Knowledge pages in Aptly are designed to be dynamic, collaborative, and easy to manage. In the upper-right corner of any knowledge page, you’ll find a set of actions that help you interact with, manage, and share your content.
Below is a breakdown of each option and how to use it (from left to right).
Ask AI (Premium Feature)
If you have a premium subscription, you’ll see the Ask AI option.
What it does
Ask AI allows you to:
- Ask questions about the current document
- Ask broader questions across your entire knowledge database
Why it’s helpful
This is especially useful for teams who:
- Need quick answers to procedures or policies
- Don’t want to manually search through multiple documents
Ask AI will generate a response and include links to the source content, so you can easily verify where the information came from.
Version History
The Version History option gives you visibility into changes made to the document over time.
What you can do
- View a list of all saved versions
- Click into a previous version to review it
- Restore an earlier version if needed
Once you’re done reviewing, you can use the back arrow to return to your current document and continue editing.
Share & Privacy Settings
You can easily share your knowledge page and control who has access.
Share to Web
- Generate a link to access the document externally
Privacy Options
You can choose between:
- Public: Anyone in your organization can view the page
- Private: Only selected users or teams can access
Permission Levels (Private Only)
When a page is set to private, you can assign roles:
- Editor: Full edit access
- Commenter: Can view and leave comments
- Reader: View-only access
- Remove Access: Revoke permissions entirely
💡 You can also assign access by team or role, making it easier to manage permissions at scale.
Related
The Related panel shows any items linked to the knowledge page.
What you’ll see
- Associated cards
- Linked contacts
This gives you quick access to all related records without needing to search elsewhere.
Comments
The Comments section allows you to:
- View all comments on the page
- See both open and resolved conversations
This is helpful for collaboration, feedback, and keeping track of updates or discussions tied to the document.
Open in Pop-Up
The Pop-Up View lets you open the knowledge page in a separate window within the platform.
Why use it
- Makes it easier to reference the document while working elsewhere
- Keeps your workflow uninterrupted without navigating away
Clone Page
The Clone option creates a duplicate of the current knowledge page.
What to expect
- The cloned page will appear at the bottom of your pages list
- Great for reusing templates or creating variations of existing content
Full Width View
Switching to Full Width expands your document view by removing unused space on the left side.
Best for
- Longer documents
- Easier reading and editing
- Cleaner formatting experience
Archive
The Archive option removes the page from your active list.
Where it goes
- Archived pages are stored in the Trash, located at the bottom of your pages navigation
You can always revisit or restore pages from there if needed.
Key Takeaway
The actions in the upper-right corner of a knowledge page give you full control over how you:
- Access information
- Collaborate with your team
- Manage document history
- Share and secure content
Understanding these tools will help you keep your knowledge base organized, accessible, and easy to maintain.