Sending a Copy to Another Company
You can send a copy of a knowledge base to someone in another company, for example a partner, a client or a second company of your own. They decide whether to accept it. Nothing is copied until they accept, and after that each side has its own independent knowledge base.
Who can send a copy
The 'Share' button in the knowledge base header is shown to people whose role can manage knowledge base access or manage users, such as Company Admin. To send a copy you also need access to the whole knowledge base. If some sections are hidden from you, you see 'You need access to the whole knowledge base to send a copy of it.'
Send a copy
- Open the knowledge base and click 'Share', then 'Send a copy…'.
- Under 'Recipient's email', type the email address the person uses to sign in to KnowStack and click 'Find'.
- Under 'Add it to', choose the company the copy should go to. Only companies where they can create knowledge bases are listed.
- Optional: write a short note under 'Note (optional)'.
- Click 'Send copy'. You see 'Sent.' with their name: they will find the offer in their notifications.
If the address doesn't belong to someone who can receive a copy, you see 'No user with this email can receive knowledge bases.' The message is the same whatever the reason, so the lookup can't be used to check who has an account.
The recipient needs a verified KnowStack account. The company the copy goes to must have room for another knowledge base under its plan.
What the recipient sees
The recipient gets a notification titled 'A knowledge base was shared with you', and an email. It opens a page that shows who sent it, which company it comes from, which company it will be added to, how many sections it has, when the offer expires and your note. They click 'Accept copy' or 'Decline'.
When they accept, KnowStack copies the knowledge base as it is at that moment, not as it was when you sent it. The copy belongs to the person who accepted it. Its header shows 'Copied from' and your company's name.
What is copied
| Copied | Not copied |
|---|---|
| All sections and subsections, in the same order | Section history |
| All text, lists, tables and other blocks | Access settings for roles |
| Images | The sources the knowledge base was generated from |
| The output language | Connector tokens and exports |
After that the two knowledge bases are separate. Your later edits don't reach their copy, and their edits don't reach yours.
Waiting, withdrawing and expiry
- Your pending offers for a knowledge base are listed under 'Waiting for an answer' in the 'Send a copy' window. Click 'Withdraw' to cancel one.
- An offer expires after 30 days. The recipient then sees 'This copy is no longer available.'
- Sending again to the same person and company replaces the pending offer, with the new note and a new expiry date.
- You get a notification when the recipient accepts or declines.
- If the knowledge base, your company or your account is deleted, pending offers are cancelled.
Sending a copy is not the same as giving access. To let people in your own company read a knowledge base, use 'Manage Access' instead. See Access Control.