Welcome to Aha! Knowledge, the AI-powered product information hub. Your Aha! Knowledge Advanced trial has everything you need to consolidate your product information, craft beautiful documents, and publish knowledge bases for any audience.
This article will help you explore your Aha! Knowledge trial account and evaluate whether it is a good fit for your needs. Invite your entire team to join you and explore Aha! Knowledge together.
Click any of the following links to skip ahead:
Enjoy your trial
Aha! Knowledge Advanced has everything your team needs to create, organize, and share documents:
I want to... |
Try this |
Centralize product documentation |
Import documents from other tools to centralize your product information. |
Standardize product documentation |
Create your own custom templates to standardize your documents. Or start from one of 100+ purpose-built templates in the Aha! template library. |
Craft compelling documents |
Use the AI assistant to jump-start content creation. Style your document exactly how you want with rich formatting capabilities. |
Diagram processes and workflows |
Create diagrams on whiteboards, so you can clearly communicate your product's functionality and use cases. Start from a template or build your own using shapes, frames, and connectors. |
Protect access to privileged information |
Set up SSO for your knowledge base so the right audience sees the right content. |
Share product information widely with customers |
Create a public knowledge base that your customers can use to self-serve the information they need. |
Control who can publish documents to a knowledge base |
Create a custom publishing role in your workspace and assign it to specific users. |
Before you get started
Want a tour of Aha! Knowledge? Let us show you! Schedule a demo with our Customer Success team to see the functionality live and ask questions.
Make the most of your trial experience by exploring all aspects of your trial account. It can help to see examples of what is possible, so your trial account includes a demo workspace — Fredwin Cycling (Demo) — that contains various example documents and a pre-built sample product knowledge base. You can edit and rearrange these example documents, make configuration changes to the knowledge base, and even set up single sign-on to see what it is like working in Aha! Knowledge.
After exploring the demo, you may be ready to add some of your own documents and build a prototype of a knowledge base on your own. Start with an understanding of who you want to reach and how you want to manage the resources they need. Consider the following:
Who is your audience? Think about who will be accessing your knowledge base. It is helpful to list the different groups of people that use documentation. For example, product and engineering teams, your customer success team, partners, stakeholders, your customers, and a specific beta group of customers may all be different audiences that need documentation catered specifically to them.
What kinds of documents do your audience need? List the types of documents you will include in knowledge bases, and where you are storing them now. Start with each audience you previously defined and list the kinds of documents each group needs. Then consider where those documents are stored to determine what you will import into Aha! Knowledge.
How do you want to store and organize your knowledge base documents? There is no single best way to decide where your documents should be located. But you want to make them easy to access and update for the people who will be maintaining them. For example, you might want to store your documents in a single workspace or across multiple workspaces.
If you are starting a standalone trial from scratch |
If you have added a trial to your Aha! Roadmaps subscription |
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All documents will be stored in one or more workspaces, depending on your needs. You will need at least one workspace to manage your documents. Learn more about workspaces and configuring workspace hierarchies. |
You likely already store documents where it makes sense for your organization. If you are happy with how you are currently managing documents, you do not need to make any changes. If it makes more sense for your organization to keep knowledge base documentation separate from other documents, consider creating a new workspace dedicated specifically to your knowledge base documents. |
Invite your team
Invite your teammates to collaborate and explore your trial account. You can add as many users as you want during the trial period.
If you are starting a standalone trial from scratch |
If you have added a trial to your Aha! Roadmaps subscription |
Add as many new users as you want during the trial period. |
Add as many new Aha! Knowledge add-on users as you want during the trial period — even if they are not current Aha! Roadmaps users. Select Aha! Knowledge next to Product when adding a new user. |
Navigate to Settings ⚙️ → Account → Billing -> Users. You will need to be a billing administrator to do this.
Click Add user. Then enter your colleague's email address, name, and an optional message.
Configure permissions and click Add user.
The user will receive an email inviting them to your trial and prompting them to set a password. Once they set a password, they can access your account.
Configure permissions
Give each user the right level of access to documents, knowledge base settings, and publishing. Let's go through the different roles you will need to fill for a smooth trial experience.
Administrator roles
You will need at least one user in your account to hold administrator roles. Consider the following when configuring administrator permissions:
Billing administrators can add users and manage user permissions. They can also create custom roles.
Customization administrators can add and manage workspaces and knowledge bases and configure knowledge base settings.
A single user can hold multiple administrator roles simultaneously and in combination with non-administrator roles, so you can assign both these roles to a single user when appropriate. We recommend that the person who is leading your trial have both of these roles.
If you are starting a standalone trial from scratch |
If you have added a trial to your Aha! Roadmaps subscription |
You can assign administrator roles to any user in your account. |
You can assign administrator roles to Aha! Roadmaps users. You cannot assign administrator roles to Aha! Knowledge add-on users at this time. |
Non-administrator roles
Non-administrator roles are specific to a workspace. You can give a user a role in a single workspace or multiple workspaces. Consider the following roles when configuring non-administrator permissions:
Workspace contributors can create, manage, and edit workspace documents. They can also create and edit custom document templates. If a knowledge base does not have a custom publishing role enabled, workspace contributors can also publish drafts to a live knowledge base.
Workspace reviewers can add comments to documents and create and assign to-dos. You can grant edit access to reviewers on a per-document basis as well.
Custom roles
To keep tight access on who can publish updates to live knowledge bases, create a custom role specifically for publishing and assign it to a user in your account. When enabled, only users with the custom role will be able to publish updates to your knowledge base.
Billing administrators can create custom roles. A customizations administrator will need to enable the publishing role in your knowledge base before you can assign it to workspace contributors in your user permissions.
Import documents
The quickest way to get started with Aha! Knowledge is to get existing documents into your account. You can import your documents from other tools into your workspace, then organize it however works best for your team.
Navigate to Settings ⚙️ -> Workspace -> Imports to get started. You can import the following document types from other tools:
Create new content
During your trial, try creating new documents to get familiar with what it is like to create and edit content. You can add new documents to your workspace by clicking the Add button and selecting the document type.
Use templates
You can use a template from the Aha! template library to get started in a new document quickly. These purpose-built templates provide a starting point and best practices for a broad variety of different product document types. Here are a few of our most popular templates:
Draft content with AI
Get a head start on drafting documentation with the AI assistant. Use the wand icon in the text editor toolbar to access it, then enter a prompt to craft initial drafts of your documents. This takes a fraction of the time it would take to start from scratch.
You can also use the AI assistant to improve your writing or experiment with writing style. Use it to proofread, shorten or summarize text, improve readability, or rewrite content in a different tone.
Organize documents
Use folders to organize all of the documents you have added to your workspace. Start by listing out all the different types of documents you have in your workspace and the best way to categorize them.
Next, make folders for each category. From your workspace documents, click Add -> Folder to create new folders. Then drag and drop documents to organize them.
If you imported documents into your account, they may already be in folders. You can leave them as they are, or drag and drop to reorganize them the way it makes the most sense for your team.
Create a knowledge base
Once you have documents in your Aha! account, you can create a knowledge base. You must be a customization administrator to do this.
To create a new knowledge base:
Navigate to Settings ⚙️ -> Account -> Knowledge bases to access your account-level knowledge base settings. If you are an Aha! Roadmaps user, you can navigate to Knowledge -> Management to get here quickly.
Click Add knowledge base. Then follow the prompts to create a title, add documents, choose a publishing workflow, and select a brand color.
Click Create knowledge base.
Customize your knowledge base
Tailor your knowledge base specifically to your customers and your brand from the knowledge base's settings.
Navigate to Settings ⚙️ -> Account -> Knowledge bases (or Knowledge -> Management if you are using Aha! Roadmaps) and click the name of your knowledge base. There are many configuration changes you can make to customize your knowledge base. Here are some of the highlights:
What to do |
Where to go in knowledge base settings |
Configure a publishing workflow |
Overview -> Publishing |
Configure SSO for a knowledge base |
Overview -> General -> Access |
Create a homepage |
Homepage -> General |
Create sections on my homepage to highlight featured content |
Homepage -> Featured content |
Customize your knowledge base branding |
Customization -> Branding |
Add a header and footer to your knowledge base |
Customization -> Layout |
Add documents from different workspaces to a knowledge base |
Documents |
Share your knowledge base with stakeholders
Once you have customized and enabled your knowledge base, share the URL with your team so they can help you test it. Let them know if they will need a password to access it or if you have enabled single sign-on. This is also a great time to go through your knowledge base and see if you want to customize anything further.
Make a decision
If you choose to move forward, you can keep your trial data or start over:
Work with Customer Success to pick the Aha! Knowledge plan that is right for your team.
Use our getting started article to configure your new account.
Enjoy! Please reach out to us if you need more help.