---
title: "Team Wiki and Knowledge Base Software | Orangescrum"
description: "Keep process notes and decisions in a structured wiki beside your projects: nested pages, revisions with a diff, comments, and full-text search."
canonical: https://www.orangescrum.com/wiki-management
---

# Team Wiki and Knowledge Base Software | Orangescrum

> For the complete documentation index, see [llms.txt](https://www.orangescrum.com/llms.txt).

[Home](/) / [Features](/features) / Wiki

Wiki and knowledge base

# 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.

Available in[Cloud](/pricing "Cloud - included")[Self-Hosted](/self-hosted "Self-Hosted - included")Open Source

[Start Free Trial →](/sign-up?utm_source=website&utm_medium=feature&utm_content=wiki-management)[Book a Demo](https://calendly.com/orangescrum)

Free forever plan · No credit card required · Set up in minutes

## 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.

The problem

## Why knowledge _keeps getting lost_

Decisions live in chat

A decision is made in a thread and nobody can find it three months later.

✓ Written down once in a page that stays findable.

The same questions get asked

New joiners ask the same things because there is no written answer.

✓ A structured knowledge base people can search themselves.

Docs sit away from the work

The process note is in another tool nobody opens during delivery.

✓ Wiki pages link to the projects and tasks they describe.

What you get

## Knowledge that stays _next to the work_

Grouped the way a knowledge base is used: how it is organised, how you write, how changes are tracked, how people discuss and find pages, and who is allowed to see them.

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 it works

## How teams _use it_

1

Create the structure

Set up shelves and spaces for the areas your team needs, such as process, onboarding, and standards.

2

Write it down once

Capture the decision or process as a page, starting from a template if one fits.

3

Link it to the work

Attach the page to the project or task it relates to, so it shows up where people are working.

4

Keep it current

Update the page as things change, with revisions, a diff, and a review step showing what moved and when.

Who it's for

## Useful for _every kind of team_

Engineering teams

Architecture decisions, runbooks, and coding standards kept beside the delivery work.

[Learn more →](/solutions/it-project-management-software)

Agencies

Client processes, brand rules, and delivery playbooks in one searchable place.

[Learn more →](/agency-project-management)

Operations and PMO

Standard operating procedures and templates the whole organisation follows.

[Learn more →](/solutions/business-operations)

Availability

## Which edition includes _what_

Orangescrum runs as managed cloud, self-hosted on your own servers, or as the open-source Community Edition. Here is exactly what each one includes.

Both editions can link a wiki to a project or task. The full knowledge base is in the Self-Hosted edition.

| 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 | ✓ | ✓ | ✓ |

Frequently asked questions

## 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.

[Start Free Trial →](/sign-up?utm_source=website&utm_medium=feature&utm_content=wiki-management_cta)[Book a Demo](https://calendly.com/orangescrum)

## Related capabilities

[Document ManagementVersioned files with approvals](/document-management)[Project templatesReusable project structures](/project-templates)[Self-Hosted editionRun Orangescrum on your own servers](/self-hosted)[All featuresSee everything Orangescrum does](/features)