Internal portal and knowledge base

Company knowledge that stays connected to the work.

Most companies use one tool for documentation and another for operations. In Apexloop, your wiki, SOPs, guides and announcements live in the same platform as your CRM, projects, helpdesk and databases — so knowledge stays connected to the work it describes.

1: place for internal knowledge
∞: custom pages and databases
0: standalone wiki tools

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What you can build in the internal portal

Rich text pagesPlate editor pages for procedures, guides, policies, meeting notes, announcements and wikis.

Structured databasesKnowledge organised in databases with tags, categories, authors, status and search.

Links to operational dataPages and articles connected to customers, projects, helpdesk tickets or HR records.

Controlled accessDifferent teams see different sections. Sensitive policies visible only to the right people.

Embedded viewsEmbed live database views — Kanban, calendar, table — directly in documentation pages.

Team announcementsHomepage panels, notifications and pinned updates visible to selected groups.

Use cases

What companies use the internal portal for

From onboarding documentation to daily SOPs — Apexloop portal replaces a standalone wiki and connects knowledge to the tools people use every day.

SOPs and proceduresStep-by-step operational guides with version history, owners and approval status.

Employee onboardingOnboarding checklists, welcome pages, team introductions and first-week guides.

Company policiesHR policies, security guidelines, compliance documents and code of conduct.

Helpdesk knowledge baseInternal answers to common customer questions — linked to helpdesk tickets.

Team wikisDepartment-specific wikis for marketing, sales, engineering, product and HR.

Dashboards and announcementsCompany home page with KPIs, announcements, important links and database views.

Knowledge base data model

Oblast	Co řeší	Příklad
Page	Rich text page created in the Plate editor. Can be standalone or part of a hierarchy.	Onboarding guide, SOP, company policy, meeting notes
Article database	Structured knowledge articles with tags, categories, authors, status and search.	FAQ database, SOP library, policy register
Category	Hierarchical structure for organising knowledge — department, topic, product area.	HR, Sales playbooks, Product guides, Technical docs
Author and owner	Person columns for who wrote and who maintains each article.	Sarah (HR lead), James (CTO), Marketing team
Status	Draft, under review, published, archived — with optional approval flow.	Published, Under review, Archived
Related records	Links to other databases — helpdesk tickets, customer records, projects.	Article linked to 5 resolved tickets, SOP linked to project template

Getting started

How to build your internal portal

1
Choose your structure
Decide whether knowledge lives as Plate pages in a hierarchy, structured database articles, or both.
2
Set up categories
Create a category database for departments, topics or product areas — so articles are organised from day one.
3
Write the most-needed content first
Start with onboarding docs, the most common SOPs and frequently asked questions.
4
Set permissions
Decide which sections are visible to all employees vs. restricted to specific teams.
5
Add live views
Embed database views into portal pages — so teams see live data alongside documentation.
6
Drive adoption
Link to portal pages from helpdesk tickets, project templates and onboarding checklists.

Permissions

Different teams see different sections

Portal access is controlled at page, database and column level — so HR policies aren't visible to clients and sales playbooks aren't visible to customers.

HR team

HR policies and onboarding

HR policiesEdit

Salary benchmarksEdit

Technical docsHidden

ALL

All employees

General access

Company announcementsRead only

General SOPsRead only

Salary benchmarksHidden

EXT

External / client

Client portal view

Internal policiesHidden

Public knowledge baseRead only

Company announcementsHidden

Communication

Announcements that reach the right people

Homepage panels, pinned pages and automated notifications keep the team informed without email spam.

Internal announcements

Pinned pages visible to all or selected groups
Notification on page update
Mandatory read confirmation

Knowledge management

Version history on all pages
Review and approval workflow
Search across all portal content

Features

What makes an internal portal actually useful

The most important features are the ones that make people actually open the portal — and find what they need quickly.

Full-text search

Search across all pages, articles and embedded database content.

Version history

See who changed what and when — and revert if needed.

Embedded live views

Show real database data — kanban, table, calendar — directly on documentation pages.

Change notifications

Subscribe to pages or sections and get notified when content is updated.

Comparison

Standalone wiki vs. portal integrated in your platform

Funkce	Apexloop	Standalone wiki
Knowledge and operations
Live database views embedded in pages
Links between articles and CRM/helpdesk records
Automation to create articles from resolved tickets
Access control
Column-level visibility		limited
Department-specific sections
Client-visible public section		separate tool
Maintenance
No separate tool or subscription
Search across data and pages		pages only
Approval workflow for sensitive docs		limited

Why built-in portal

Standalone wiki vs. knowledge inside your platform

Standalone wikiNotion, Confluence, SharePoint

Knowledge is isolatedArticles exist separately from your customers, projects and helpdesk — context requires switching tools.

Another tool to maintainSeparate licences, separate permissions, separate search, separate login.

Content goes staleWithout connection to operations, nobody knows when a process changes that the wiki needs updating too.

Apexloop portalKnowledge inside your operating system

Articles linked to live dataA guide can reference actual customer records, live helpdesk data or embedded database views.

One tool, one loginTeam doesn't need a separate wiki subscription or context switch to find documentation.

Operations keep knowledge freshWhen a resolved ticket creates a knowledge article, the wiki grows from real work — not from scheduled documentation sprints.

See the portal

From solved problem to published knowledge

1Issue is resolvedHelpdesk agent closes a ticket with a complex solution.
2Article is draftedAutomation creates a knowledge article draft linked to the resolved ticket.
3Review and approvalTeam lead reviews the draft and publishes it to the internal portal.
4Article is searchableNext time someone faces the same issue, they find the answer in search — without asking the agent.
5Ticket links to articleFuture tickets with similar keywords can surface the relevant article to the support agent.

FAQ

Questions about building an internal portal in Apexloop

Short answers to common questions when deciding whether to build a portal in Apexloop or use a separate wiki tool.

Can Apexloop replace Notion or Confluence for internal documentation?

For teams that use Apexloop for operations (CRM, projects, helpdesk), yes — the built-in portal handles rich text pages, structured article databases, access control and search. For very large documentation-heavy organisations, evaluate based on your specific requirements.

Can we have a public knowledge base for customers?

Yes. You can create a section of the portal that is accessible to external users (clients, partners) without giving them access to internal documentation.

Can portal pages be linked to database records?

Yes. Pages can be linked to any database record — a helpdesk ticket, a customer, a product, a project. This keeps knowledge in context with the operations it describes.

Is there search across the whole portal?

Yes. Full-text search covers pages, articles and embedded database content.

Can articles go through an approval process?

Yes. Workflow can require review and approval before an article is published — useful for policies, SOPs and compliance documents.

Build a knowledge base that stays connected to how your team works

Internal documentation, SOPs, wikis and announcements — in the same platform as your CRM, helpdesk and projects.