# Best Knowledge Management Software - Page 15 *By [Neeraja Prakash](https://research.g2.com/insights/author/neeraja-prakash)* Knowledge management software, or KM software, supports an integrated approach to identifying, capturing, retrieving, and sharing information assets that have a strong focus on—how to accomplish a task, how to handle a situation, how a process works, and how to get a job done. These assets may include text documents, presentations, images, audio and video files, and other data types. The purpose of knowledge management software is to capture and distribute knowledge, allowing members of an organization, along with its partners and customers, to access and use the information effectively. Having a centralized repository where this knowledge is stored helps create a single source of truth in an organization, eliminating confusion and reducing the time to find information. Knowledge management encompasses a range of specialized software products, with four subcategories—[knowledge base software](https://www.g2.com/categories/knowledge-base), [Q&A platforms software](https://www.g2.com/categories/q-a-platforms), [standard operating procedures software](https://www.g2.com/categories/standard-operating-procedures), and [work instructions software](https://www.g2.com/categories/work-instructions). While some products are solely placed in one category, others with overlapping feature sets are placed in multiple. ## Top Knowledge Management Software at a Glance | # | Product | Rating | Best For | What Users Say | |---|---------|--------|----------|----------------| | 1 | [Slack](https://www.g2.com/products/slack/reviews) | 4.5/5.0 (37,447 reviews) | Searchable team knowledge with channel-based context | "[Slack as a Searchable Team Memory with Powerful Workflow and ChatOps Integrations](https://www.g2.com/survey_responses/slack-review-13068265)" | | 2 | [Confluence](https://www.g2.com/products/confluence/reviews) | 4.1/5.0 (4,245 reviews) | Jira-connected team knowledge and documentation | "[The Ultimate Source of Truth for Engineering and Product Teams](https://www.g2.com/survey_responses/confluence-review-12546661)" | | 3 | [Notion](https://www.g2.com/products/notion/reviews) | 4.6/5.0 (11,087 reviews) | Relational knowledge bases with AI-queryable context | "[AI Notetaking and Shared Notion Folders That Keep Our Team Aligned](https://www.g2.com/survey_responses/notion-review-13085786)" | | 4 | [ClickUp](https://www.g2.com/products/clickup/reviews) | 4.6/5.0 (12,501 reviews) | Centralized knowledge with multi-view task hierarchy | "[ClickUp Centralizes Projects and Strategy to Boost Productivity](https://www.g2.com/survey_responses/clickup-review-13075528)" | | 5 | [NinjaOne](https://www.g2.com/products/ninjaone/reviews) | 4.7/5.0 (4,349 reviews) | Endpoint knowledge with background-mode remediation | "[NinjaOne Streamlines Endpoint Management and Remote Troubleshooting](https://www.g2.com/survey_responses/ninjaone-review-12791930)" | | 6 | [Scribe](https://www.g2.com/products/scribe/reviews) | 4.8/5.0 (893 reviews) | Click-capture SOP documentation with AI annotation | "[Detailed Screenshots, User-Friendly, and a Huge Upgrade from Manual Documentation](https://www.g2.com/survey_responses/scribe-review-12968483)" | | 7 | [MaintainX](https://www.g2.com/products/maintainx/reviews) | 4.8/5.0 (1,527 reviews) | AI-assisted maintenance procedure and asset knowledge capture | "[Helping Transform Maintenance from Reactive to Proactive](https://www.g2.com/survey_responses/maintainx-review-12996913)" | | 8 | [Connecteam](https://www.g2.com/products/connecteam/reviews) | 4.6/5.0 (3,491 reviews) | Deskless workforce knowledge and compliance distribution | "[Connecteam Review](https://www.g2.com/survey_responses/connecteam-review-10735494)" | | 9 | [Guru](https://www.g2.com/products/guru/reviews) | 4.7/5.0 (2,259 reviews) | Verified knowledge delivery inside daily workflows | "[A fast and user-friendly knowledge platform with room to grow](https://www.g2.com/survey_responses/guru-review-11254414)" | | 10 | [ABB Electronic Work Instructions](https://www.g2.com/products/abb-electronic-work-instructions/reviews) | 4.4/5.0 (51 reviews) | Paperless shopfloor SOPs with 3D work instructions | "[Easy Rollout and Instant Access to Digital Manuals](https://www.g2.com/survey_responses/abb-electronic-work-instructions-review-12496386)" | ## G2 Grid® for Knowledge Management Software ![G2 Grid® for Knowledge Management Software plotting products by satisfaction and market presence](https://www.g2.com/categories/knowledge-management/grids.png?focus%5B%5D=3437&focus%5B%5D=280&focus%5B%5D=82623&focus%5B%5D=25675&focus%5B%5D=25671&focus%5B%5D=162357&focus%5B%5D=112031&focus%5B%5D=20433) Highlighted products: Slack, Confluence, Notion, ClickUp, NinjaOne, Scribe, MaintainX, and Connecteam. Underlying data: [Grid® JSON](https://www.g2.com/categories/knowledge-management/grids.json?focus%5B%5D=slack&focus%5B%5D=confluence&focus%5B%5D=notion&focus%5B%5D=clickup&focus%5B%5D=ninjaone&focus%5B%5D=scribe&focus%5B%5D=maintainx&focus%5B%5D=connecteam) ## How Many Knowledge Management Software Products Does G2 Track? **Total Products under this Category:** 457 ### Category Stats (Jul 2026) - **Average Rating**: 4.49/5 The average rating of products in this category, based on all submitted ratings - **Top Trending Product**: Bettermode (+0.8%) - Among all products in this category, Bettermode recorded the largest rating increase compared to last month *Last updated: July 10, 2026* ## How Does G2 Rank Knowledge Management Software Products? **Why You Can Trust G2's Software Rankings:** - 30 Analysts and Data Experts - 110,700+ Authentic Reviews - 457+ Products - Unbiased Rankings G2's software rankings are built on verified user reviews, rigorous moderation, and a consistent research methodology maintained by a team of analysts and data experts. Each product is measured using the same transparent criteria, with no paid placement or vendor influence. While reviews reflect real user experiences, which can be subjective, they offer valuable insight into how software performs in the hands of professionals. Together, these inputs power the G2 Score, a standardized way to compare tools within every category. ## Which Knowledge Management Software Is Best for Your Use Case? - **Leader:** [Slack](https://www.g2.com/products/slack/reviews) - **Highest Performer:** [Hudu](https://www.g2.com/products/hudu/reviews) - **Top Trending:** [NinjaOne](https://www.g2.com/products/ninjaone/reviews) - **Best Free Software:** [Notion](https://www.g2.com/products/notion/reviews) --- **Sponsored** ### livepro Knowledge Management livepro is a comprehensive Customer Experience Knowledge Management solution designed to enhance the efficiency and effectiveness of customer service operations across various industries. Since its inception in 2001, livepro has been dedicated to providing a robust knowledge management platform that empowers customer service centers & departments that support them in sectors such as Banking and Finance, Airlines, Insurance, Superannuation, Education, Health, and Government. The primary goal of livepro is to streamline the process of delivering accurate information to agents, thereby improving overall customer experience. The target audience for livepro includes organizations that prioritize customer service excellence and seek to optimize their knowledge management processes. By offering a feature-rich yet user-friendly interface, livepro allows customer service representatives to access reliable answers quickly, eliminating the need to sift through lengthy documents. This intuitive design not only enhances the speed of customer service interactions but also significantly reduces the training time required for staff, enabling them to confidently address customer inquiries with minimal onboarding. One of the standout features of livepro is its powerful search functionality, which serves as a single source of truth for organizations. This feature ensures that agents can retrieve consistent and accurate answers across multiple channels, including phone, email, front counter, website, self-service portals, live chat, and even modern virtual assistants. By providing immediate access to information, livepro helps organizations respond to even the most complex customer questions efficiently, thereby fostering a more satisfying customer experience. The benefits of implementing livepro extend beyond improved customer satisfaction. Organizations can expect a reduction in average handling time (AHT) and a decrease in training costs, as staff become more adept at navigating the system with ease. Additionally, livepro minimizes compliance and risk factors by offering clear, easy-to-follow process guidance, which helps ensure that agents adhere to established protocols. Overall, livepro stands out in the knowledge management category by delivering a solution that not only enhances the capabilities of customer service teams but also positively impacts the bottom line through operational efficiencies. [Visit website](https://www.g2.com/external_clickthroughs/record?secure%5Bad_program%5D=ppc&secure%5Bad_slot%5D=category_product_list&secure%5Bcategory_id%5D=1043&secure%5Bchosen_at%5D=2026-07-11T04%3A43%3A55Z&secure%5Bdisplayable_resource_id%5D=1043&secure%5Bdisplayable_resource_type%5D=Category&secure%5Bmedium%5D=sponsored&secure%5Bplacement_reason%5D=page_category&secure%5Bplacement_resource_ids%5D%5B%5D=1043&secure%5Bprioritized%5D=false&secure%5Bproduct_id%5D=55822&secure%5Bresource_id%5D=1043&secure%5Bresource_type%5D=Category&secure%5Bsource_type%5D=category_page&secure%5Bsource_url%5D=https%3A%2F%2Fwww.g2.com%2Fcategories%2Fknowledge-management%3Fopen_modal_url%3D%252Fproducts%252Fbitrix24%252Fwishlists%253Fhost_path%253D%25252Fcategories%25252Fknowledge-management%2526source%253Dcategory&secure%5Btoken%5D=f79dcaaf8373a0a18c39fa328e5eda8734d8414ae1becb72e77a4dc7ea526c19&secure%5Burl%5D=https%3A%2F%2Flivepro.com%2F&secure%5Burl_type%5D=book_demo) --- ## What Are the Top-Rated Knowledge Management Software Products in 2026? ### 1. [Factbird](https://www.g2.com/products/factbird/reviews) Factbird is a manufacturing intelligence solution designed to help users streamline data gathering and analysis across various manufacturing processes. By integrating advanced technology with practical applications, Factbird aims to enhance operational efficiency, optimize processes, and promote sustainable practices within the manufacturing sector. This innovative system is tailored for manufacturers seeking to leverage data for continuous improvement and informed decision-making. The product combines edge devices, sensors, and cameras to facilitate in-depth data acquisition, ensuring that manufacturers can capture critical information in real time. The accompanying cloud-based application processes this data, transforming it into actionable insights that drive operational performance. Factbird is particularly suited for both small and large enterprises, making it an ideal choice for production managers, quality assurance teams, and maintenance personnel who require reliable data to monitor performance and implement corrective actions. Factbird's key features include built-in Overall Equipment Effectiveness (OEE) calculations and production monitoring tools, which enable users to evaluate their manufacturing efficiency accurately. The system's video capture capabilities and historical data analytics support ongoing improvements by providing insights into past performance, allowing organizations to identify trends and areas for enhancement. Additionally, Factbird facilitates process and quality performance management, ensuring that manufacturers can maintain high standards throughout their operations. Another significant benefit of Factbird is its focus on maintenance management. The solution supports both corrective and proactive maintenance strategies by providing real-time and historical equipment data, allowing users to anticipate potential issues before they escalate. This proactive approach helps minimize downtime and enhances overall productivity. Furthermore, the application tracks and analyzes utility consumption during production processes, enabling manufacturers to identify areas for energy savings and sustainability initiatives, which are increasingly important in today’s manufacturing landscape. Factbird stands out in the manufacturing intelligence category by offering a holistic approach to data analysis and operational optimization. By empowering manufacturers to achieve their goals effectively, Factbird not only enhances productivity but also promotes a culture of continuous improvement and sustainability within the manufacturing sector. **Average Rating:** 4.6/5.0 **Total Reviews:** 62 **Who Is the Company Behind Factbird?** - **Seller:** [Factbird](https://www.g2.com/sellers/factbird) - **Company Website:** https://www.factbird.com/ - **Year Founded:** 2016 - **HQ Location:** Copenhagen, DK - **Twitter:** @factbird_aps (16 Twitter followers) - **LinkedIn® Page:** https://www.linkedin.com/company/factbird-aps/ (91 employees on LinkedIn®) **Who Uses This Product?** - **Top Industries:** Food Production, Pharmaceuticals - **Company Size:** 61% Mid-Market, 23% Small-Business #### What Are Factbird's Pros and Cons? **Pros:** - Ease of Use (11 reviews) - Customer Support (5 reviews) - Quality (5 reviews) - Setup Ease (5 reviews) - User Interface (5 reviews) **Cons:** - Complex Usability (5 reviews) - Difficult Learning (4 reviews) - Limited Customization (2 reviews) - Confusing Procedures (1 reviews) - Inadequate Analytics (1 reviews) ### What Do G2 Reviewers Say About Factbird? *AI-generated summary from verified user reviews* **Pros:** - Users value the **ease of use** of Factbird, enjoying seamless installations and intuitive interfaces for effortless data access. - Users highly value the **responsive and helpful customer support** provided by Factbird, enhancing the overall experience. - Users appreciate the **reliable performance** of Factbird, enhancing operational metrics and live data tracking effectively. - Users commend the **super easy setup** of Factbird, enhanced by excellent customer support and intuitive design. - Users enjoy the **modern and intuitive user interface** of Factbird, enhancing navigation and data visualization effortlessly. **Cons:** - Users face **complex usability issues** with Factbird due to misunderstandings of terms and lack of beginner guides. - Users find the initial setup and **difficult learning curve** challenging, needing assistance to fully utilize Factbird's capabilities. - Users find the **limited customization** options of Factbird hinder their ability to tailor the tool to specific needs. - Users find the **sensor configuration process confusing** , which complicates their overall experience with Factbird. - Users face challenges with **inadequate analytics** due to unclear terminology, leading to misinterpretations of data. #### What Are Recent G2 Reviews of Factbird? **"[Effortless Setup with Unparalleled Support](https://www.g2.com/survey_responses/factbird-review-12407600)"** **Rating:** 5.0/5.0 stars *— Alex t.* [Read full review](https://www.g2.com/survey_responses/factbird-review-12407600) --- **"[Factbird quickly creates transparency and increases production performance](https://www.g2.com/survey_responses/factbird-review-11611874)"** **Rating:** 5.0/5.0 stars *— Martin S.* [Read full review](https://www.g2.com/survey_responses/factbird-review-11611874) --- ### 2. [FactNexus](https://www.g2.com/products/factnexus/reviews) FactNexus is an Australian software services provider specializing in knowledge graph technologies to enhance structured knowledge management and generative AI applications. Their suite of tools enables enterprises to capture, formalize, and utilize their internal knowledge effectively, facilitating informed decision-making and the development of AI-driven solutions. Key Features and Functionality: - Knowledge Capture: Tools that allow domain experts to contribute to structured knowledge within the enterprise. - Formalization: Creation of formal knowledge structures to simplify decision-making and address complex problems. - Application Development: Utilization of formalized knowledge to implement AI and traditional applications tailored to enterprise needs. - AI Governance: Applications that provide transparent and understandable controls and guidance for AI usage. Primary Value and Solutions: FactNexus addresses the challenge of managing and leveraging enterprise knowledge by offering tools that transform unstructured data into structured, actionable insights. Their solutions empower organizations to build and maintain knowledge graphs, integrate them with generative AI models like ChatGPT, and implement AI governance frameworks. This approach enhances productivity, reduces biases and inaccuracies in AI outputs, and ensures that AI applications align with organizational goals and compliance requirements. **Who Is the Company Behind FactNexus?** - **Seller:** [FactNexus](https://www.g2.com/sellers/factnexus) - **Year Founded:** 2010 - **HQ Location:** Sydney - **Twitter:** @AskKayBot (5 Twitter followers) - **LinkedIn® Page:** https://www.linkedin.com/company/1546147 (1 employees on LinkedIn®) ### 3. [FAQ Ally](https://www.g2.com/products/faq-ally/reviews) FAQ Ally turns your company’s documents into a practical AI assistant that employees can chat with to get instant, accurate answers. Instead of digging through folders, PDFs, or outdated knowledge bases, teams can simply ask a question and receive a clear response drawn directly from your own policies, handbooks, onboarding guides, and internal files. FAQ Ally is designed to reduce interruptions, eliminate repetitive questions, and make institutional knowledge easy to access across the organization. Many businesses already have the information they need — it’s just scattered, inconsistent, and difficult to search. HR teams answer the same policy questions daily. Operations staff repeat procedures. New employees struggle to find the right documents. FAQ Ally solves this by organizing your knowledge and turning it into a conversational interface employees actually use. Upload documents as they are, assign tags, and train AI agents that specialize in specific topics like HR, compliance, onboarding, or SOPs. The system retrieves relevant sections and generates grounded answers based only on your approved content. Accuracy and trust are central to the platform. Responses are powered by your documents, not the public internet, helping ensure answers stay aligned with company policy. FAQ Ally is built for internal knowledge, where correctness matters more than cleverness. Intelligent caching and document indexing keep answers fast and consistent, even as your content grows. Teams can access the assistant through on-premise chat, a website widget, or API integration with existing tools. The result is a workplace where knowledge is no longer locked in files or trapped in a few people’s heads. Employees become more self-sufficient, onboarding improves, and managers spend less time repeating information. FAQ Ally helps small and growing businesses scale their internal communication without adding complexity, turning everyday documents into a living, searchable assistant that works 24/7. It’s not about replacing people — it’s about freeing them from routine knowledge bottlenecks so they can focus on higher-value work. **Who Is the Company Behind FAQ Ally?** - **Seller:** [LOB Labs](https://www.g2.com/sellers/lob-labs-2572b354-1323-453b-9dd3-c0c9b9ac9144) - **HQ Location:** United States - **LinkedIn® Page:** https://www.linkedin.com/company/No-Linkedin-Presence-Added-Intentionally-By-DataOps (1 employees on LinkedIn®) ### 4. [FirmCover](https://www.g2.com/products/firmcover/reviews) FirmCover® is the complete solution for seamlessly safekeeping Procedural Documentation in a secure environment and facilitating updates. **Who Is the Company Behind FirmCover?** - **Seller:** [FirmCover](https://www.g2.com/sellers/firmcover) - **HQ Location:** Hackensack, US - **LinkedIn® Page:** http://www.linkedin.com/company/benchmark-technologies-international-incorporated (1 employees on LinkedIn®) ### 5. [Flowshare](https://www.g2.com/products/sofia-gertzen-flowshare/reviews) FlowShare is a one-of-a-kind documentation tool that runs in the background, automatically documenting every action you take, creating step-by-step guides for your staff to train themselves on complex tasks and processes. It's fast, gets your documentation done in just hours, instead of days or weeks, works with any type of software on Windows and saves time and money training staff. You get easy to distribute accurate information with all of your guides looking great - no matter who creates them! **Who Is the Company Behind Flowshare?** - **Seller:** [Sofia Gertzen](https://www.g2.com/sellers/sofia-gertzen) - **Year Founded:** 2016 - **HQ Location:** Hamburg, DE - **LinkedIn® Page:** https://www.linkedin.com/company/flowshare/ (10 employees on LinkedIn®) ### 6. [FolderManifest](https://www.g2.com/products/foldermanifest/reviews) FolderManifest is a privacy-first desktop software for Windows that helps individuals and organizations verify, document, and audit large folders without sending any data to the cloud. It automatically scans a selected directory, identifies duplicate files using checksum comparison, detects changes across folder versions, and generates a clean HTML manifest report that can be shared, archived, or used for compliance and audit workflows. Unlike traditional duplicate finders or cloud-based file management tools, FolderManifest is built for professionals who manage large, sensitive, or mission-critical file libraries—such as researchers, project managers, studios, engineering teams, compliance teams, digital archivists, and IT administrators. Because the entire process runs locally and offline, no file content or metadata ever leaves the user’s machine, ensuring complete privacy and control. FolderManifest addresses common challenges users face when dealing with complex folder structures: manually tracking duplicates, cleaning disorganized assets, preparing datasets for handover, validating backup integrity, or reconstructing a clear audit trail after months—or years—of file changes. With checksum-based verification, FolderManifest detects duplicate or modified files even if they have different names or timestamps, making it especially valuable for environments that rely on reliable version control and data accuracy. The software produces export-ready HTML manifest reports that include folder trees, file metadata, counts, sizes, modification details, and integrity validation results. These reports are frequently used for research reproducibility, client delivery documentation, compliance audits, data migrations, archival preservation, and collaborative team review. Every license is a one-time, lifetime purchase with unlimited scans, unlimited reports, and unlimited verification runs—no subscriptions and no recurring fees. FolderManifest supports up to 10 devices depending on license tier, making it suitable for individuals, households, studios, and distributed teams managing shared assets. Whether you’re preparing an archive for long-term storage, cleaning up years of project files, verifying that backups are accurate, or organizing a massive media or research dataset, FolderManifest provides a fast, secure, and fully offline solution to bring clarity, confidence, and audit-ready structure to your file system. Includes free online tools (no account required, files never stored): - File integrity checker: https://foldermanifest.com/free-tools/compare-files - Duplicate file finder: https://foldermanifest.com/free-tools/find-duplicates - Folder comparison tool: https://foldermanifest.com/free-tools/folder-compare - SHA-256 / MD5 / CRC32 checksum calculator: https://foldermanifest.com/free-tools/checksum-calculator - File metadata extractor: https://foldermanifest.com/free-tools/metadata-viewer - Spreadsheet duplicate finder: https://foldermanifest.com/free-tools/spreadsheet-duplicate-finder **Average Rating:** 4.9/5.0 **Total Reviews:** 19 **Who Is the Company Behind FolderManifest?** - **Seller:** [ARCED International](https://www.g2.com/sellers/arced-international) - **HQ Location:** Sheridan, US - **LinkedIn® Page:** https://www.linkedin.com/company/arced-international/ (3 employees on LinkedIn®) **Who Uses This Product?** - **Who Uses This:** Research Assistant - **Top Industries:** Research - **Company Size:** 95% Small-Business, 5% Mid-Market #### What Are FolderManifest's Pros and Cons? **Pros:** - Ease of Use (13 reviews) - Document Organization (12 reviews) - Organization (12 reviews) - Efficiency (7 reviews) - Storage Solutions (5 reviews) **Cons:** - Missing Features (5 reviews) - UX Improvement (4 reviews) - Limited Customization (3 reviews) - Learning Curve (2 reviews) - Limited Functionality (2 reviews) ### What Do G2 Reviewers Say About FolderManifest? *AI-generated summary from verified user reviews* **Pros:** - Users appreciate the **ease of use** of FolderManifest, enabling quick organization and efficient management of files and folders. - Users value the **document organization** capabilities of FolderManifest, enhancing workflow efficiency and reducing errors significantly. - Users value the **clarity and efficiency** of FolderManifest in organizing projects and managing file duplicates effortlessly. - Users value the **efficiency** of FolderManifest, simplifying project organization and reducing errors in file management. - Users appreciate the **high-accuracy duplicate search** and organized reports of FolderManifest, enhancing their file management experience. **Cons:** - Users find the **missing features** of FolderManifest, like Mac compatibility and automation options, quite limiting. - Users note the **user experience can be improved** , as the interface lacks friendliness and efficiency in navigation. - Users find the **limited customization options** of FolderManifest challenging for adapting workflows to different project needs. - Users note a **steep learning curve** due to the interface and features, making it challenging for beginners. - Users find the **limited functionality** of FolderManifest frustrating, as it lacks advanced features for efficient file management. #### What Are Recent G2 Reviews of FolderManifest? **"[Fast, Clean Offline Folder Monitoring That Automates the Grunt Work](https://www.g2.com/survey_responses/foldermanifest-review-12234410)"** **Rating:** 5.0/5.0 stars *— Celine Hoimanti B.* [Read full review](https://www.g2.com/survey_responses/foldermanifest-review-12234410) --- **"[Outstanding Experience from Start to Finish](https://www.g2.com/survey_responses/foldermanifest-review-12161730)"** **Rating:** 5.0/5.0 stars *— Redoun S.* [Read full review](https://www.g2.com/survey_responses/foldermanifest-review-12161730) --- ### 7. [Galeby](https://www.g2.com/products/galeby/reviews) Just speak, and let the AI transcribe, clean up and structure your voice. Create clean transcripts, blog posts, video scripts & more. And it works in 50+ languages! **Who Is the Company Behind Galeby?** - **Seller:** [Galeby](https://www.g2.com/sellers/galeby) - **HQ Location:** N/A - **LinkedIn® Page:** https://www.linkedin.com/company/No-Linkedin-Presence-Added-Intentionally-By-DataOps (1 employees on LinkedIn®) ### 8. [GateAI](https://www.g2.com/products/gateai/reviews) Knowledge Workers struggle to leverage GenAI for knowledge generation across vast systems and documents. GateAI transforms your data into actionable insights, creating focused scopes that empower smarter, faster decision-making for knowledge workers. The platform is specifically designed for knowledge workers, to enable them to make faster decisions with trusted AI insights. Through our pioneering Human-in-the-loop framework, GateAI enables knowledge workers to efficiently manage, integrate, and analyse their data across various document formats and systems. Emphasising innovation, accuracy and compliance, GateAI is committed to empowering knowledge workers to achieve faster and more accurate decision-making. GateAI transforms unstructured data from multiple company sources into actionable insights, simplifying AI adoption for organisations across all industries. By offering personalised knowledge graphs, GateAI tailors information to individual roles, projects, and departments, significantly enhancing productivity and decision-making capabilities. GateAI Benefits Across Industries: GateAI enables knowledge workers in a variety of ways. These benefits can be classified along a spectrum of use cases. Some of these advantages are listed herewith Data Integration and Analysis: Quickly gather and analyse data from multiple sources, driving informed decision-making and efficient problem-solving. GateAI's AI-powered solutions provide a centralised platform for accessing and analysing information, ensuring that businesses can make strategic decisions based on comprehensive insights. Cross-Departmental Coordination: Coordinate strategies across departments with real-time updates and automated communications, improving team productivity and alignment. This seamless collaboration allows organisations to maintain cohesion and ensures that all stakeholders are informed and aligned with organisational goals. Document Production and Compliance: Produce accurate reports, presentations, and key documents with human-in-the-loop verification, ensuring compliance and reliability. GateAI maintains comprehensive audit trails and document sourcing, which aids knowledge workers in managing regulatory compliance efficiently. Workflow Optimization: Align goals, prioritise workflows, and centralise resources to complete tasks faster and maintain project alignment. By identifying process improvements and integrating feedback, GateAI supports continuous performance optimization and growth. Collaboration and Innovation: Facilitate real-time teamwork by allowing multiple knowledge workers to engage with shared data and insights. By promoting cohesive and informed decision-making, GateAI enhances organisational innovation and competitiveness. GateAI Features Search and Tag Businesses can search across all their files in SharePoint, OneDrive, Salesforce, and local drives from a single location. New Knowledge Generation GateAI provides businesses with accurate information and context. The knowledge graph allows for the discovery of connections within data, delivering faster and more relevant answers. Teams can collaborate in real-time, enabling multiple members to work together on important decisions. Additionally, businesses can extract information from all company documents for various queries. Verified Answers with Citations Businesses can enhance the quality of AI output by verifying it with citations and highlights from the original documents. A complete audit trail is accessible for all AI-generated answers. Generate New Documents Businesses can generate customized documents specific to their needs by collecting data from multiple sources, feeding it into pre-designed templates, and automatically creating tailored reports. Secure Data and Ensure Compliance Businesses can utilize their own private LLM, powered by insights derived from their unique data, to ensure security and maintain compliance. WOLFF: The AI-Powered Tax Assistant A specialized solution for the UK tax industry, WOLFF is GateAI’s advanced AI-powered Tax Assistant crafted to simplify tax research. By integrating HMRC manuals, UK legislation, and Case Law, WOLFF provides a seamless and efficient tax research experience. With AI-driven research capabilities, a comprehensive knowledge base, and client-specific insights, WOLFF offers precise, accurate information and targeted answers to complex tax-related questions. Wolff Tax ensures tax professionals have accurate, actionable, and up-to-date information at their fingertips all the time. Wolff Tax Features: Save Responses as PDF Save questions and responses with citations as a PDF for future reference, ensuring you have a reliable record of your tax research. Real-Time Search & Chat Interact with Wolff Tax in a conversational interface—get answers in real time and clarify complex issues on the spot. Audit-Ready Citations Generate full audit trails of your research, complete with citations and source documents, for accuracy and transparency. Legislation & Case Law Navigator Stay ahead of the curve with a built-in navigator for the latest updates on tax legislation and case law developments. Uses for Accountants Quickly access the latest UK tax regulations and policies. ‍ Utilize AI-driven capabilities to generate compliance reports automatically. ‍ Get responses to questions about HMRC tax regulations with citations. ‍ Automate the generation of tax filings, invoices, and other necessary documents. Uses for Tax Advisors Expedite tax research through streamlined access to extensive tax data and policy documents. ‍ Receive immediate, accurate and up-to-date responses on all queries from the HMRC database. Effortlessly retrieve and interpret relevant regulation updates. Receive citations for all AI-generated inputs and data. ‍ Manage a diverse client base efficiently through integrations with all your other tools. Real-World Benefits: - AI Document Research: Instantly access data and inputs from all internal documents through GateAI's platform, ensuring comprehensive research capabilities. - Accurate Knowledge Systems:Generate knowledge banks for all roles with information and citations, enabling precise and informed decision-making. - Secure Internal Data Handling: Utilize private LLMs to secure sensitive company data, maintaining confidentiality and control over information without risking exposure to public models. - Enhanced Productivity and Decision Accuracy: Automate routine tasks to allow knowledge workers to focus on high-value activities, increasing overall productivity and decision accuracy. GateAI's commitment to innovation ensures that businesses can continuously improve their knowledge assets with a system that learns and adapts with feedback. By providing a secure, compliant, and user-friendly platform, GateAI empowers knowledge workers to unlock their full potential, driving innovation and growth across industries. Manoj Ganapathy brings a wealth of expertise and experience to GateAI. Manoj has founded two startups, with his first product being acquired by Salesforce, showcasing his ability to create market-responsive technological solutions. **Who Is the Company Behind GateAI?** - **Seller:** [GateAI](https://www.g2.com/sellers/gateai) - **Year Founded:** 2023 - **HQ Location:** N/A - **Twitter:** @gateaiai (2 Twitter followers) - **LinkedIn® Page:** https://www.linkedin.com/company/gateai/?originalSubdomain=in (2 employees on LinkedIn®) ### 9. [GEN-OPS1 Digital Work Instruction Platform](https://www.g2.com/products/gen-ops1-digital-work-instruction-platform/reviews) GEN-OPS 1 is an excellent Lean SaaS for better stability in your House of Lean. Ten years in the making, and used by customers in mining, aviation, automotive, manufacturing, healthcare, and logistics it helps you create a Digital Twin of your organization. It's simple to build brilliant standard work instructions. You will enable higher performance in quality and productivity while safeguarding your people. Our product makes it easy to create, share, govern, control, and comply to standards with a low monthly subscription. You do the exciting stuff: improving, best practice sharing, confirming, authorizing, and coaching. We’ll do the boring stuff: governing, versioning, archiving, tracking, alerting, emailing, checking, rendering, and storing. **Who Is the Company Behind GEN-OPS1 Digital Work Instruction Platform?** - **Seller:** [GENEO Software Ltd.](https://www.g2.com/sellers/geneo-software-ltd) - **Year Founded:** 2007 - **HQ Location:** Leamington Spa, GB - **LinkedIn® Page:** https://www.linkedin.com/company/geneo-software-ltd (28 employees on LinkedIn®) ### 10. [Glyde - Free AI SOP Creator](https://www.g2.com/products/glyde-free-ai-sop-creator/reviews) Glyde turns screen recordings into polished, step-by-step documentation—automatically. Instead of taking screenshots, pasting them into a doc, and writing captions by hand, you record a workflow once and Glyde’s multimodal AI writes the SOP for you: structured steps, annotated screenshots, and the context behind each action. Capture happens however your team already works. Use the lightweight Chrome extension to record clicks, navigation, and inputs in the background; upload your own video files (MP4, MOV); or paste a Loom link. Teams migrating from Loom can batch-import an entire library—up to 500 videos at once—and convert them into searchable, structured guides. Glyde can even auto-segment a single long recording into multiple distinct documents. What sets Glyde apart from tools like Scribe and Tango is output quality. Rather than generic “Click the button” captions, Glyde’s pipeline reads DOM state, structured step data, screenshots, and optional voice narration to explain what you did, why it matters, and where it fits in the process. Every SOP is fully editable in a rich text editor—reorder steps, swap screenshots, and format freely. Built for operations, support, and onboarding teams, Glyde includes Guide Me (interactive in-browser walkthroughs that highlight exactly where to click), SmartBlur on-device PII redaction that masks passwords, emails, and card numbers before anything leaves your browser, and export to PDF, DOCX, Notion, Confluence, and Google Drive. Content can be generated in 37+ languages with one-click translation. The result: process documentation that’s genuinely usable on a new hire’s first day—created in minutes, not hours. **Who Is the Company Behind Glyde - Free AI SOP Creator?** - **Seller:** [Glyde](https://www.g2.com/sellers/glyde) - **HQ Location:** N/A - **LinkedIn® Page:** https://www.linkedin.com/company/glydehq (1 employees on LinkedIn®) ### 11. [Graphical Documentation (GDOC)](https://www.g2.com/products/graphical-documentation-gdoc/reviews) GDOC allows assembly instructions and multimedia content to be assigned to assemblies either at the component level or at the assembly level. Multimedia content including text, pictures, video, documents and links GDOC includes a graphical editor for engineers and a viewer for operations with work instructions centrally stored in the Optel database. **Who Is the Company Behind Graphical Documentation (GDOC)?** - **Seller:** [Optel Software](https://www.g2.com/sellers/optel-software) - **Year Founded:** 1996 - **HQ Location:** Austin, US - **LinkedIn® Page:** https://www.linkedin.com/company/optel-software/ (5 employees on LinkedIn®) ### 12. [Guides](https://www.g2.com/products/guides/reviews) Guides helps people, organisations, and industires reimagine how they publish and share practical information to create a better future for everyone. **Who Is the Company Behind Guides?** - **Seller:** [Guides.co](https://www.g2.com/sellers/guides-co) - **Year Founded:** 2015 - **HQ Location:** Ottawa, CA - **LinkedIn® Page:** https://www.linkedin.com/company/guides-co/ (2 employees on LinkedIn®) ### 13. [Gurubase](https://www.g2.com/products/gurubase/reviews) Gurubase is an open-source AI-powered Q&A platform that turns your content into an intelligent support assistant. By embedding an “Ask AI” button on your website or documentation, Gurubase enables users to ask natural-language questions and receive accurate, source-backed answers drawn from your docs, GitHub repos, PDFs, and videos. Used by top open-source projects and product teams, Gurubase helps reduce repeated support questions by up to 40%, enhancing self-service and lowering customer support load. Deploy Gurubase in minutes via web widget, official GitBook integration, Slack/Discord bots, or API. Features include automated source crawling, trust scoring, anti-hallucination layers, analytics for content gaps, and reindexing to keep answers up-to-date. Trusted by projects like European Commission - ITB, Ardupilot, and Elsa Workflows etc. Try the hosted version at gurubase.io or self-host via open source at https://github.com/Gurubase/gurubase. **Who Is the Company Behind Gurubase?** - **Seller:** [Ddosify](https://www.g2.com/sellers/ddosify) - **Year Founded:** 2021 - **HQ Location:** Delaware, US - **LinkedIn® Page:** http://www.linkedin.com/company/ddosify (2 employees on LinkedIn®) ### 14. [Help.center](https://www.g2.com/products/help-center/reviews) Help.center is an AI-powered knowledge base platform that gives your customers instant, accurate answers. You can host a fully branded help site (yourcompany.help.center) to share product or service articles, complete with AI search and a contact form that turns inquiries into support tickets. It also comes with an interactive AI chat widget for your website, offering three key sections: quick links and articles, conversational “Ask” for instant answers, and organized help categories. Behind the scenes, a shared inbox makes it easy for your team to manage tickets, reply directly, or assign them to teammates — keeping customer support fast, efficient, and personal. **Who Is the Company Behind Help.center?** - **Seller:** [Micro.company](https://www.g2.com/sellers/micro-company) - **Year Founded:** 2021 - **HQ Location:** Newark, DE - **Twitter:** @microdotcompany (333 Twitter followers) - **LinkedIn® Page:** https://www.linkedin.com/company/microdotcompany/ (12 employees on LinkedIn®) ### 15. [HelpGuides](https://www.g2.com/products/helpguides/reviews) HelpGuides is a modern knowledge management platform built for AI-powered digital experiences. **Who Is the Company Behind HelpGuides?** - **Seller:** [HelpGuides](https://www.g2.com/sellers/helpguides) - **Year Founded:** 2025 - **HQ Location:** N/A - **LinkedIn® Page:** https://www.linkedin.com/company/helpguides/ (1 employees on LinkedIn®) ### 16. [Helppier](https://www.g2.com/products/helppier-helppier/reviews) The solution is simple: if online users (customer or employees) are lost on a website, platform or web app, with Helppier, they can access the information they need right when need it, before contacting support. Helppier is a UX tool that allows creating interactive user guides for web platforms, without any coding. It allows creating product tours and contextual tooltips, integrating Knowledge Bases, and even tracking performance. Build a help center without leaving your website. **Average Rating:** 3.8/5.0 **Total Reviews:** 6 **Who Is the Company Behind Helppier?** - **Seller:** [Helppier](https://www.g2.com/sellers/helppier-ba726928-3e1b-4be8-af27-2b49aa0b77cf) - **Year Founded:** 2015 - **HQ Location:** Porto, PT - **Twitter:** @helppierhq (299 Twitter followers) - **LinkedIn® Page:** https://www.linkedin.com/company/helppier/ (9 employees on LinkedIn®) **Who Uses This Product?** - **Company Size:** 67% Small-Business, 17% Enterprise #### What Are Recent G2 Reviews of Helppier? **"[Seemless on boarding](https://www.g2.com/survey_responses/helppier-review-6616573)"** **Rating:** 4.0/5.0 stars *— Verified User in Information Technology and Services* [Read full review](https://www.g2.com/survey_responses/helppier-review-6616573) --- **"[Enhance your in-app experience](https://www.g2.com/survey_responses/helppier-review-9598590)"** **Rating:** 4.5/5.0 stars *— Verified User in Apparel & Fashion* [Read full review](https://www.g2.com/survey_responses/helppier-review-9598590) --- #### What Are G2 Users Discussing About Helppier? - [What is Helppier used for?](https://www.g2.com/discussions/what-is-helppier-used-for) ### 17. [HEYSQUID](https://www.g2.com/products/heysquid/reviews) Heysquid is an advanced content management and documentation platform developed by 4D CONCEPT. It offers solutions for creating, publishing, and distributing various types of information, including texts, images, videos, and presentations. The platform supports modular and structured documentation, editorial systems for cross-media communications, and centralized knowledge management. Heysquid is customizable to meet specific industry needs and includes extensions like Heysquid DITA, Heysquid PORTAL, and Heysquid NEWS for different applications such as documentation standards, custom portals, and cross-media publication. For more details, visit our website. **Average Rating:** 3.5/5.0 **Total Reviews:** 1 **Who Is the Company Behind HEYSQUID?** - **Seller:** [4D CONCEPT](https://www.g2.com/sellers/4d-concept) - **Year Founded:** 1989 - **HQ Location:** Montigny-le-Bretonneux, FR - **LinkedIn® Page:** https://www.linkedin.com/company/4dconcept (64 employees on LinkedIn®) **Who Uses This Product?** - **Company Size:** 100% Small-Business #### What Are HEYSQUID's Pros and Cons? **Pros:** - Ease of Use (1 reviews) - Simple (1 reviews) - Time-saving (1 reviews) - Time-Saving (1 reviews) **Cons:** - Poor Interface Design (1 reviews) ### What Do G2 Reviewers Say About HEYSQUID? *AI-generated summary from verified user reviews* **Pros:** - Users appreciate the **ease of use** of HEYSQUID, which saves time and effort, simplifying their lives. - Users find HEYSQUID to be a **time-saving and effortless solution** , significantly simplifying their daily tasks. - Users find HEYSQUID to be a **time-saving tool** , significantly simplifying their daily tasks and efforts. - Users find that HEYSQUID **saves time and effort** , making their lives significantly easier. **Cons:** - Users find the **interface design lacking** and suggest improvements for a better overall experience with HEYSQUID. ### 18. [Hjarni](https://www.g2.com/products/hjarni/reviews) Hjarni is an AI-native knowledge base with a built-in MCP server. Give your AI a memory. Your AI forgets everything between sessions. So you keep re-explaining your stack, your project, your decisions. Hjarni fixes that. Save your notes once. Claude and ChatGPT read them, follow your instructions, and remember what you told them, across every conversation. It's simple on purpose. Notes, folders, tags. Written in Markdown. No databases, no kanban, no page builders. We left features out on purpose. The constraint is the feature. The loop is simple. Research in your AI. Save to Hjarni. Act. Repeat. Write once. You both remember. Built for developers, founders, researchers, writers, and travelers who use AI every day and want it to actually know what they're working on. Free to start. No credit card required. No trials, no hidden fees. **Who Is the Company Behind Hjarni?** - **Seller:** [Hjarni](https://www.g2.com/sellers/hjarni) - **Year Founded:** 2026 - **HQ Location:** N/A - **LinkedIn® Page:** https://linkedin.com/company/hjarni/ (1 employees on LinkedIn®) ### 19. [how.fm](https://www.g2.com/products/how-fm/reviews) how.fm features a digital coach for worker training & performance support. Covering safety trainings (ISO 45001, DGUV) and work procedures (ISO 9001, Lean, Six Sigma, Training within Industry), automatically translated into every worker’s native language. **Who Is the Company Behind how.fm?** - **Seller:** [Soundreply](https://www.g2.com/sellers/soundreply) - **Year Founded:** 2018 - **HQ Location:** Cologne, DE - **LinkedIn® Page:** https://linkedin.com/company/howfm (26 employees on LinkedIn®) ### 20. [i2i](https://www.g2.com/products/i2i/reviews) SAI Global i2i is a cloud-based, customizable Standards Management solution that allows you to easily manage, store and share the most up-to-date Standards across your organization. Create customized collections: Access over 1 million Standards from 300+ publishers including ISO, ASME, ANSI, IEEE, NFPA, IEC, IPC, SAE, AAMI and more. Create customized collections of Standards that suit your projects, departments and users. Optimize your subscription: Utilize in-depth reporting on user and document usage to track the Standards you use and adjust your collections to suit, only paying for what you need. Stay up-to-date and compliant: Know you're always accessing the most current Standards to reduce compliance risks and receive account alerts when they change. Enhance collaboration and efficiency: Use powerful search capabilities to find Standards quickly, add bookmarks and share notes with relevant team members. **Who Is the Company Behind i2i?** - **Seller:** [SAI Global](https://www.g2.com/sellers/sai-global) - **Year Founded:** 2008 - **HQ Location:** Sydney, AU - **LinkedIn® Page:** https://www.linkedin.com/company/sai-global-standards-legislation/ (6 employees on LinkedIn®) ### 21. [Implicit](https://www.g2.com/products/implicit/reviews) Implicit is an AI-powered support and knowledge management software solution that helps companies automate complex support workflows, scale product expertise, and deliver accurate answers via both agent-assist and self-service experiences. Built for organizations with intricate product ecosystems (such as B2B SaaS, cybersecurity, manufacturing, electronics, product companies, aviation, etc.) Implicit uses advanced AI techniques and domain-specific reasoning to deliver contextually relevant answers to technical questions. It serves technical support, customer success, and knowledge management teams that need to reduce time-to-resolution, increase consistency in responses, and improve customer experience without scaling headcount. Implicit can be deployed in two modes: - Implicit Support (Copilot): Assists human agents with real-time, AI-suggested responses during live support sessions. - Implicit Knowledge (Chatbot): Enables customers to self-serve via a conversational AI interface that understands your product documentation. Key features and value propositions include: - GraphRAG AI Engine: Combines structured and unstructured data to understand relationships across products, issues, and resolutions. - Multi-Source Knowledge Integration: Ingests manuals, support docs, tickets, wikis, and more—without requiring manual tagging or restructuring. - Configurable Copilot and Chatbot Interfaces: Deployable as agent-assist tools in CRMs or as standalone self-service experiences. - Query Analytics and Feedback Loops: Provides insight into what users are asking and where knowledge gaps exist. - Scalable and Secure Infrastructure: Designed for enterprise environments with role-based access controls, data isolation, and robust query limits. The onboarding process is structured for rapid time-to-value, with most customers launching within hours. In just 10 days, teams can: - Upload documentation, benchmark chatbot accuracy, and align on their support use case (Day 0) - Refine product taxonomies and accuracy via feedback and edge case testing (Days 1–5) - Fully launch across teams and channels with \>99% accuracy (Day 10) Customers typically experience: - 99%+ product question accuracy - 60% deflection of inbound support calls - 3× improvement in accuracy over generic LLMs - 20%+ increase in CSAT within weeks - Average platform launch time under 2 hours Implicit is suited for mid-sized to enterprise organizations aiming to scale support without scaling headcount. **Who Is the Company Behind Implicit?** - **Seller:** [Implicit](https://www.g2.com/sellers/implicit) - **Year Founded:** 2016 - **HQ Location:** New York, US - **LinkedIn® Page:** https://www.linkedin.com/company/implicit-cloud/ (45 employees on LinkedIn®) ### 22. [ISELO](https://www.g2.com/products/iselo/reviews) ISELO is your knowledge companion! It assists you to: 1. Collect Knowledge: Keep interesting content found on the web or upload your documents or create memos and get back to that whenever you want 2. Manage Knowledge: Organize the saved content neatly with tags & lists or archive when done with the knowledge piece 3. Retrieve Knowledge: Find any saved knowledge piece using typo-tolerant, blazing-fast search in content title, tags or even in content details. All content related to a keyword can also be filtered using tags. 4. Collaborate on Knowledge: Share & have a focused discussion with your teammates on the shared knowledge pieces. Also, read recommended content by your knowledge buddies **Who Is the Company Behind ISELO?** - **Seller:** [ISELO](https://www.g2.com/sellers/iselo) - **Year Founded:** 2019 - **HQ Location:** Mumbai, IN - **LinkedIn® Page:** https://www.linkedin.com/company/iseloapp (1 employees on LinkedIn®) ### 23. [ITDock.io](https://www.g2.com/products/itdock-io/reviews) ITDock is a modern IT documentation platform built for MSPs and IT teams. It helps organize client infrastructure, passwords, devices, vendors, onboarding data, network diagrams, and operational documentation in one centralized workspace. Designed as a lightweight alternative to overly complex legacy documentation systems, ITDock focuses on speed, simplicity, and practical MSP workflows. Teams can securely manage client records, encrypted credentials, infrastructure notes, network information, and documentation templates without relying on disconnected spreadsheets or scattered tools. Key features include: \* Client and location management \* Encrypted password storage \* Device and infrastructure documentation \* Editable network diagrams \* Client onboarding forms \* Vendor and contact tracking \* Global search \* Role-based permissions \* Audit logging \* Workspace isolation for MSP environments ITDock is designed to help MSPs standardize documentation, reduce onboarding time, improve technician efficiency, and keep infrastructure information organized as client environments grow. **Who Is the Company Behind ITDock.io?** - **Seller:** [ITDock](https://www.g2.com/sellers/itdock) - **HQ Location:** N/A - **LinkedIn® Page:** https://www.linkedin.com/company/No-Linkedin-Presence-Added-Intentionally-By-DataOps (1 employees on LinkedIn®) ### 24. [IT Portal](https://www.g2.com/products/it-portal/reviews) IT Portal is a document management software that lets you organise all your MSP data in one secure central platform so you can easily create documentation and instantly locate, access, and share information with your team & clients. It's affordable, customizable & integrates fully with your data sources. **Average Rating:** 4.0/5.0 **Total Reviews:** 1 **Who Is the Company Behind IT Portal?** - **Seller:** [SI Portal](https://www.g2.com/sellers/si-portal) - **HQ Location:** Lentini, IT - **LinkedIn® Page:** https://www.linkedin.com/company/siportal/?originalSubdomain=id (55 employees on LinkedIn®) **Who Uses This Product?** - **Company Size:** 100% Mid-Market #### What Are Recent G2 Reviews of IT Portal? **"[IT Portal](https://www.g2.com/survey_responses/it-portal-review-5185627)"** **Rating:** 4.0/5.0 stars *— Ralph D.* [Read full review](https://www.g2.com/survey_responses/it-portal-review-5185627) --- #### What Are G2 Users Discussing About IT Portal? - [What is IT Portal used for?](https://www.g2.com/discussions/what-is-it-portal-used-for) ### 25. [IWS Tools](https://www.g2.com/products/iws-tools/reviews) Simplify the operation and use of your IBM Workload Automation products. With IWS Tools, you save time, nerves and resources. Graphically display processes and dependencies, change batch-controlled scheduling plans and definitions. The IWS Tools belong to HORIZONT Software GmbH, a part of the Beta Systems Group. **Who Is the Company Behind IWS Tools?** - **Seller:** [Beta Systems Software AG](https://www.g2.com/sellers/beta-systems-software-ag-b1443673-394c-46ac-b09d-c606d5372178) - **Year Founded:** 1983 - **HQ Location:** Berlin, DE - **LinkedIn® Page:** https://www.linkedin.com/company/beta-systems-software-ag (361 employees on LinkedIn®) - **Phone:** +49 (0) 30 72 61 18 0 ## What Is Knowledge Management Software? [Content Management Systems](https://www.g2.com/categories/content-management) --- ## How Do You Choose the Right Knowledge Management Software? ### What You Should Know About Knowledge Management Software ### What is Knowledge Management Software? Knowledge management tools are used by companies that wish to make the most of their employees’ varying levels of skill and experience. The software provides a common gathering place for teammates and remote coworkers to benefit from processes and workflows that have been documented, such as onboarding documents, frequently asked questions, and more. These tools are especially helpful when onboarding new employees and as well as when saying goodbye to veteran employees. No one likes repetition, and knowledge management tools keep the old to inform the new. They help keep large teams on the same page, decreasing the chances of misinformation and easily avoidable errors. Key Benefits of Knowledge Management Software - Easily organize large volumes of various data types - Access advanced insight, knowledge, and experience over time regardless of role - Encourage collaboration through accessibility of information - Give or strengthen structure of standard processes - Increase communication among disparate departments - Retain company knowledge after specific intelligence has moved on - Provide a self-service knowledge base for users of a product or service ### Why Use Knowledge Management Software? Knowledge management software has both internal and external use cases. Some companies use knowledge management software as an internal database for employees to reference. Other businesses will use knowledge management software as an external reference for customers. **Retain Information —** Knowledge management solutions are often used to onboard new employees. Administrators and HR coordinators can keep training presentations, printable document files, dress code and conduct handbooks, and more in folders that are accessible by members of the company. This decreases the frequency with which employees reach out to ask questions such as which holidays they receive off and just how casual are casual Fridays. In the same vein, long-term employees who retire or move on to their next opportunity don’t take all of their knowledge with them. The questions they’ve answered and the files they’ve uploaded remain accessible within the tool until an administrator deems them outdated or unnecessary. This is especially helpful for companies with unique processes that rely on informed employees to help troubleshoot and solve problems. With a knowledge management tool, the expertise remains with the organization. **Efficiency —** Organized, documented knowledge means less time spent asking and answering questions and more time working on the tasks or projects at hand. With so much company information available digitally, employees spend less time having coworkers walk them through explanations manually. With open forums and FAQ pages, those in need have an abundance of eyes on their questions. More people having access to a question means a faster response time, as well as more voices to weigh in on a solution. Users can upload documents and files to the knowledge management solution straight from their [file storage](https://www.g2.com/categories/file-storage-and-sharing) or [digital asset management](https://www.g2.com/categories/digital-asset-management) accounts. Integration with these types of software products increases efficiency because users don’t have to perform the processes manually. Users can also tag coworkers within comments on files or generate a link to send others straight to a document they need to see. This saves the time spent searching through information, allowing users to find and bookmark files quickly, keeping them for future reference. **Customer Service —** An FAQ is named such because customers typically have the same questions about a company or product. A knowledge management system can serve as an easy customer service tool where customers can look up frequently asked questions or how-tos on a company’s website. This method of customer service can prove to be much cheaper than a help desk and can drive down call traffic. **Task Management —** Knowledge management tools help users figure out _how_ to reach goals, and some do so with specific [task management features](https://www.g2.com/categories/task-management). Although task management software is a category all its own, it is also a functionality that lies within multiple other types of software. Many knowledge management tools have features that can provide transparency into project or task completion. Tagging features within documents allows users to pass files or documents on to those whose attention they require. ### Who Uses Knowledge Management Software? Businesses from across the spectrum utilize knowledge management software to organize their internal practices and external knowledge bases. **Onboarding Employees —** Knowledge management software is also helpful in the process of onboarding and training new employees. Instead of taking hours out of the day to respond to every new thought and question that arises, new employees can look to knowledge management software for answers. They can search within the tool to see if the information they seek has been documented before. This encourages an environment where employees seek answers first and ask questions later. **Veteran Employees —** Knowledge management software helps companies retain information that valued employees, managers, and other company members have developed and recorded over time. This is useful for businesses that don’t want to lose or misplace knowledge when an employee inevitably moves on to another company or to a role within the same company. Information can be archived so even old, outdated information can be stored for future reference. **Customers —** Customers with questions about a product or service will often turn to a company’s website for a knowledge base on their offering. This knowledge base can be built by the company themselves or with additional insight from other customers. Customer insight is crucial since they share the same perspective and can provide other customers with advice with that perspective in mind. ### Kinds of Knowledge Management Software Knowledge management tools can look very different based on their intended use case. Those meant for internal use will offer a different set of features compared to those intended for external use. However, at their core, these tools are essentially the same in how they create, store, and look for content. **Internal Knowledge Base —** The most common usage for a knowledge management system is for internal information and practices. Internal knowledge bases will often require a login from a company email or from an email given express access to the knowledge base. Companies will use knowledge management systems to archive repetitive tasks, business practices, and company information. **External Knowledge Base —** External knowledge management systems are often hosted on a company’s website or on a separate website solely devoted to the knowledge base. Unlike internal knowledge management tools, these usually don’t require a login. While some knowledge bases are curated solely by the company itself, some will allow users to post tips or answer questions other users have. This creates a knowledge base the average consumer can contribute to, engaging them with the product in unexpected ways. **Hybrid Knowledge Base —** While most knowledge management systems can be used internally or externally at a company’s discretion, some products host both and intentionally provide different functions for each type. These products are dual-sided, with one set of features for internal use and another for external use. This makes for one cohesive knowledge base solution, both internal and external, hosted through one application. ### Knowledge Management Software Features **Q and A —** Provides forums where employees of various levels can share expertise and processes. **Searchable —** Incorporates a search bar to help navigate users to appropriate content. **Public vs Private —** Offers the choice to make a conversation private between specified contributors or open to the public. **File Viewing —** Stores and readies various file types for viewing. **Tagging —** Allows users to tag one another in file data or comments for easier search and referencing. **Upload —** Lets users upload documents, photos, and various other file types from their personal devices for greater knowledge sharing. **Link Sharing —** Lets users direct one another via customized links, foregoing a lengthy search process. **Comments —** Allows users to leave notes or comments on various file types for eventual reference. ### Software and Services Related to Knowledge Management Software **Business Content Management —** [Business content management software](https://www.g2.com/categories/business-content-management) will often integrate with knowledge management systems, allowing users to pull documents or assets from a BCM and attach the documentation in the knowledge base. This creates a fluid process of knowledge gathering and document acquisition for employees. **Enterprise Content Management —** [Enterprise content management (ECM) software](https://www.g2.com/categories/enterprise-content-management-ecm) integrates with knowledge management systems in the same way that business content management software does. Knowledge management tools will allows users to link back to or attach content from an ECM so documents mentioned in the knowledge base can be quickly pulled up. **Customer Self-Service —** Some [customer self-service software](https://www.g2.com/categories/customer-self-service) include the same features of a knowledge management system. Customer self-service tools are more varied, but many knowledge management tools geared toward external uses will also be labeled customer self-service.