Knowledge Base Software: How to Choose the Right Solution for Your Team

Using a knowledge base software, you can create, organize, and share information in a centralized platform. Think of it as a smart repository where documents, manuals, FAQs, procedures, and other resources are stored and accessed quickly.

Nowadays, it’s almost a given that information is one of the most valuable assets for any organization, right? But your time is equally precious. That’s why we’ve put together this article to help you evaluate the key features when selecting a knowledge management system—and save time in the decision-making process.

Key Features to Look for in a Knowledge Base Software

With so many options on the market, understanding which features make a difference for your business helps you unlock the full potential of a knowledge base: organizing data and identifying how digital information is used.

Below, we highlight the key features to consider when evaluating a knowledge base solution.

User-Friendly Interface

An easy-to-use interface is the first step to ensuring that everyone on your team—from developers to non-technical staff—can create, edit, and navigate content without difficulty.

Imagine a tool that works like Google: simple, straightforward, and efficient. This can be applied in various ways within your company. For example, a new employee might need a quick guide to set up their corporate email. With an intuitive interface, they can find step-by-step instructions in seconds, without requiring extensive onboarding training.

Search Functionality

Tools with smart search features, such as category filters, auto-suggestions, and even AI integration, ensure that the right content is found at the right time.

Can you picture how important this is? If someone faces an unusual problem, they can simply use the advanced search field to type in keywords and receive related articles, documents, FAQs, and even past discussions that help them overcome the issue in minutes.

Here’s how impactful this can be: according to McKinsey, employees spend 19% of their workweek—nearly one full day—just searching for information that could be found much more quickly.

Customization and Scalability

Your knowledge base should adapt to your needs. This can be achieved, for example, with customizable templates or scalable structures that grow with your business.

A simple knowledge base might be enough if you only need to document internal processes. However, the same tool should be able to evolve to include self-service portals, CRM integrations, and even real-time data analytics if it becomes relevant over time.

Integration Capabilities

A knowledge base software shouldn’t operate in isolation. It needs to integrate seamlessly with the tools your company already uses, such as CRMs and data analytics platforms. This integration ensures a smooth and efficient workflow.

Imagine a sales team using a CRM like Salesforce. With an integrated knowledge base, they can directly access support documents, sales scripts, and product information—all without leaving the platform.

Security and Access Controls

Protecting sensitive information is a priority. According to specialists, cyber attack is a “matter of when, not if”. 

So, what can a knowledge base do for your business? 

A well-designed knowledge base software strengthens security with built-in access controls, data encryption, and permission settings, ensuring the right people access the right information—no more, no less.

For example, in a scaling tech company, the product team might need technical documentation, while the sales team should only access customer insights and playbooks.

Pro tip: Choose a tool with granular access controls, allowing you to define who can view, edit, or share each type of content. Want to learn more about this? Check out our guide on Role-Based Access Control. 

Knowledge Base Software Solutions

When it comes to choosing a knowledge base solution, the market offers a wide variety of options. Here’s an overview of the top tools available:

• Help Scout: Known for its simplicity and focus on customer support. However, it may be limited in terms of customization and scalability.
• Elium: While Elium is praised for its intuitive interface and effective collaboration features, the platform currently lacks the ability to unpublish content and revert it to a draft state, which can be limiting.
• Notion: Versatile and highly customizable, Notion is popular among teams that need a multifunctional solution. However, its flexibility may require more setup time and it lacks granular permissions.
• Confluence: A robust choice for companies already using other tools in the Atlassian suite, like Jira. However, the learning curve can be steeper for new users.
• Zendesk: Offers a knowledge base integrated with its ticketing system. That said, it may be less effective for internal knowledge management.

AnyDB takes a different approach. It’s more than just a place to document — it’s a connected operations platform built to handle cross-team data, automation, and real-time access.

Instead of static pages and disconnected wikis, AnyDB enables teams to document processes like RFP responses, compliance records, and churned customer tracking, while linking that data to live systems like finance, HR, and operations.

Because it’s as familiar as a spreadsheet, your team won’t need to climb a steep learning curve to get started.

The first 100 users get a full year of AnyDB’s Business subscription! This includes access for up to 50 team members, all essential business features, and the ability to centralize and automate your knowledge—risk-free.

Spots are limited—claim yours now!

How to Implement Knowledge Base Software in Your Organization

Here are the key steps to implementing a knowledge base software in your organization and creating a true turning point for your team’s productivity.

Assess Your Team’s Needs

Before choosing a solution, understand your team’s needs. Ask questions like:

• What are the main challenges the knowledge base should solve?
• Who will be the primary users (customers, internal teams, or both)?
• What tools and systems do we already use that need to be integrated?

For example, if your customer support team deals with a high volume of repetitive questions, a knowledge base focused on self-service might be the best choice. For internal teams, the priority might be document and process management.

Plan and Structure Content

Every knowledge base relies on a clear and organized structure. To achieve this, develop a well-defined taxonomy with categories and subcategories that make navigation easy. For example:

• Main categories: Customer Support, Internal Processes, Training.
• Subcategories: FAQs, Integration Guides, Company Policies.

Additionally, create standardized templates for articles and documents. This not only simplifies workflow organization but also adds consistency and professionalism to your brand.

Train Your Team

Provide training to ensure everyone knows how to contribute to and use the knowledge base effectively. This can be done through workshops to teach employees how to create and edit articles, as well as hands-on sessions to explore features like smart searches and integrations.

Monitor and Update Regularly

A knowledge base isn’t a static project—it’s a living resource that needs regular maintenance and updates. In other words, you need to establish processes for periodic content reviews to ensure information remains accurate and relevant.

Want to make your life easier? Assign someone to review articles monthly and use usage metrics (like access rates and user feedback) to identify areas for gradual improvement.

Empower Your Team with the Right Knowledge Base Software

By centralizing your company’s knowledge in an intuitive and efficient platform, you can solve immediate problems and create a solid foundation for future growth.

And you can take a significant step toward modernizing your business with AnyDB. While other tools focus on solving specific issues, our platform offers a complete solution with:

• Integration of department databases;
• Workflow automation;
• Granular access control; and much more!

Want to discover how these features can be applied to your business? Join the AnyDB waitlist and get a full year of Business subscription — absolutely FREE!

Frequently Asked Questions (FAQ) About Knowledge Base Software

To help you better understand how knowledge base software can benefit your business, we’ve answered the most common questions on the topic.