Documentation pages

The Documentation module lets you write and publish a structured help site — and every published page is automatically pulled into your chatbot's knowledge base. One write, two audiences: humans reading your help centre, and the bot answering from the same text. Open it from Dashboard → Documentation.

Documentation is a separate module, billed per seat — one seat per person who edits the portal. See Pricing & limits.

🖼️ [Image] — The Documentation editor: page tree on the left, rich editor in the center, page settings on the right.

The page tree

The left panel is a hierarchical tree of every page, with a draft count at the top so you can see at a glance what isn't live yet. The Add dropdown offers two ways in:

• New page — give it a Title, and optionally a Parent so it nests under another page. Drag nodes to reorder or re-nest them.
• Import document — turn an existing .docx or .pdf (max 25 MB) into a tree of pages in one pass.

Any page can be Duplicated or Deleted from its context menu.

Importing a document

The importer runs in two stages, so you see what you're getting before you commit. Drop the file in and Promptly parses it, then shows you counts of pages, images, in-page sections, and warnings. Headings become the page structure; embedded images are extracted and uploaded as assets.

Everything lands as drafts. Nothing is public and nothing reaches the bot until you review and publish, which is what makes importing a long manual safe to try.

Writing: rich or markdown

The centre pane edits a single markdown document, with two interchangeable views:

• Rich (WYSIWYG) — the toolbar plus slash commands (type / for headings, lists, tables, code blocks, callouts), a link picker that autocompletes your other docs pages as internal links, and image and video insert modals.
• Markdown — the raw source, for when you'd rather just type it.

Switching between the two is lossless, and your choice is remembered in your browser, so the editor opens the way you left it. Images live in the Assets panel (.png, .jpg, .gif, .webp).

Autosave and version history

Changes save automatically about 2 seconds after you stop typing — there is no Save button, and the indicator shows Saving / Saved so you always know where you stand.

Because autosave is silent, the safety net is Version History, in the right-hand panel. It lists earlier revisions of the page, lets you compare any revision against the current content side by side (Before — v3 / After — current content), and lets you Restore one after a confirmation. Retention is capped per page: 25 versions on the trial, 100 with a subscription.

🎬 [Video] — Typing in the rich editor, switching to markdown view, and watching autosave fire.

Page settings

The right-hand Page Settings panel is where a page becomes real:

Publishing, and what it does to your bot

Turning Published on does two separate things:

1. Makes the page live on your public docs site, at /docs/<your-tenant-slug>/<page-slug> (nested pages keep their parent path).
2. Syncs the content into the knowledge base and generates embeddings, so the chatbot can answer from it.

Turning it off reverses both: the page leaves the public site and stops being used by the bot.

The Knowledge Base line in Page Settings tells you exactly which state you're in:

• Synced to KB — published, embedded, and available to the assistant.
• In KB (unpublished) — the page was published once and has since been unpublished; the content is retained but deactivated, so the bot won't answer from it.
• Not in KB — never published.

Publishing only re-embeds when the content actually changed, tracked by a content hash. Re-publishing an unchanged page is cheap and won't burn embedding cost. To force a rebuild anyway, use Reindex on the item in Knowledge.

Portal look and limits

The portal's appearance is yours: logo and favicon, primary and secondary colours, light and dark palettes, fonts, sidebar width and position, content width, code-block theme, and custom CSS. You can also embed your own assistant on the docs site so readers can ask instead of browse, and hide Promptly branding.

Storage is capped per workspace:

Documentation page or knowledge entry?

Both end up in the same knowledge base and are retrieved identically. The difference is who else can read it:

A useful rule: if you'd send a customer the link, write it as a documentation page. If it's a note to the bot, make it a text entry.

Related

• Adding knowledge
• Enrichment & re-indexing
• How retrieval works
• Pricing & limits
• Team & roles