Knowledge Base — live collaborative docs with anchored comments and instant search

What Knowledge Base is

A team's working memory: the runbooks, decision logs, onboarding plans, troubleshooting trees, and one-pager explainers that used to live in scattered Google Docs, Notion pages, or Slack message threads. BlueHill's Knowledge Base brings all of that into the same workspace as your customers, tickets, and tasks — so a runbook isn't just a doc, it's a doc that knows which customer it applies to, which tickets it has resolved, and who on the team owns it.

The v0.12 release brought live collaborative editing, anchored comment threads, [[page]] autocomplete linking, and task-to-page bidirectional references. The result: a knowledge base that's worth keeping current because it's wired into the work.

The capabilities, in plain English

Real-time collaborative editing

Edits sync character-by-character across every active viewer of a page. Two account managers can write up a kickoff prep doc together; one writes the customer context section while the other writes the agenda. Cursors show in each other's colors. No "wait, are you in the doc?" Slack messages. No manual save — every keystroke is persisted via the Yjs CRDT and pushed to subscribers via the Hocuspocus realtime server.

When the document grows, full version history (WikiDocumentVersion) preserves a snapshot per edit with the author and an optional change message. Restoring an earlier version is one click.

Anchored comment threads

Comments don't live in a generic sidebar — they anchor to a specific block or text range. Hover the doc and you see comment markers exactly where a teammate left feedback. Click to expand, reply inline, mark the thread resolved when the conversation closes.

Comment visibility honors the document's access grants. A teammate granted comment-level access can leave threads without being able to edit the body — useful for reviewers, customer-facing pages, and SMEs who you trust to weigh in but not edit.

Per-document access control

Every page has its own ACL via WikiDocumentAccess. Grant rights at the user level or the team level, at one of three levels:

• View — read-only
• Comment — read + leave comment threads
• Edit — full read/write

Page hierarchy is independent of access — a public page can sit inside a private folder, and vice versa. Defaults follow the parent unless you override.

[[page]] linking + autocomplete

Inside the Tiptap rich editor, type [[ and an autocomplete dropdown appears, searching titles and slugs in the active knowledge base. Pick a page, and the link is inserted as a live reference — clicking it navigates; the source page's outgoing-link index updates; the target page's Backlinks panel picks up the new inbound reference.

The [[slug|alias]] syntax lets you display alternate link text without losing the canonical reference. Broken-link reports (pages that link to a slug that no longer exists) surface in the knowledge-base settings page so you can clean up orphan references after a restructure.

Full-text search with snippet highlighting

Search across the knowledge base is indexed and snippet-aware. Query "SSO config" and you see a ranked list with the matching paragraph highlighted in each result, not just a list of page titles. On a 1,000-page knowledge base, typical query latency is well under 100ms — fast enough for type-as-you-go incremental search.

Search is scoped to a single knowledge base by default. Org-wide search (when you have multiple knowledge bases) is one click.

Task ↔ Knowledge Base linking

Tasks and Knowledge Base pages link bidirectionally. From a task you can attach the runbook that documents the procedure. From a page you can see every task that references it. The relationships layer makes the link surfaces visible: a "Linked tasks" panel on the page side, a "Knowledge Base" panel on the task side.

This is especially useful for managing lifecycle of process changes. When a runbook is updated, you can see at a glance which active tasks were using the old version.

Page templates and duplication

Build a kickoff template once, duplicate it for every new customer. The duplicate inherits the structure, the placeholder sections, and any standard sections — and gets its own version history from the moment it forks. Folder-level conventions (color, icon, parent page) make organizational discipline easier without forcing a rigid taxonomy.

Attachments

Drop images, screenshots, PDFs, or other files directly into a page. Attachments are stored in S3 (10MB per upload, with sensible thumbnailing for images). Each attachment is scoped to the page that owns it; if the page is deleted, attachments are eligible for cleanup.

Review workflow

For pages that need formal review (policy updates, procedural changes), the review request workflow lets you request approval from one or more assignees, track who has decided, and set an expiration on the review window. The model is WikiDocumentReviewRequest with multi-assignee support.

Markdown export

Per-document, per-folder, or whole-knowledge-base markdown export is one click. Useful for archives, migrations, and feeding public-facing docs through a separate static site generator if you want to publish externally.

A representative day

9am: Open the Knowledge Base. A teammate has resolved 2 comment threads on the customer-onboarding runbook overnight. Skim the new version, leave a thumbs-up.

10am: Pair with another CSM on a tough kickoff. Both of you open the same page; you write the customer-context section, they write the agenda. Realtime cursors visible. Done in 12 minutes; the old "you edit then I'll edit" workflow used to take 35.

11am: A ticket comes in citing a specific runbook section. Click the runbook link in the ticket, scroll to the anchored comment thread on that section, see the prior discussion that says "this step has a known issue — manual workaround at step 4." Fix the ticket with full context.

2pm: A teammate asks where the answer to "how do we handle a customer requesting an export" lives. Type the question into Knowledge Base search. First result has the exact paragraph highlighted. 8 seconds from question to answer.

Pricing

Knowledge Base is included on the Professional tier ($79/user/mo) and Enterprise. The Starter tier ($29/user/mo) doesn't include the Knowledge Base.

See pricing · Read customer stories

What this replaces

Teams using BlueHill's Knowledge Base typically retire:

• Notion or Confluence as the team wiki (you can keep them as a public docs site if you want; many teams export from BlueHill to feed a public docs portal)
• Google Docs for internal procedures
• Shared OneDrive / Dropbox folders of Word docs
• Slack threads where critical decisions used to disappear in 2 weeks
• A separate comment / review tool for doc review cycles

The unification matters — but the bigger win is that the docs are wired to the customer / ticket / task they describe, so they stay current.

See also

• Team collaboration in BlueHill — the broader internal-notes + activity-timeline + role-tiers layer that Knowledge Base sits inside
• Forms — for structured data collection that can link into Knowledge Base entries
• The Knowledge Base v0.12 changelog entry — what shipped and when

Try it

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