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Internal wiki: the wiki software for your company

Information presented clearly and organised – your internal wiki in the intranet with the wiki software from projectfacts. Test now!

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Internal wiki as wiki software for knowledge management in your company

An internal wiki is a company-wide knowledge base in which teams document, categorise and search information and processes centrally – a digital replacement for the intranet.

Where is the important process description you are looking for? In a file on the server? In your personal folder or in the employee handbook? And then the search begins … Not so with projectfacts, thanks to the internal wiki.

Here you can type the term into the central search and find what you are looking for immediately. Regardless of whether the information is in the wiki, in the forum or in a project. In this way, you have the knowledge of your employees securely documented and can make valuable know-how accessible to everyone. projectfacts creates intelligent connections. Even if the file is in the internal wiki, it is linked to the corresponding project or customer.

Advantages of the internal wiki tool

Intelligent search

With the intelligent search function in projectfacts, you don't have to search for information for long. On the contrary: you simply use the search function, enter the desired keyword and find the desired element or wiki entry – quickly and intuitively.

Networked knowledge

projectfacts remembers links just like the human brain. So you can easily jump from a customer to an order, to a project and from there to a wiki article. You can find everything relevant directly and without a long search. Works for any element – intuitively and reliably.

Manage knowledge

Your employees are a great source of knowledge and experience. But often only a small part of it is passed on. With the internal wiki from projectfacts, you can remedy this. Document processes, workflows, glossary terms, technical information and much more – all in one software.

Internal wiki instead of intranet

The internal wiki can replace an existing intranet, because the solution from projectfacts adapts exactly to your needs: restricted access to individual areas, discussion options and meaningful links.

This is how you set up your internal wiki and create a fully-fledged wiki in the intranet – without separate intranet software.

What is a company wiki?

A company wiki is a digital knowledge store. It works like its model Wikipedia, but is used only inside your own organisation: a network of articles linked to one another. When an author refers to a related topic, they link it, and the reader jumps from one entry to the next. The word wiki comes from Hawaiian and simply means quick.

An internal company wiki is therefore a cornerstone of knowledge management: it is where an organisation gathers its know how, and it lives on employees documenting and sharing what they know and have experienced.

What a company wiki is used for

Quality management

The natural home for process descriptions. In what order does a check run, which steps belong to acquisition? Processes stay traceable.

Innovation management

Employees are a valuable source of ideas for products, service and workflows. The wiki lets those ideas be gathered systematically and worked out.

Customer service

Customers tend to ask the same questions. The answers sit in the wiki once and centrally, instead of everyone reinventing the wheel.

Staff training

Onboarding takes time. An internal glossary, case studies or product profiles make the start considerably easier.

What a company wiki is worth

Organisations that base their knowledge management on an internal company wiki gain in four places.

Transparency and efficiency

  • Transparency: important information is accessible company wide. That encourages exchange across departments and stops expertise disappearing when someone leaves.
  • Efficiency: the linked structure makes information easy to find and quick to extend. As a cloud solution it is reachable from the home office too, instead of having to ask a colleague.

Participation and standardisation

  • Participation: a wiki lives on many people tending it. It lets employees share what they know regardless of hierarchy and adds a further layer of communication.
  • Standardisation: as the central point of reference it replaces many other sources. Information stays consistent and current (a single source of truth), and the given layout keeps every article looking the same.

Common objections to a company wiki

Before a rollout the same three concerns tend to come up from staff or the works council. They deserve an open discussion, but they hold up less well on closer inspection.

“Passwords or false information will end up in the wiki”

Risks of that kind come from improper or deliberate misuse and cannot be ruled out in comparable systems either. Proper training and the many eyes principle that a wiki brings with it guard against them.

“Employee data is captured when editing”

Automatic versioning is needed to trace how an article changed. All it stores is who edited it and when. Sensitive personnel data stays in the protected HR area of the system and is not reachable through the wiki.

“The upkeep is not worth it”

Articles are quick to write and quick to find. Without a wiki, the right person has to be tracked down first, which costs time and ties up exactly the experts you need elsewhere. The knowledge transfer pays for itself over the medium and long term.

Internal wiki with articles in projectfacts

WIKI MANAGEMENT

CRM Wiki or Project Management Wiki …

Because projectfacts is an integrated system, you will always find all information exactly where it is needed. Wiki pages relating to customers or projects are also available via the project management modules or in the CRM system.

This allows you to set up different wikis for different purposes. For example, do you want to document processes in sales or customer care? No problem with the right CRM system wiki. Would you prefer to record project processes? Simply create a project management wiki.

Creating and maintaining internal wikis made easy

The projectfacts wiki makes it easy for you to maintain your pages. It has all the functions you are familiar with from Wikipedia. A text editor makes it easier for your employees to create and edit texts. Elements such as tables and bulleted lists, as well as files and photos, are available for editing your information.

As soon as something changes on wiki pages, you can inform your employees automatically.

In practice: attaching wiki pages to customers, projects and meetings

The obvious use of a wiki is as a knowledge base for processes and instructions. In our own company, the bigger lever lies elsewhere: a wiki page does not belong in a folder structure but on an object. On a customer, on a project, on a recurring meeting. Four examples of how we use this every day.

One wiki page per customer

Every customer gets their own wiki page, linked to the customer record. As a result, every customer list shows at a glance who has a wiki page and who does not. Our support team writes down there and then what has been discussed with that customer: agreements, quirks of the installation, open points. Whoever next has the customer on the phone reads this page first. The cross-check is just as valuable: the list shows which customers have nothing documented yet.

The project keeps a diary

Projects follow the same pattern. The linked wiki page becomes the project diary, recording decisions, detours and the reasons behind them. Because the content is covered by the full-text search, even a colleague who does not know the project at all can find it. And so can you, six months later.

Minutes as subpages

For recurring meetings we create a main page, for example the marketing meeting. Beneath it, each week gets its own subpage that serves as the minutes. The wiki manages this hierarchy itself, so no additional filing structure is needed alongside it. What was decided in a meeting a year ago can still be found.

Links and automatic lists in the article

It also works the other way round. From within a wiki article you can link any entity, such as the customer, the project, the task or the document, and one click takes you straight there. Beyond that, a wiki page can display lists automatically, for example all open tasks of a project or all tickets of a customer. The article is therefore not just text but shows the current status from the system. That is exactly what an external wiki cannot do, because it does not have the data.

Always secure and up-to-date documentation

To optimise teamwork, your employees are automatically informed as soon as a change is made to a wiki page. This means that everyone is always up to date. Versioning ensures that all changes are securely documented and traceable.

You can also use the wiki to document important information for collaboration with external partners. Public links can be created for individual wiki pages, which you can share. This means that everyone involved in the project always has up-to-date information.

  • Automatic versioning and employee notification
  • Always available online internally, with public links on request

Internal wiki checklist

Digitise your internal wiki – quickly & easily with projectfacts

With the wiki tool from projectfacts, you always have your entire company knowledge directly at your fingertips. And in compliance with data protection regulations. See for yourself and test projectfacts!

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Frequently asked questions

What is an internal wiki?
An internal wiki is a company-wide knowledge base in which teams document, categorise and search information and processes centrally – a digital replacement for the intranet. With the internal wiki from projectfacts, you make the knowledge of your employees accessible to everyone.
How do I set up an internal wiki?
In projectfacts, you create any number of wiki pages, structure them using main pages and categories and link them to projects or customers. A text editor with tables, bulleted lists, files and photos helps you create and maintain the content. This is how you set up your internal wiki as a wiki in the intranet – without separate intranet software.
What is the internal wiki software from projectfacts for?
The internal wiki serves knowledge management in your company. You document processes, workflows, glossary terms, technical information and much more centrally in one software and make valuable know-how accessible to everyone.
How do I find information in the internal wiki again?
Via the intelligent search function, you simply enter the desired keyword and find the matching wiki entry or the desired element. The full-text search also searches the forum and projects.
Can the internal wiki replace an existing intranet?
Yes. The internal wiki can replace an existing intranet, as it adapts to your needs – with restricted access to individual areas, discussion options and meaningful links.
What is a company wiki?
A company wiki is a digital knowledge store that works like Wikipedia but is used only inside your own organisation. It consists of a network of linked articles and is a cornerstone of knowledge management.
What is the difference between an internal wiki and a company wiki?
Both terms mean the same thing: an internal knowledge base. Internal company wiki or corporate wiki are just as common. In projectfacts it is one feature you can cut to size as you like, for instance as a project wiki or a CRM wiki.
What is a company wiki used for?
Typical uses are quality management with process descriptions, innovation management for gathering ideas, customer service with central answers to frequent questions, and staff training with a glossary, case studies and product profiles.
What are the benefits of a company wiki?
Four: transparency, because knowledge is accessible company wide and does not leave with departing staff. Efficiency, because information is easy to find and extend. Participation, because anyone can contribute regardless of hierarchy. And standardisation, because a single source keeps information consistent and current.
What objections are raised against a company wiki?
Usually three: security, data protection and upkeep. Training and the many eyes principle guard against misuse, versioning stores only the editor and the timestamp, and over the medium and long term the knowledge transfer outweighs the time otherwise spent hunting for the right person.
How are wiki contents linked to other modules?
Because projectfacts is an integrated system, wiki pages relating to customers or projects are also available via project management or the CRM system. This allows you to set up different wikis for different purposes in a targeted manner.
Is the internal wiki suitable for meeting minutes?
Yes. The usual approach is one main page per meeting series, such as the marketing meeting, and beneath it one subpage per meeting as the minutes. The wiki manages this structure itself, and all minutes can be found again via the full-text search.
What can an integrated wiki do that an external wiki cannot?
An external wiki only knows its own texts. In projectfacts you link customers, projects, tasks or documents directly from within an article and jump there with one click. In addition, a wiki page can display lists from the system automatically, such as the open tasks of a project. The article therefore stays up to date without anyone having to maintain it.
Are changes to wiki pages documented?
Yes. Versioning ensures that all changes are securely documented and traceable. In addition, your employees are automatically informed as soon as a change is made to a wiki page.
Can I share wiki content with external partners?
Yes. Public links can be created for individual wiki pages, which you can share. This means that everyone involved in the project always has up-to-date information.
What formats and elements does the wiki support?
The wiki supports the Wiki, RTF and HTML formats. A text editor makes it easier to create and edit texts, and tables, bulleted lists as well as files and photos are available for editing.