How to Set Up Knowledge in Odoo
Every business runs on knowledge that too often lives only in people’s heads or scattered documents: how things are done, answers to common questions, reference material. Odoo Knowledge gives it a home. Setting it up well is what makes that knowledge findable. To round off this series of practical Odoo how-to guides, here is Knowledge.
Plan your structure
Start by thinking about how your knowledge should be organised: by team, by topic, by process. Knowledge uses articles that can be nested, so a sensible structure makes information easy to navigate and find. Planning this at the start, rather than letting articles pile up randomly, is what keeps the knowledge base useful as it grows.
Create your articles
Build articles for the things worth writing down: how-to guides, policies, answers to recurring questions, reference information. Write them clearly and keep them focused. The goal is that when someone has a question, the answer is already there. Capturing knowledge as articles is how you stop reinventing answers and re-explaining the same things.
Decide what is shared and what is private
Some knowledge is for everyone, some for a specific team, some personal. Set up access so articles are shared with the right people. This lets Knowledge hold everything from company-wide policies to a team’s internal notes, each visible to those who should see it. Getting this right makes people comfortable putting real knowledge in.
Make it easy to contribute
A knowledge base only stays valuable if it is kept current, and that means people need to contribute easily. Encourage a culture where writing something down is quick and normal. The easier and more welcome it is to add and update articles, the more the knowledge base reflects reality rather than slowly going stale.
Connect knowledge to work
Knowledge is most useful close to where work happens. Because it is part of Odoo, articles can be referenced alongside your other apps, so the answer is near the task. Setting up these connections means people find guidance in the flow of work rather than having to go looking, which is what gets a knowledge base actually used.
Practical tips
- Plan a sensible structure before articles pile up.
- Write clear, focused articles for knowledge worth keeping.
- Set access so each article reaches the right people.
- Make contributing quick and normal so it stays current.
- Connect knowledge to where work happens so it gets used.
My take
Knowledge tackles the quiet risk in every business: important know-how living only in people’s heads or scattered files. A good structure, clear articles, sensible access and an easy contribution culture turn that into an organised, searchable resource. Keep it current and connected to the work, and it becomes the place people go for answers, which saves time and protects the business when people are busy or move on.
This series has now walked through setting up a great deal of Odoo, app by app, across finance, sales, operations, services, HR, marketing and productivity. Together with the earlier guides, it forms a practical, hands-on map of a real implementation. I will keep sharing guides like these from real projects over time.
Based on the official Odoo 19 Knowledge documentation. Want your company knowledge organised? Get in touch.