Capture a knowledge entry

Under “New entry”, record what you know, with title, explanation, source, department and visibility scope.

EmployeeHead of departmentExecutive management

Purpose

A knowledge entry makes experience permanent and findable. The mandatory “Source” field ensures that everyone can later trace where a statement comes from.

How it works

WorkspaceKnowledgeNew entry

Open “Knowledge” in the left column.
Under “New entry”, enter a “Title” and the “Explanation”, typed or via “Record by voice”.
Under “Source”, state where the knowledge comes from, for example “conversation with purchasing on 20 Oct”.
Choose a “Department” or leave “No department”.
Under “Who may see it?”, choose the visibility scope: “Department”, “Entire company” or “Restricted”.
Leave the “Submit for review right away” checkbox ticked or untick it.
Click “Save”. “Saved.” appears.

KnowledgeIllustration

Recording

“For rush orders I first ask production, then the approval office.”

New entry

Approving rush orders

Source: Conversation with purchasing
Who may see it?: Department

DraftIn reviewApproved

Reviewed by a second person

Reviewed knowledge

Fig. 1 A spoken sentence becomes a knowledge entry with source and visibility scope. After review by a second person it is approved and appears in reviewed knowledge.

The fields in detail

“Title”: 3 to 250 characters. Phrase it the way someone would search for it.
“Explanation”: 5 to 30,000 characters. This is where the actual knowledge goes.
“Source”: 2 to 400 characters, mandatory. Conversation, document, experience, date.
“Department”: one of the organization's departments or “No department”.
“Who may see it?”: “Department” is preselected.
“Submit for review right away”: ticked by default.

The path of an entry

“Draft”: saved without the checkbox or returned from a review. Only you yourself as well as the owner and administration see it.
“In review”: submitted. It is waiting for approval by a second person.
“Approved”: reviewed. It appears under “Reviewed knowledge” for everyone the visibility scope allows.
“Archived”: removed from all lists, but not deleted.

My entries

Your own entries that are not approved appear under “My entries” with their status. For a “Draft”, you submit it there with “Submit for review”; “Submitted for review.” appears.

An entry cannot be edited in the interface after saving. For a correction, create a new entry; an authorized person archives the old one.

Think of department and visibility scope together

The visibility scope “Department” only works together with a chosen department. Without a department, after approval such an entry can only be read by you, the owner, administration and executive management. “Restricted” without a department is seen only by you, the owner and administration.

Tips

A good source names the person, the occasion and the date; that helps the reviewer and every later reader.

One entry per fact: search finds short, clearly titled entries better than long collective texts.

Frequently asked questions

Is the source mandatory?

Yes. Without a source an entry cannot be saved; it must be at least 2 characters long.

Who sees my entry before it is reviewed?

As a draft, only you, the owner and administration. In review, additionally executive management and the head of the chosen department.

Can I change an entry afterwards?

Not in the interface. For a correction, create a new entry and have the old one archived.

Related features

Record by voiceSpeak an explanation instead of typing it; Universe Memory converts the recording into text and inserts it into the field.Who sees which knowledgeStatus, visibility scope, department and role together decide who may read a knowledge entry.Review and approveRead submitted entries under “For review” and publish them with “Approve” or send them back to the author with “Return”.DepartmentsCreate departments, assign people and determine who heads a department.ArchiveRemove a reviewed entry that no longer applies from all lists with “Archive”, without deleting it.

As of: 23/10/2026 · Concept & lead: Alexander Holtermann