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Knowledge Management

Build a searchable, permission-controlled library of internal documents, onboarding guides, process playbooks, policy documents, that your whole team can find and trust. This guide walks through how to set Locker up as your internal knowledge base.

Coming Soon

Screenshot: locker-knowledge-base, a Locker workspace with documents tagged by category and the search bar prominent, showing a mix of policy docs and guides

Who This Is For​

Operations managers, HR teams, IT, and anyone maintaining internal documentation that needs to be findable, current, and access-controlled. You'll need upload access to add and update documents; view access is enough for teammates who only need to read them.

See Roles to confirm you have the right access level.

Step 1: Upload and Organize Your Documents​

Upload your files to Locker → Documents. The goal at this stage is to make everything findable, even by teammates who don't know what they're looking for.

For each document, add:

  • Tags, e.g., onboarding, policy, template, hr, it, so people can filter without needing to know your folder structure
  • Document owner, who is responsible for keeping it accurate
  • Review date, when it needs to be checked for accuracy

See Organizing Documents for tagging and Metadata for available fields.

Coming Soon

Screenshot: knowledge-base-organize, a document with tags applied showing the tag filter panel on the left with category counts

Step 2: Make It Searchable​

Locker's full-text search finds content inside documents, not just titles. Once your documents are uploaded, teammates can search for a specific policy by describing what it covers, not just what it's called.

For teams on a plan that includes AI Search, teammates can ask plain-language questions like "what is our remote work policy?" and get answers sourced directly from the documents. See AI Search.

tip

Use Search → Save This Search to create a one-click view for common needs, "all active onboarding documents", "current IT policies". Share it with your team so everyone starts from the same place.

See Full-Text Search for how indexing works and what gets searched.

Coming Soon

Screenshot: knowledge-base-search, search results with content snippets from inside matching documents

Step 3: Keep Content Current​

When a policy or guide changes, upload the new version, Locker keeps every previous version with a full timestamp history automatically. You never need to rename files with _v2 or _FINAL.

Coming Soon

Screenshot: knowledge-base-version-history, the version history panel on a document showing three versions with timestamps and the option to view a previous version

See Version History.

Step 4: Control Who Can Read and Edit​

Not everyone needs to update your internal library. View access lets teammates read and search; upload access lets designated owners add and edit. Access is managed through roles at Organization → Members.

For example: your whole team can read the company handbook, while only HR managers can update it.

Coming Soon

Screenshot: knowledge-base-access-roles, the Organization → Members page showing team members with different access levels assigned, including a Viewer and an uploader

See Access & Sharing.

Step 5: Archive Outdated Documents Automatically​

Set retention policies to automatically archive old versions and outdated content after a defined period, keeping your knowledge base accurate without manual cleanup.

See Retention Policies.

Next Steps​