A title that says little
Use the task or decision in the title so search results explain what the reader will find. Add a description and category that help distinguish related resources.
Headquarters / Guides
Publish useful documentation for the right audience.
Create useful Kooya documentation, choose categories and formats, set sharing access, and maintain team knowledge in Headquarters.
By Kooya editorial team · Updated
Objective and preparation
Create a knowledge item teammates can find, understand, and use with appropriate access. This guide is for documentation owners turning a process, decision, or reference into a maintained resource.
Confirm Documentation viewing and management access. Identify the audience, the person responsible for keeping the content current, and whether the material belongs in a markdown document, an external link, or an uploaded file.
Step-by-step workflow
1. Choose a format and clear title
Open Documentation and add an item. Use markdown for an instruction maintained in Headquarters, a link for a resource stored elsewhere, or a file for an uploaded reference. Name it for the reader’s task.
2. Add context and a category
Write a short description explaining when to use the resource. Select a meaningful category. For a procedure, include the objective, prerequisites, sequence, and how the reader can check the outcome.
3. Choose visibility and editing access
Select All private for members with view access, Assigned users for chosen members, or Public for a share URL that works without login. Set viewing or editing rights for that audience. Public anonymous editing is an explicit option for markdown documents.
4. Save and check the item
Open the saved resource and inspect its content and sharing choice. Check that a file opens and that linked material is accessible to the intended readers; the external destination may require its own access.
5. Make it discoverable and maintain it
Pin a frequently used item where permitted and share the reference in the relevant team conversation. Maintain markdown content through the document detail view. Review titles, categories, and access as the process evolves.
Worked example
An operations owner creates an illustrative “New teammate setup” markdown document. The description explains who should use it and when. It includes the setup sequence, reference links, and an escalation contact. The owner chooses All private with view-only access for readers and confirms the saved content.
Prepare
Choose a task-focused title, format, and category.
Share deliberately
Choose the audience and its viewing or editing rights.
Verify and maintain
Inspect the saved resource and update it when the process changes.
A separate sensitive checklist uses Assigned users for its reviewers. A public reference would use Public only after the owner confirms it is intended for readers without login. These are examples of access choices, not customer documents.
Common mistakes
Choosing Public without checking the audience
A Public share URL works without login. Review the content and access setting together, including the explicit anonymous editing option for markdown documents.
Assuming a linked resource has the same access
Check the external resource’s own permissions and the uploaded file’s saved state. Choose a maintenance owner so the instruction stays accurate.
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