Central and searchable
- One place instead of drive and inbox
- Preview search with the hit in context
- Main topics lead the way in
Company wiki: gather knowledge centrally, versioned and findable.
In the teamspace company wiki, the team gathers what otherwise sits in people's heads and inboxes. Every page is versioned, hangs off projects and customers and is findable in context through search. Part of the teamwork software, included in every edition.
Context
Where's the current guide again?
- The onboarding checklist sits on the drive, and nobody knows which version applies
- Processes live in private notes, the rest in one person's head
- When someone leaves, the knowledge walks out the door with them
- Anyone looking for an answer asks three colleagues instead of reading it up
A company wiki gathers this knowledge in one place, searchable and versioned, instead of scattered across drive, inbox and people's heads.
The core
A company wiki holds the knowledge of the house.
A company wiki bundles the knowledge of an organisation in one searchable place: guides, processes, onboarding material, service knowledge, decisions. Instead of one guide sitting on the drive, a specification in an inbox and a ruling in a note app, everything lives in one spot.
In teamspace you type a keyword into search, and the result shows the hit in the context of the page. That way you see at once whether the page holds the answer you want, without opening every hit one by one.
- Main topics as a starting point: important pages appear in the navigation box, with the most recently read articles below them.
- My wiki as a personal home page, with your own notes and references to the pages you use often.
- Linking to projects and customers directly from the main-topics box.
A wiki page
Every page carries more than text.
A wiki page in teamspace is not just a document. In the detail manager it carries its versions, the access permission, a forum discussion and the associated files. Knowledge, permissions and history sit on the page itself, not in four separate tools.
Scope
What a company wiki has to deliver.
Versioned and traceable
- Every save lays down a version
- Editor and timestamp stay visible
- Earlier states can be reactivated
Anchored to the record
- Pages hang off project and customer
- Permissions sit on the individual page
- Included in every edition
Traceable
Every save lays down a version.
Whoever saves a page lays down the previous version as a version. Editor and timestamp stay visible, and you bring back an older state with one click. That keeps it traceable who changed what and when.
- Editor and timestamp per version
- Earlier versions reactivatable at any time
- Watchers are notified on a change
- In activated GoBD mode, which 5 POINT unlocks, the states are held audit-proof for ten years
If the question "What applied back then?" comes up later, the historical state of the page can be reconstructed.
Linking
Knowledge hangs off the project and the customer.
Wiki pages do not live in a silo. A page hangs off a project, a customer or a record, and the discussion around it runs in the forum directly on the page. Whoever opens the customer has the relevant specification one click away.
- Linking with projects and customers: a specification on the project, a service rule on the customer.
- Forum on the page: questions and answers about a page sit right beside it, not in a separate programme.
- Linking between pages via the wiki syntax, so that a term leads to the matching page.
How knowledge comes together on the project is explored in the project documentation; the customer-centred view is covered in the digital customer record.
Intro call
Where does your knowledge sit today?
In half an hour we talk through what sits in your people's heads, inboxes and drives, and which of it belongs in a company wiki. You get an honest assessment of whether and where the switch pays off.
From practice
Where a company wiki creates value.
Six areas where a well-kept wiki pays off quickly in day-to-day work.
Onboarding
Induction checklists, tool overviews and contacts for the first day. New colleagues find their way around on their own.
Processes
How sales, delivery and support run, documented as binding rather than only in people's heads. One page that everyone points to.
Service knowledge base
Known issues, workarounds and solution paths, findable for the service desk instead of buried in old tickets.
Decisions
Why was it solved this way, which options were there? One page per decision, with date and rationale, instantly findable later.
Standards and rules
Work instructions, inspection checklists and guidelines in one place, versioned and protected by permissions.
Template collection
Quote building blocks, standard emails and briefing templates that everyone knows and reuses, instead of rebuilding them.
Term
What is a company wiki?
A company wiki, also called an internal wiki, corporate wiki or knowledge base, is a central, searchable knowledge platform within an organisation. Staff read, add to and maintain content there together: guides, process descriptions, specifications, onboarding material, glossaries and templates.
Unlike a classic intranet or a folder drive, a wiki thrives on shared upkeep. Everyone with access creates pages and improves them, instead of a central editorial team writing everything alone. That keeps the knowledge current, because it arises where the work happens.
The term goes back to the software "WikiWikiWeb" by Ward Cunningham from 1995. The word wiki means "quick" in Hawaiian, and that is exactly the aim: knowledge is shared and found without a hurdle.
Industries
Three examples from practice.
How different service providers shape their company wiki, depending on which knowledge drives their day-to-day.
Management consultancy
A toolkit of workshop formats, sector know-how per industry, pitch templates and onboarding paths by seniority level.
Industry pageIT service provider
Decisions per engagement, maintenance guides, a knowledge base for the service desk and guides per project.
Industry pageAgency
Brand guidelines per customer, briefing templates, a supplier directory and proven approaches per campaign type.
Industry pageAccess
Permissions sit on the page, not on the tool.
Not every page belongs in front of every pair of eyes. In teamspace you set per page who sees it and who edits it, governed through central user groups rather than through individual people.
- Permission per page: the onboarding wiki is open, the page with the access credentials only for the responsible department.
- Rights on the group: whoever changes department sees from day one what the group sees, without anyone resetting individual permissions.
- Public pages for externals: you share a single page outwards via a link, with an expiry date after which the link lapses.
That way a partner sees exactly the released page and nothing else of the internal stock.
Structure
Alongside the company wiki: wikis per topic.
A single large wiki soon becomes hard to navigate. teamspace lets you create topic-specific wikis alongside the central company wiki, such as a CRM wiki or a project management wiki. That way everyone knows at once where a piece of information sits.
- Topic-specific wikis for clearly bounded areas, alongside the central company wiki.
- Templates from existing pages: a page marked as a template gives new entries a fixed frame.
- Consistent headers and footers per group of pages, so that a wiki looks all of a piece.
You write content in the editor with headings, lists, tables, images and embedded files, linked via the wiki syntax.
In numbers
Four cornerstones of a company wiki.
What makes the difference between scattered notes and a knowledge base the whole team relies on.
- Every version
reactivatable
with editor and timestamp per save
- Per page
its own permissions
read and edit via user groups
- In context
preview search
the keyword appears right in the page
- 1999
in Darmstadt
5 POINT AG, self-funded
The comparison
Teams note or a real company wiki?
Notes in the chat tool
- Content lives per channel, a cross-team search is missing
- Changes are barely documented in a traceable way
- Tickets, projects and notes sit in separate worlds
- Permissions hang off the channel, not the individual page
teamspace company wiki
- One central search across all pages, hits in context
- Every save lays down a version with editor and time
- Pages hang off projects, customers and the forum
- Read and edit governed per page via user groups
Introducing
Create a company wiki, in five steps.
Introducing a company wiki in your business does not mean writing everything at once. Nobody starts with a finished wiki; it grows along the way once the structure is in place.
- 1
Sketch the structure
Set up the main areas as entry pages, such as onboarding, processes, service knowledge. They appear in the main-topics box.
- 2
Define templates
Mark a template for recurring pages: guide, decision, onboarding step. New pages take on the frame.
- 3
Fill the first pages
Five to ten core entries are enough as a start. The rest grows while the work happens, not as a special task.
- 4
Assign permissions
Set per area who reads and who edits, governed through the user groups rather than through individual people.
- 5
Maintain it with the work
A solved ticket becomes a knowledge base page, a kickoff becomes minutes. That way the wiki arises in day-to-day work, instead of being left undone.
More from Teamwork
Use cases around collaboration.
The company wiki is one area of the teamwork software. These areas sit right alongside and share the same user groups.
Task management
Open items and tasks, connected to the matching wiki pages.
Learn moreFile management
Documents and Office files, versioned and filed in the same context.
Learn moreTeam forum
Topic areas and news, the discussion on the wiki page in one place.
Learn moreTeam calendar
Appointments, leave and milestones of the team in one view.
Learn moreTeam chat
One-to-one and group chat, content from the system shared directly.
Learn moreKanban board
Tasks as cards, on the same project as the associated knowledge.
Learn more
At a glance
The company wiki is one area of Teamwork.
The wiki holds the knowledge, the board the work, the calendar the time. How teamspace brings tasks, appointments, knowledge and files together in one application is shown in the overview of the teamwork software.
To the teamwork softwareBackground
A wiki thrives on people writing along.
Whether a company wiki is worth anything is decided not by its size but by its upkeep. A wiki that was filled only once quietly grows stale. One that the whole workforce writes along with grows with the house.
Let it arise during the work. The best page nobody writes as a special task. It falls out along the way: a solved ticket becomes a service page, a kickoff becomes minutes, a ruling becomes a guide. That keeps the stock current, because it arises where the work happens.
Shorten the ramp-up. Whoever starts fresh reads checklists, processes and responsibilities up in one place, instead of piecing them together from three inboxes. When someone leaves, the knowledge stays in the wiki instead of walking out with them.
Keep it readable. Templates and consistent headers give every page the same frame, so that nobody rebuilds formatting and one entry looks like the next. That keeps the wiki clear to navigate, even when many hands write on it.
Related modules
What connects to the company wiki.
Whoever holds knowledge centrally almost always works on the project, on the customer and on the logged hour too. Here are the shortest routes there.
Project management
From the knowledge on the project comes the project plan: structure, phases and plan vs actual, up to date by the day.
- Wiki and files on the project
- Gantt with predecessor logic
- Plan vs actual and contribution margin
CRM software
From the contact comes the customer record: rules, records and history in one place.
- Organisation, contact and record
- Digital customer record as a timeline
- Service knowledge on the customer
Online time tracking
From the task comes the logged hour: attendance, project time and digital timesheet with approval.
- Logging on project or ticket
- Billable or internal kept apart
- Approvals traceable
Intro call
Does the company wiki fit your house?
You show us your knowledge landscape today, we show you what a company wiki replaces of it. Then you decide whether the switch is the right path for your team.
Frequently asked questions about the company wiki
Do we still need a separate tool like Confluence or Notion?
In most service providers, no. If you run projects, tasks and customers in teamspace anyway, the integrated company wiki is the natural place for the knowledge. There is no direct import from Confluence, Notion or SharePoint; content is created anew or transferred via the REST API. Which path makes sense for your stock is something we discuss in the intro call.
How does the versioning work?
Every save of a wiki page lays down the previous version as a version. Editor and timestamp stay visible, and earlier versions can be reactivated with one click. In activated GoBD mode, which 5 POINT unlocks on request, the states are held audit-proof for ten years.
Can we connect wiki pages with projects and customers?
Yes. A wiki page hangs off a project, a customer or a record, and the discussion around it runs in the forum directly on the page. Whoever opens the customer or the project has the associated page one click away. More on this in the project documentation.
How does the search work?
Through the preview search. You enter a keyword, and the result shows the hit in the context of the page, so you see at once whether the answer is in it. For scanned documents, text recognition via the Google Vision API can be activated on request; for that a written approval as a sub-processor is required.
Can we set up several wikis?
Yes. Alongside the central company wiki you set up topic-specific wikis, such as a CRM wiki or a project management wiki. In addition, every employee has a personal area, My wiki, for their own notes and references to the pages they use often.
How are the permissions governed?
Per page, through central user groups. You set who sees a page and who edits it. The permission hangs off the group, not the person, so a department change works without manually resetting permissions. Whoever creates or edits a page automatically becomes its watcher and is informed of changes.
Which edition includes the company wiki?
The company wiki belongs to the teamwork layer and is therefore part of every teamspace edition, from light upwards. It shares contacts, employees and permissions with the rest of the system. Which edition fits your needs is something we clarify in the intro call; the prices are on the pricing page.
Intro call
Company wiki reviewed in 15 minutes.
We talk through your knowledge landscape today and which tools can be bundled into a company wiki. You get an honest assessment of where the switch pays off.