Organize and use source material

Build a small, maintained library before generating courses or sharing an Agent. This walkthrough uses the fictional Northstar Learning Co workspace and a Support Handbook folder.

1. Choose the workspace and folder

Open the workspace switcher and confirm the team you intend to edit. Choose Knowledge Base in the dashboard navigation. Use the + beside the Knowledge Base title to add an item at the root, or the + beside an existing folder to add inside it.

Choose New folder, enter a descriptive name, and create it. In this example, Support Handbook is a root folder. Open the new folder before adding its documents.

The same menu includes file imports, walkthrough recording, web links, YouTube, and connected sources. A connected source appears here after you connect it through Add an integration.

2. Create a document

Choose New document, enter Customer Onboarding Checklist, then choose Create document. The dialog confirms that the document will be created inside the selected folder.

The new document opens in the editor. Replace the starter content with your guide. Use short headings, numbered actions, and a clear completion condition. The formatting toolbar supports block styles, bold, italic, links, lists, quotes, and images.

Wait until the status reads Saved before leaving. The example covers preparation, launch, adoption, and review. It can serve as source material for a course and an Agent.

3. Add tags

Open Details → Add tags, or More actions → Add tags. Type a tag and press Enter or a comma to add it. Choose an existing tag when appropriate, then Save tags. Tags are lower-cased.

Use Filter by tag in the sidebar to narrow the library. Tags also help define Connector scopes; keep their meaning consistent across your team.

4. Find frequently used material

Select the star beside the document title to add it to favorites. Open Home to find recent documents and favorites. Use the sidebar search to find a document by its title. Folder expansion controls let you browse the hierarchy without opening each document.

5. Review a previous version

Open Version history beside the document title. Select a revision on the left, then use Preview to read it or Changes to inspect differences. The current revision is labeled Current.

A source revision and a published course revision are separate. Review the material before using it to update learner-facing content.

6. Reuse the source

For a new course, name the relevant Knowledge Base documents in your Honen Agent request. For an existing course, select them through Materials → Add from knowledge base → Attach selected. These materials are version snapshots. When Source doc updated appears, Refresh from KB replaces the source material snapshot. It does not rewrite authored lessons or questions; ask the course editor to revise affected content, review the changes, and publish through the configured workflow.

For an Agent, choose this folder in its Knowledge Base access policy. Instructions describe its job; the access policy determines which material it can read. See Create an Agent.

For an academy, open the Site editor’s Content → Docs, enable documentation, and select the intended folders. The Site’s access settings determine who can see those documents. See Publish an academy.

Ask Honen Agent to organize material

You can create folders, write documents, move items, and update tags through the Workspace Assistant. Name the destination and the specific change. For example:

In Support Handbook, create a Follow-up Checklist document with sections for preparation, the call, and next steps.

Open the saved folder and document beside the conversation. Check the content and destination before sharing it. For a small change, name the document and exact text to replace. Connected source documents still need durable edits in their original system.

See Ask the Honen Agent for task examples and result checks.

Give each team a clear home

Organize folders around departments or shared topics: Product, Engineering, Customer Success, Legal, and Operations. Keep learning templates and reusable authoring guidance in a separate Learning & Development folder.

1. Create a folder for each knowledge area and a subfolder for each focused topic.
2. Open its sharing controls and grant the appropriate workspace, group, or named people access.
3. Choose Viewer, Editor, Maintainer, or Admin according to the work each person needs to do. Give subject-matter experts responsibility for their area.
4. Keep connected documents edited in their original system and Honen-authored documents maintained in Honen.
5. Schedule an Agent automation to review selected sources or identify affected courses. Grant proposal access when the task should prepare a course update for human review.

Use Source-backed learning to carry approved material into courses and refresh it as your organization changes.

Maintain connected material at its source

For GitHub and other linked systems, edit the original source and refresh the connection. Local changes to synced material can be replaced by a later source update. See Sync documentation from GitHub.

Resolve source sync issues

Open Home in Knowledge Base. Sources need attention appears only when a visible source has a connection or sync problem. Healthy sources and normal sync activity do not appear in this alert.

Each row identifies the connection that supplies the affected content. Personal connections show Your connection or the responsible teammate. Shared sources show Shared workspace connection.

• Expand Review items to see the affected files and folders. Select an item to inspect its sync error.
• If your account needs access restored, select Reconnect. Complete the provider's connection steps, then refresh the affected item.
• If another teammate owns the connection, ask that teammate to reconnect. Connecting your own account does not repair their connection.
• For a shared connection, a workspace administrator with integration management permission can reconnect the source.

An individual file error does not always require reconnection. Follow the item's error message, then use Refresh to retry. After the issue is resolved, refresh Knowledge Base. The source disappears from the alert when it has no remaining problems.