Your knowledge base

The knowledge base is where your SOPs, recipes, policies and training material live — folders of articles and documents. Admins and managers build it on the web; everyone reads and searches it in the Mays app.

It's in the Basic and Pro plans (and the free trial). On the web it's Knowledge Base in the sidebar; in the app it's the Knowledge tab (KB on Android).

How it's organized

• Folders sit at the top level, and can have folders inside them.
• Articles — pages you write in Mays, with headings, lists, pictures, tables, links and YouTube videos.
• Documents — files you upload: PDF, Word (DOCX), TXT, CSV, Markdown and images (JPG, PNG, WebP), up to 50 MB each.

Articles and documents always go inside a folder.

Create a folder

1. Go to Knowledge Base and click Folder.
2. Type the Folder name and click Create.
3. A new top-level folder starts Private — only you and your admins can see it — so the Share window opens straight away. Choose who can see it (see Who can see what below) and click Share. Close the window when you're done.

A folder you create inside another folder has the same access as that folder.

Write an article

1. Open a folder and click Article.
2. Enter a Title (required) and a short Summary — the summary shows on the article's card and helps people find it when they search in the app.
3. Write the article under Content. The toolbar has headings, bold and italic, lists, quotes, alignment, Insert Image, Insert Link, Embed YouTube Video (paste the video's link) and Insert Table.
4. Click Create & Index for AI.

The article is live as soon as you save it — there are no drafts. To change it later, click it and click Update & Index for AI. Index for AI means Mays AI can use the article to answer questions.

Upload documents

1. Open a folder and click Upload.
2. Drag files onto the window, or click browse to pick them.
3. Click Upload (the button shows how many files), then Done.

Mays reads each document in the background so it can be searched and used by Mays AI. Click a document to preview it: PDFs, pictures and text files open in the browser; for other files use Download or New tab.

Admins can also bring files in from Dropbox or Google Drive with the buttons at the top.

Organize

Right-click a card, or hover and click ⋮:

• Rename
• Share… — change who can see it.
• Move to... — pick another folder.
• Delete — asks once, then deletes for good (there's no trash). Deleting a folder also deletes the articles and documents in it.

The search box at the top finds folders, articles and documents by name in the folder you're looking at.

Who can see what

In the Share window you choose who — Everyone in org, A location, A role or A specific person — and whether they Can view or Can edit, then click Share. People with access lists everyone who has it.

In the app

The Knowledge tab (KB on Android) shows the folders you have access to. Tap a folder to open it, then an article to read it or a document to open it right in the app. YouTube videos in an article play when you tap them.

• Search (at the top) looks through folder names, article titles and summaries, and document names across the whole knowledge base — type at least two letters.
• The app is for reading: articles and documents are added and changed on the web.
• You need a connection to open the knowledge base.
• To send an article to someone, open a chat, tap the attachment button and choose Article.

Good to know

• Not in your plan? On the web, Knowledge Base shows a lock and an Upgrade plan button. The app tab stays, but shows No content yet.
• Search on the web only matches names in the folder you're in. To find something inside your articles and documents, ask the AI Assistant in the app's Chat tab — it answers from your knowledge base.
• Empty folder in the app? It hasn't been shared with you, or nothing's been added yet — ask your manager.