Export knowby to PDF

Objective To provide users with the ability to export their knowbys — step-by-step instructions created in Knowby Pro — into a PDF format. This feature aims to enable the storage of knowbys for evidence of compliance in document management systems. Key Features PDF Generation: Users can convert any knowby into a PDF document, encapsulating the textual content, images, and formatting in a portable format. Layout and Design: The PDF will maintain the visual hierarchy and design elements of the knowby, ensuring readability and a consistent user experience. Image Inclusion: All images within the knowby, including diagrams, photographs, and illustrations, will be embedded within the PDF, preserving the instructional integrity. Limitations Video Content: Since PDFs are static documents, video content cannot be played within the PDF. Instead, videos will be exported as still images. Interactive Elements: Any interactive elements within the knowby, such as step completions, will be converted into static images, as the dynamic functionality cannot be replicated in a PDF. File Size: The inclusion of multiple high-resolution images or a large number of pages may result in a sizeable PDF file. External Links: While links within the knowby can be included in the PDF, their functionality will depend on the PDF viewer used by the end-user. Recipients of the PDF will need to click on the links to access external resources. User Interface

Document Upload and Linking

Objective To enhance the Knowby creation process by allowing editors to upload and link documents (e.g., PDFs) within knowbys, ensuring users can access additional, relevant materials directly through the knowby. The documents will be stored in a central repository within the Knowby organisation, with capabilities for version management. Scope Knowby Editor Interface Document Storage Repository User Access and Permissions Version Control System Functional Requirements Document Upload Interface Provide a user-friendly interface within the Knowby Editor for uploading documents. Support multiple file formats, primarily PDF, but also DOCX, PPTX, and others as needed. Implement file size restrictions and type checks to ensure compatibility and security. Central Repository for Document Storage Develop a secure, central repository for storing uploaded documents. Ensure documents are stored with encryption at rest to protect sensitive information. Document Linking within Knowby Allow editors to easily link uploaded documents within a knowby. Enable placement of links at relevant points within the knowby steps for easy access by viewers. Provide options for link customisation (e.g., link text, icon representation). Version Control and Replacement Implement a version control system for each document, allowing for updates and replacements without breaking existing links. Ensure that when a document is updated or replaced, the latest version is automatically accessible via the existing links in the knowby. Allow editors to manage document versions, including viewing change history and reverting to previous versions if necessary. Access Control and Permissions Define access controls to manage who can upload, view, or edit documents within the central repository. Ensure that document access within knowbys adheres to the overall permissions and access controls of the Knowby platform. User Interface and Experience Design the document upload and linking process to be intuitive and seamlessly integrated into the Knowby Editor experience. Provide clear feedback and instructions to users for uploading documents, linking them within knowbys, and managing document versions. Documentation and Support Offer comprehensive documentation and support materials to assist users in utilising the new feature effectively. Include FAQs, tutorials, and best practices for managing and linking documents within knowbys. Non-functional Requirements Security Ensure all document uploads, storage, and access mechanisms adhere to industry-standard security protocols and privacy regulations. Performance Optimize the system for quick upload times and immediate access to linked documents, ensuring a smooth user experience even with large files. Scalability Design the feature to be scalable, accommodating a growing number of documents and users over time without degradation in performance. Usability Prioritise a simple and intuitive interface that requires minimal training for users to effectively utilise the document upload and linking capabilities. Acceptance Criteria Users can upload documents in supported formats directly within the Knowby Editor. Uploaded documents can be easily linked within a knowby. The central repository effectively manages document storage, with encryption for security. Version control allows for the seamless replacement of documents, ensuring the latest version is always available through the existing knowby links. Access controls and permissions are properly implemented and enforced.

Customisable sorting and filtering of knowbys on Home screen

Currently, the knowbys are sorted by the "last published" attribute, which is limiting. This feature would empower users to navigate through their knowbys more efficiently, enabling quicker access to relevant information by providing the most relevant knowbys at the point of requirement. Allow users to customise the sorting and filtering of knowbys on the home screen using various attributes, such as: Date Added Date Modified Knowby Category Alphabetical Order Creator

Add highlighting colour to text format

Wanting to add highlighting to text to indicate critical quality checks etc etc Are we able to get a highlighting rule added to the text control when editing a knowby? Green Red Yellow Orange

Category or Custom Filter QR Codes

Overview: Enable Knowby Pro users to generate unique QR codes linked to specific categories of knowbys or a custom filter of knowbys. Each QR code, when scanned, provides instant access to a curated list of step-by-step instructions relevant to a particular location or context. Key Features: QR Code Generator for Categories and Filters: Implement a QR code generator within Knowby Pro that allows users to create a unique QR code for each category or custom filter. For example, a QR code for the "Assembly Area" category or a custom filter like "Safety Procedures for Assembly Line." Easy QR Code Creation: Integrate the QR code generation process seamlessly into the existing UI, where creating a QR is as simple as selecting a category or applying a custom filter and clicking a "Generate QR Code" button. Dynamic Content Updating: Ensure that the QR codes dynamically link to the most current content within the category or filter. As new Knowbys are added or updated, the content accessible via the QR remains up-to-date without needing to regenerate the QR code.

Role Based Access Control to Knowbys

The objective for implementing Role-Based Access Control (RBAC) in Knowby focuses on enhancing customisation and security through the creation of custom groups and flexible permission settings. It allows for the creation of custom groups within the platform, with the capability to assign users to these groups. Moreover, it introduces a structured approach to Knowby access management by enabling these custom groups to be assigned to specific knowbys, where each group can be allocated one of three roles: Admin, Editor, or Reader. This structure ensures that access to content is precisely managed, reflecting the diverse needs and roles within an organisation, thereby facilitating a more organised and secure way to control and distribute knowbys. Custom Groups: Enable the creation of custom groups. Ability to assign users to a custom group. Knowby Access Assign custom groups to a knowby and enable the assignment of Admin, Editor or Reader roles for the entire group for that knowby.

Completions - Time to complete

As an admin, I would like to see in the completions section the amount of time it has taken a person to complete a knowby.

Drag and drop to upload photos or videos in Knowby Pro Web

The proposed drag-and-drop feature will enable users to seamlessly upload photos and videos to Knowby Pro by simply dragging the media files from their computer folders directly into the web portal.

Export Knowby Link as .URL File

Objective To enable users to export a direct link to their knowbys — step-by-step instructions created in Knowby Pro — as a .url file. This feature is designed to facilitate the integration of knowbys into file systems and document management systems, particularly for purposes such as evidence of compliance or easy access within a corporate environment. Key Features .URL File Generation: Allow users to generate a .url file that contains a direct link to a knowby. This file can be stored within file systems or attached to documents as a reference. Ease of Access: Users can double-click the .url file to open the linked knowby in their default web browser, streamlining access to the instructions without navigating through the Knowby platform. Compatibility: Ensure the .url file is compatible with various operating systems (Windows, macOS, Linux) to accommodate a broad range of users and IT environments. Use Cases Document Management Systems: Users can attach .url files to digital records, policies, or compliance documents, offering direct access to relevant knowbys. Evidence of Compliance: For industries requiring documentation of procedures and training materials, .url files can serve as evidence that step-by-step instructions are readily accessible. Educational Resources: In educational or training contexts, .url files can be distributed to learners, providing them with quick access to instructional content. Design The file name will be generated by the title of the knowby followed by the visibility of the link used, then the .url extension: [knowby title] - {Public}.url The contents of the .url file will be as follows: [InternetShortcut] URL={public or private URL of the knowby} Example:

Spell Checking

As a creator, I would like to be advised where I have made a spelling mistake.

Add a review date and notification for knowbys

Ability to record screen from Knowby Pro Web App

Using a browser extension, provide the ability to make screen recordings of web applications directly from the Knowby Pro web application.

Allow approvers to make edits before approving

Overview Some customers have asked for greater flexibility in the approval workflow, specifically the ability for approvers to make small adjustments or corrections before approving content. Current behaviour At present, items sent for approval are intentionally locked for editing. This enforces a clear separation of duties between authors and approvers, which is important for governance and compliance in many organisations. Proposed enhancement Introduce an optional workflow where approvers can make modifications while content is in a “pending approval” state, and then approve the updated version once changes are complete. Why this matters For some teams, approvers are also subject-matter experts and prefer to make minor refinements directly rather than rejecting and resubmitting content. Supporting this model would better align with how these organisations work in practice. Potential benefits Faster approval cycles Less back-and-forth between authors and approvers Greater flexibility to match different organisational workflows Notes This would be an opt-in capability, allowing organisations to choose between strict separation of duties or a more collaborative approval model, depending on their requirements.

Ability to Temporarily Suspend and Re-Enable Users (with Reduced-Rate Billing)

As an organisation admin I want the ability to suspend user accounts temporarily at a reduced cost So that I can manage seasonal or temporary workers without deleting their data, while keeping costs lower than active users. Description Organisations with seasonal staff need flexibility to pause user access. Currently, admins can only delete or retain users, which either creates unnecessary costs or forces re-invitations. Introducing a suspension state, billed at a reduced rate, provides cost savings while covering Knowby’s data retention and account management costs. Acceptance Criteria Suspend User Admin can suspend a user from ‘Manage users’. Suspended users cannot log in or access knowbys. Suspended users retain their historical data, roles, and permissions. Billing switches to the suspended user rate at the next billing cycle. Re-Enable User Admin can reactivate a suspended user with a single action. Reactivated users regain their prior access, roles, and permissions. Billing resumes at the active user rate at the next billing cycle. Delete User Admins retain ability to permanently delete users. Deletion follows existing rules (loss of access, data retention policy applied). Deleted users incur no further billing. Visibility & Reporting Suspended users are clearly labelled in ‘Manage users’ (status column: Active / Suspended / Deleted). Admin reports include counts of Active, Suspended, and Deleted users. Billing reports separate Active vs Suspended seats. Pricing Model (Proposed - open to feedback) Active User: Standard rate (e.g. US$3/user/month). Suspended User: Reduced retention rate (e.g. US$0.50–1.00/user/month). Deleted User: Free, no retention.

Assign knowbys for completion

this feature would allow you to select assign knowbys for completion to chosen team members and allow you to see whether they have completed it. There should also be a box at the end of the knowby to certify you have read all the steps etc.

Integration with Employment Hero

Summary: Enable Knowby to automatically update Employment Hero (EH) when a knowby is completed, either as a training module or employee certification. Details: We’ve had requests from customers using Employment Hero to streamline their training records by syncing Knowby completions into EH’s platform. Ideally, the integration would: • Trigger when a knowby is marked as completed • Match the user based on email or employee ID • Update EH by either: • Logging a completed certification • Or marking a module as complete in EH’s Learning Management System (LMS) This would reduce double-handling, improve compliance tracking, and create a seamless experience for teams using both platforms. Why it matters: Employment Hero is widely used across Australia for HR, payroll, and training. Automating the sync between Knowby and EH would save admin time, support compliance audits, and improve data integrity across systems. Potential integration points: • Employment Hero’s Certification API • Or (if made available) LMS API endpoints

Cross-Knowby Linking

Be able to put a link in a Knowby to another Knowby to make it easy to switch from one to another e.g. if one process is followed by another, be able to have a link in the step which will open up the other linked Knowby.

Require comments and/or visual evidence on step or knowby completion.

This feature extends the existing functionality of marking steps or an entire knowby as completed by having the ability to mandate readers to add commentary and/or upload visual evidence in the form of photos or videos when marking a step or knowby as completed. Mandatory Commentary: Readers are prompted to input valuable reflections or feedback for each completed step or knowby, enhancing understanding and retention. Photo/Video Uploads: The feature allows for the upload of visual evidence, demonstrating the practical application or completion of tasks, which is especially beneficial for hands-on instructions. Customisable Requirements: Creators of knowbys can tailor the level of interaction as follows; No mandatory fields Mandatory comments only Mandatory visual evidence only Mandatory comments and visual evidence Visual Evidence Review: Admins can review step or knowby completions and assess compliance to the task requirements. High Level Requirements: 1. User Interface Enhancements Step/Completion Button Modification: Update the UI to indicate that additional actions (commentary, photo, or video upload) are required upon marking a step or knowby as completed. Input Fields for Commentary: Provide a text input field for users to enter their commentary when marking a step or the entire knowby as completed. Upload Mechanism: Implement an interface for users to upload photos or videos. This interface should support common file formats and indicate any restrictions (e.g., file size, aspect ratio). 2. Data Validation and Management Commentary Validation: Ensure that the commentary input field is validated for the presence of text (non-empty) if this step is mandatory. Media Upload Validation: Validate uploaded photos/videos for file type, size, and potentially content appropriateness. Storage: Establish a storage solutions for hosting the uploaded media. 3. Backend Logic Enhancement Completion Criteria Logic: Update the backend to recognise a step or knowby as completed only when all required actions (adding commentary, uploading photos/videos) are fulfilled. Error Handling: Implement robust error handling for failed uploads or incomplete submissions, providing clear feedback to the user. 4. User Feedback and Notifications Progress Indicators: Provide visual cues or progress indicators when a user completes parts of the requirement (e.g., commentary added, photo uploaded). Success Confirmation: Notify the user of successful step or knowby completion, including all mandatory actions. 5. Analytics and Reporting Completion Analytics: Provide the ability to track and report on the completion rates, types of commentary, and media uploaded to understand compliance.

Speed up Category Assignments

Currently, in order to assign a knowby to a category, you need to edit and publish the knowby. It would be great if editors and admins could simply select a bunch of knowbys on the home screen and bulk assign them to a specific category.

On-Device Caching

The ability to download and store knowbys in the Knowby Pro mobile and tablet app so they can be used while out of network coverage.