How to create public and private knowledge bases and training portals?

How to create public and private knowledge bases and training portals?

Creating a private knowledge base 

A private knowledge base is a repository of information that is restricted and accessible only to a limited audience. It contains proprietary or confidential information that is not intended for public consumption. Private knowledge bases are commonly used within companies, research institutions, or other organizations to store and share internal knowledge, documents, procedures, and resources among authorized employees.

Who can access a private knowledge base in Zoho Learn?

Access to a private custom portal is granted only to users who have been invited by the administrator. Users cannot register for the portal on their own.

How to create a private knowledge base?

  1. Click the Settings icon to the left of your profile image with hub admin credentials, then click Settings.
  2. Select the Custom Portal tab.
  3. Click Create.
  4. Enter a name, description, and permalink for your portal, click Create.
  5. Go to the General tab and navigate to the Access section.
  6. Select Private.

How to invite users to a private knowledge base?

You can send customized invitations to the users you want to add to your portal. They can access the invitation from their mailboxes and accept it to join the portal. Users can sign in with their credentials to access the contents of the portal.

To invite users using their email address:

  1. Go to the Users tab, then click Invite in the top-right corner.
  2. Enter the email addresses and edit the email message, then click Send.

To import users from a CSV file:

  1. Navigate to the portal from the Custom Portal tab.
  2. Go to the Users tab, then click Invite in the top-right corner.
  3. Click Import CSV.
  4. Click Choose File and select a file from your device.
  5. Hover over the email addresses to edit or delete them.
  6. Click Proceed, then click Send.

The name of the column consisting of the email addresses in your CSV file should be "Email Address".

Here is a screenshot of a valid CSV file:


How to add manuals to a private knowledge base?

You can add manuals that you've created in your hub to the portal and share it with the users.

To add a manual to a private knowledge base:

  1. Navigate to the portal from the Custom Portal tab.
  2. Go to the Manuals tab and click Add Manuals.
  3. Select the manual you want to add, then click Add.
  4. Once you've added the manual to the portal, go the manual from the list of manuals, then click Manage.
  5. You can set one of the following access settings for the manual:
    1. Everyone in this portal: All users who have access to the portal can access the manual.
    2. Shared users: You have to share the manual with individual users on the portal. Only these users can access the manual from the portal.       
  6. Click Save.

How to share a manual to specific users on the portal?

After setting "Shared users" access privilege for your manual, you need to add individual users to the manual.

To share a manual with individual users:

  1. Go to the manual from the list of manuals in your portal, then click the More Options icon.
  2. Click Add Users.
  3. Select the users from the list, then click Add.

Creating a public knowledge base 

A public knowledge base is a collection of information that is openly available to the general public. Public knowledge bases can be brand awareness documents, educational guides, or user manuals. Public knowledge bases cater to users looking for information on a particular topic on the internet.

Who can access a public knowledge base in Zoho Learn?

Anyone with the URL to your public knowledge base can access and view it's contents.

How to create a public knowledge base?

  1. Click the Settings icon to the left of your profile image with hub admin credentials, then click Settings.
  2. Select the Custom Portal tab.
  3. Click Create.
  4. Enter a name, description, and permalink for your portal, click Create.
  5. Go to the General tab and navigate to the Access section.
  6. Select Public.
 

How to add manuals to a public knowledge base?

Once you've created a public portal, you can add manuals that you've created in your hub to the public portal.

To add a manual to a public knowledge base:

  1. Navigate to the portal from the Custom Portal tab.
  2. Go to the Manuals tab and click Add Manuals.
  3. Select the manual you want to add, then click Add.
  4. Once you've added the manual to the portal, go the manual from the list of manuals, then click Manage.
  5. Enable the Public Sharing option for the manual to be available as public.
  6. Click Save.

Creating branded training portals 

Training portals in Zoho Learn can be used by organizations to deliver training exclusively to their stakeholders or to a general audience who are interested in a specific topic. You can create the portal with customized logo, banners, URL, and color theme to maintain your brand's identity.

Access settings in training portal

The hub admin can create two types of custom portals depending on the type of access that will be granted to the external users.
  1. Public: Any user with the link to the custom portal can access it. You can use a public portal to deliver training to a large group of audience on the internet. Users can access the portal with the URL and sign up to cosume the course materials.
  2. Private: Only users invited by the admin of the custom portal can access it. Users cannot sign up for the portal on their own. You can use a private portal to deliver training that should be restricted to a group of users. 

How to create a training portal?

  1. Click the Settings icon to the left of your profile image with hub admin credentials, then click Settings.
  2. Select the Custom Portal tab.
  3. Click Create.
  4. Enter a name, description, and permalink for your portal, click Create.
  5. Go to the General tab and navigate to the Access section.
  6. Select Private or Public depending on what type of portal you want to create.

How to invite users to a private training portal?

If you've created a portal with private access settings, you can send customized invitations to the users you want to add to your portal. They can access the invitation from their mailboxes and accept it to join the portal. Users can sign in with their credentials to access the contents of the portal.

To invite users using their email address:

  1. Go to the Users tab, then click Invite in the top-right corner.
  2. Enter the email addresses and edit the email message, then click Send.

To import users from a CSV file:

  1. Navigate to the portal from the Custom Portal tab.
  2. Go to the Users tab, then click Invite in the top-right corner.
  3. Click Import CSV.
  4. Click Choose File and select a file from your device.
  5. Hover over the email addresses to edit or delete them.
  6. Click Proceed, then click Send

The name of the column consisting of the email addresses in your CSV file should be "Email Address".

Here is a screenshot of a valid CSV file:


How to add courses to a portal?

Once you've created a training portal, you can add courses that you've created in your hub to the portal. You can specify one of the following access conditions depending on the course you want to deliver:
  1. Invited users only: You can invite specific users using their email address to access the course from the portal. These users will be auto-enrolled.
  2. Everyone in this portal: All users who have access to the portal can access the course and enroll themselves. If you want these users to be approved by the admin, you can use the "Need admin approval" option.

To add a course to a private training portal:

  1. Navigate to the portal from the Custom Portal tab.
  2. Go to the Courses tab and click Add Courses.
  3. Select the courses you want to add, then click Add.
  4. Once you've added the course to the portal, go to the course from the list of courses, then click the More Options icon.
  5. Click Manage.
  6. Enable Invited users only or Everyone in this portal. If you want to restrict the enrollment with the "Need admin approval" option, set the button ON.
  7. If you want to enable course preview for anyone on the web for public portals, enable Public Preview option.
  8. Click Save.

How to invite specific users to a course?

After setting "Invited users only" access privilege for your course, you need to add individual users to access the course.

To add users to the course:

  1. Go to the course from the list of courses in your portal, then click the More Options icon.
  2. Click Add Users.
  3. Select the users from the list, then click Add.
   
 
 

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION









                                      You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                          Manage your brands on social media

                                            Zoho Desk Resources

                                            • Desk Community Learning Series


                                            • Digest


                                            • Functions


                                            • Meetups


                                            • Kbase


                                            • Resources


                                            • Glossary


                                            • Desk Marketplace


                                            • MVP Corner


                                            • Word of the Day


                                              Zoho Marketing Automation

                                                Zoho Sheet Resources

                                                 

                                                    Zoho Forms Resources


                                                      Secure your business
                                                      communication with Zoho Mail


                                                      Mail on the move with
                                                      Zoho Mail mobile application

                                                        Stay on top of your schedule
                                                        at all times


                                                        Carry your calendar with you
                                                        Anytime, anywhere




                                                              Zoho Sign Resources

                                                                Sign, Paperless!

                                                                Sign and send business documents on the go!

                                                                Get Started Now




                                                                        Zoho TeamInbox Resources



                                                                                Zoho DataPrep Resources



                                                                                  Zoho DataPrep Demo

                                                                                  Get a personalized demo or POC

                                                                                  REGISTER NOW


                                                                                    Design. Discuss. Deliver.

                                                                                    Create visually engaging stories with Zoho Show.

                                                                                    Get Started Now









                                                                                                        • Related Articles

                                                                                                        • Custom portals

                                                                                                          A custom portal for your hub comes in handy when you want to create an extended platform to share information and courses with users who are not a part of your organization. These users may include partners, customers, investors, and others. Zoho ...
                                                                                                        • Types of portals in Zoho Learn

                                                                                                          The hub admin can create two types of custom portals depending on the type of access that will be granted to the external users. Public: Any user with the link to the custom portal can access it. You can use a public portal to share resources that ...
                                                                                                        • Accessing public manuals

                                                                                                          There may be some information that is common to all teams in your organization. This information can be maintained as public manuals. These manuals will be available in the Explore tab. 1. To create a public manual, enable Everyone option while ...
                                                                                                        • How to get started with custom portals?

                                                                                                          Custom portal allows you to create multiple external portals that you can use to share manuals and courses with external stakeholders who are not part of your hub. With your hub as the primary portal, you can create multiple secondary portals for ...
                                                                                                        • Using Zoho Learn as a knowledge base

                                                                                                          Build and manage a centralized knowledge base for your organization using Zoho Learn. You can get started with the following steps to create and share knowledge resources effectively: Create and organize knowledge Create a centralized knowledge ...
                                                                                                          Wherever you are is as good as
                                                                                                          your workplace

                                                                                                            Resources

                                                                                                            Videos

                                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                            eBooks

                                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                            Webinars

                                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                            CRM Tips

                                                                                                            Make the most of Zoho CRM with these useful tips.



                                                                                                              Zoho Show Resources