated so nobody can stuff the ballot.
07Linked work
Connect a page to a task, project, or programme
A page points at the work it describes, and the work points back at the page.
Create a task from a selection
Highlight a line in a page and turn it into a real task without leaving the page.
A knowledge card on the work item
Open a task or project and see the pages that explain it, without going looking.
08Admin
Attachments on a page
Upload supporting files up to fifteen megabytes each, from an allowed list of file types.
Attach a file from the document repository
Reference an existing controlled document instead of uploading a second copy of it.
Lock an attachment
Stop a file being replaced or removed by anybody except the person who locked it or an admin.
Five permissions per space or page
View, create, edit, comment, and delete, granted to everyone, anonymous visitors, a user, a role, or a role group.
Watch a page, a branch, or a space
Follow at the level that suits you and be told by email and in the app when it changes.
Archive old pages by rule
Archive automatically on inactivity, on being marked obsolete, on still being a draft, or on a label.
Import and export
Import a Word file, markdown, HTML, or a whole zip that becomes a page tree, and export a page to Word or HTML.
Usage analytics
See the most read pages, view and edit counts, and what people searched for, and export the figures.
An API for pages and attachments
Read spaces and pages, create and update them, and upload attachments from another system with an API key.
How teams use it
Useful for every kind of team
Which edition includes what
| Capability | CloudManaged SaaS | Self-HostedOn-premise / private cloud | Open SourceCommunity Edition |
|---|---|---|---|
| Link a wiki space or page to a project or task | ✓ | ✓ | ✗ |
| Shelves, spaces, and a nested page tree | ✗ | ✓ | ✗ |
| Drag to move, copy, archive, and restore pages | ✗ | ✓ | ✗ |
| Editor with tables, code, maths, and diagrams | ✗ | ✓ | ✗ |
| Thirteen page templates | ✗ | ✓ | ✗ |
| Page embeds, excerpts, and live widgets | ✗ | ✓ | ✗ |
| Real time co-editing | ✗ | ✓ | ✗ |
| Revisions with a word level diff and restore | ✗ | ✓ | ✗ |
| Draft, published, obsolete, and a review step | ✗ | ✓ | ✗ |
| Page and inline comments with reactions | ✗ | ✓ | ✗ |
| Fuzzy full text search with facets | ✗ | ✓ | ✗ |
| Backlinks and a table of contents | ✗ | ✓ | ✗ |
| Private share links and anonymous pages | ✗ | ✓ | ✗ |
| Branded public help centre with feedback | ✗ | ✓ | ✗ |
| Create a task from a page selection | ✗ | ✓ | ✗ |
| Attachments, including from the document repository | ✗ | ✓ | ✗ |
| Five permissions per space or page | ✗ | ✓ | ✗ |
| Watchers, notifications, and archival rules | ✗ | ✓ | ✗ |
| Import Word, markdown, HTML, or a zip | ✗ | ✓ | ✗ |
| Export to Word or HTML | ✗ | ✓ | ✗ |
| Usage analytics and an API | ✗ | ✓ | ✗ |
| Documents and attachments | ✓ | ✓ | ✓ |
Wiki and knowledge base FAQ
Does Orangescrum include a wiki?
Yes. The Self-Hosted edition includes a full knowledge base with shelves, spaces, a nested page tree, a rich editor, revisions, comments, search, permissions, and a public help centre. Both editions can also link an existing wiki to a project or a task.
Which editions include the wiki?
The full knowledge base is in the Self-Hosted edition. In the Cloud edition you can link a project or a task to a space or page in a wiki you already run, so the connection to the work is there even though the pages live elsewhere.
How is a wiki different from document management?
A wiki is for knowledge you write and maintain, such as processes and decisions. Document management is for files that go through approval and versioning, such as contracts and specifications. Document Management is a separate self-hosted module.
Can I link a wiki page to a task?
Yes, in both editions. You can also go the other way in the self-hosted knowledge base, where a task or project shows the pages that explain it, and you can create a task straight from a line in a page.
Can I control who sees a page?
Yes. Five separate permissions cover view, create, edit, comment, and delete, and each one can be granted to everyone, to anonymous visitors, to a person, to a role, or to a role group, at space level or on a single page.
Can I see who changed a page?
Yes. Every save keeps a snapshot, you can compare two revisions word by word, and you can restore an old one. The version you restore from is kept too, so the restore itself can be undone.
Is the wiki searchable?
Yes. Search runs across titles, page content, and labels, ranks results by how well they match, and still finds pages when the spelling is slightly off. You can narrow by space, label, author, or how recently a page changed.
Can we publish part of the wiki to customers?
Yes, in the Self-Hosted edition. You can publish whole books to a branded public help centre with its own search, or share a single page by a private link, and readers can say whether an article helped.
Is the wiki in the open source edition?
No. The Community Edition includes documents and file attachments. The knowledge base is in the Self-Hosted edition, and linking to an existing wiki is available in Cloud and Self-Hosted.
Keep your team knowledge in one place
The knowledge base is included in the Self-Hosted edition, and both editions link a wiki to your projects and tasks.