TL;DR: This week’s Template Tuesdays spotlight is the Company Knowledge Base template, created by Community member @Ali Moses . It helps teams capture, organize, and share company knowledge in one centralized space, making information easier to find, maintain, and use across departments. The template includes built-in guidance, sample content, pre-configured automations, custom item types, and workflows to support article creation, sub-articles, and obsolete content management. It also features two main folders, All Knowledge Bases and zz_Obsolete Articles, plus tips for using Wrike Search and Wrike Copilot to quickly find relevant information.
Hey Community 👋
Welcome to Template Tuesdays! On Tuesdays, we’ll spotlight a new space template, give you a quick overview, break down the key details, and show you how you can start using it right away.
Wrike’s Templates & Solutions Center helps teams get started faster with ready-made templates for common workflows and use cases. You can find it from your profile menu, or when creating a new space, where you can browse templates created by Wrike, the Wrike Community, or your own organization. These templates are typically structured with pre-built elements such as folders, task lists, custom fields, dashboards, and automation rules, giving teams a solid starting point that can be customized to fit their needs. For more information, refer to the Help Center article.
This week, we’re spotlighting the Company Knowledge Base template, created by our Community member, @Ali Moses 🙌
The Company Knowledge Base template helps teams capture, organize, and share knowledge across the entire organization in one centralized hub. From department-specific resources to company-wide processes and guidance, it makes information easy to access, actionable, and reliable for employees across all teams. With flexible access controls, it also ensures the right information is available to the right people when needed.
This template helps keep knowledge structured and up to date, reduces information silos, and provides clear guidance on how the Knowledge Base in Wrike can be used together with Wrike Copilot.
What’s Inside this template?
How to Install this Template?
- Click on your profile picture
- Then click on Templates & Solutions
- Under Created by section, select Community
- Select Company Knowledge Base and click on Use template
Or find this template directly using this LINK.
Overview
Once the space is created using the template, you’ll find two main folders :All Knowledge Bases 💡, and zz_Obsolete Articles.
Now let’s take a closer look:
Folder: All Knowledge Bases 💡
This folder contains the following two subfolders:
- All Knowledge Bases: Includes the detailed help index.
- Sample Department Knowledge Base: Includes the sample department index.
All Knowledge Bases folder
This folder contains all the required information in the form of a help index, here’s what it includes 👇
- Adding Articles to the Knowledge Base - provides a step-by-step guide for creating and publishing new Knowledge Base articles in Wrike, including how to add content, attachments, links to related articles, and sub-articles. It also covers best practices for formatting, updating article status, and linking finished articles back to the department index so content stays organized and easy to find.
- Building a New Department KB Folder - explains how to set up a new department-specific Knowledge Base folder in Wrike by creating and naming a folder for the relevant team, setting Table view as the default, and preparing it to house that department’s index and articles. It also directs users to the index setup best practices to complete the structure consistently.
- General Best Practices - includes best practices for organizing department knowledge, setting permissions, standardizing documentation, improving searchability, encouraging knowledge sharing, assigning ownership, maintaining article accuracy, supporting cross-department collaboration, and integrating the Knowledge Base into onboarding and training.
- Index Instructions/Best Practices - covers how to create and maintain a department Knowledge Base index, format sections and linked articles, remove obsolete references, and follow best practices for clear naming, alphabetical organization, and improved self-service navigation.
- Knowledge Base Features/Benefits - provides an overview of the Knowledge Base as a centralized company resource, highlighting key features such as cross-department coverage, access controls, searchability, and current documentation, along with benefits like reducing tribal knowledge, improving efficiency, breaking down silos, strengthening collaboration, and supporting consistency and compliance.
- Using Copilot to Query the KB - Explains how to use Wrike Copilot to query the Knowledge Base with natural language, either across All Knowledge Bases or within a specific department folder, and notes that Copilot only pulls from data stored in your account while returning answers with clickable source citations to relevant KB articles.
Learn more about Wrike’s Copilot by clicking here.
- Using Search to Query the KB - Describes how to use Wrike Search to query the Knowledge Base by narrowing the search to Everywhere, the current space, or the current project/folder, and explains that search results can be further refined using search commands to quickly filter information.
You can use multiple search commands to quickly filter search results. You can also use several of them simultaneously, just make sure to separate each command with a space. Click here for more information.
Sample Department Knowledge Base
Refer to this folder to view the sample department index, sample article, and sample sub-article.
Folder: zz_Obsolete Articles
Use this folder to store or move articles that are outdated or no longer actively maintained. As a best practice, apply statuses such as Current, Need Attention, and Obsolete to clearly indicate each article’s review state.
Included Automations
With this space template, you will find three pre-built automations: Add New Article, Add New Sub-article, and Move to Obsolete Folder.
- Add New Article Automation
When you change the status of an item to "Add New Article," the automation creates a sub-item using the Knowledge Base Article blueprint and sets the status of the newly created item to Index.
When the status of an item changes to "Add New Sub-Article," the automation creates a new sub-item using the Knowledge Base Sub-Article Blueprint and changes the status of the newly created item to Current.
Helps move outdated or obsolete articles. When the status of an item changes to "Obsolete," the article is moved to the zz_Obsolete Articles folder, and a comment is added mentioning the assignees.
We hope this overview gives you a clear understanding of how the Company Knowledge Base template can support your teams. Be sure to install this template and explore its features.
If your teams regularly work with processes, policies, how-to guides, onboarding materials, or reference content, this template can help make that information easier to maintain and access.
Special thanks to @Ali Moses for creating and contributing this template so fellow Wrike users can benefit from it as well 🙏
Already using a similar setup to manage internal knowledge? Did this template give you new ideas for improving how information is shared across your organization? Could you see your teams using this in Wrike? Share your thoughts with us in the comments below 👇
And if you have a helpful template of your own that could benefit other teams, feel free to submit it through the Wrike Community Templates Submission Form 😄
