Wikis FAQ
Answers to common setup and operating questions about Wikis.
For what the app is and how to set it up from scratch, see the
Wikis Overview.
Setup
Do I need to configure anything before people can start using Wikis?
No. Once you enable Wikis from the Apps Marketplace, the defaults are ready to use: new pages start as drafts with edit permission set to Admin and creator, comments open to Any user, and visibility set to Everyone. Global search inclusion and PDF export are both on by default. The only setting that is off by default is the AI Agent — turn it on in Wikis Settings if you want users to query wiki content through Ask AI.
Who can create wiki pages?
Any licensed user can create a wiki page. The creator owns the page and controls its edit and comment permissions through the Properties panel. Only admins and designated Wikis app admins can access Wikis Settings, manage templates, view the Trash, and reorder pages.
What is a Wikis app admin, and how do I designate one?
A Wikis app admin is a non-admin user who has been granted app-level administrative access. You assign app admins from Admin > Apps > App Admins. An app admin can access Wikis Settings, manage templates, break edit locks, transfer ownership, and perform every action a business admin can within the Wikis app.
Permissions and access
Who can edit a page, and how do I change that?
Each wiki page has its own edit permission, set by the owner or an admin in the Properties panel. The three choices are:
- Admin and creator (default) — only the page owner and admins can edit.
- Any user — anyone who can view the page can also edit it.
- Creator only — only the page owner can edit; admins can still edit.
Regardless of the setting, archived pages cannot be content-edited by non-owners.
How does page visibility work?
Each page has a visibility setting in Properties:
- Everyone (default) — all users in the organization can view it once it is published.
- Specific groups — only members of the selected notification recipient groups (plus the owner and admins) can view it.
- Just me — only the creator can view it. Admins can also access it.
Unpublished drafts are visible only to their creator and admins.
Why can’t some of my employees see a wiki page?
The most common causes are: the page is still in Draft status (only the creator and admins see drafts), the page is Archived, or its visibility is set to Specific groups or Just me. Check the page’s status badge and its Properties panel. Published pages with visibility set to Everyone are available to all users.
Day-to-day
How does edit locking work, and what if someone’s lock gets stuck?
When someone starts editing a page, an edit lock is automatically acquired. The lock prevents other users from making simultaneous edits. It expires after the configured duration (default 30 minutes, adjustable from 1 to 1,440 minutes in Settings). On expiry, any users who requested “Notify me when free” are notified automatically.
If a lock gets stuck — for example, the editor closed their browser without saving — any admin or app admin can break the lock from the page’s edit-lock banner. The “Ask to edit” button lets a waiting user send the lock holder a notification (throttled to one every 10 minutes).
How does version history work?
Every save of a published wiki creates a numbered version. You can open any previous version, compare any two versions side by side with highlighted additions and removals, and see who made each change and when. Restoring an earlier version creates a new version with a Restored label, so nothing is lost. Version history is only generated for published pages — edits to drafts are not versioned.
Can I use templates, and who manages them?
Yes. Admins and Wikis app admins create templates from the Templates tab — each template has a name (up to 100 characters), a body, an optional category and icon, and an optional cover image. One template per organization can be marked as the default. When any user creates a new wiki, they can choose a template to pre-populate the page’s structure and content.
How do I transfer ownership of a wiki?
Open the page, go to Properties, and select Transfer ownership. Both admins and the current page owner can transfer. The new owner must be an active member of the organization. The transfer is recorded in version history. If the previous owner no longer has access to the page after the transfer (for example, a draft or a visibility-restricted page), they are redirected to the Wikis hub.
How deep can sub-wikis be nested?
Pages can be nested up to 5 levels deep (for example, Company > Product > Version > Section > Page). The Add sub-wiki action and the parent picker automatically prevent you from exceeding this limit. Existing hierarchies that were deeper than 5 levels before the limit was introduced still work — they just cannot be pushed deeper.
Notifications
What notifications does Wikis send, and can I control them?
Wikis sends three types of notifications, each controlled by an on/off toggle in Settings:
- New comment (on by default) — the page owner receives an in-app and email notification when someone comments on their page.
- @Mention (on by default) — a user receives an in-app and email notification when mentioned in a comment. Mentions to users who cannot read the page (due to visibility restrictions) are silently suppressed.
- Wiki published (off by default) — the configured recipient group receives in-app and email notifications when a page is published. Users who cannot read the page are excluded.
The “Ask to edit” and “Page is free” lock notifications are in-app only and always active.
When something looks wrong
“I can’t export this page to PDF”
PDF export requires two things to be true: the app-wide Allow PDF Export setting must be on (it is on by default), and the individual page’s Allow export flag in Properties must also be on (also on by default). If either is off, the export option will not appear.
“My edits disappeared after someone else saved”
This should not happen — edit locking prevents simultaneous edits. If the lock expired while someone was still editing (default expiry is 30 minutes), another user could have started editing and saved over the changes. Increase the lock duration in Settings (up to 1,440 minutes) for pages that take a long time to edit. In the meantime, the overwritten content can be recovered from version history.
“A wiki page looks outdated but nobody has touched it”
Published pages that have not been updated within the stale threshold are flagged with a freshness indicator. The threshold is configured in Settings under Stale Wiki Threshold with choices of 90, 120 (default), 365, or 730 days. This is informational — it does not change the page’s status. Editing and saving the page resets the clock.
Licensing and limits
Does Wikis require a licence?
Yes. Wikis requires a licence and is disabled by default. An administrator enables it from the Apps Marketplace for your organization.
Are there limits I should know about?
| What | Limit |
|---|---|
| Title length | 255 characters |
| Description length | 500 characters |
| Comment length | 2,000 characters |
| Tag name length | 50 characters |
| Template name length | 100 characters |
| Cover image size | 10 MB (JPEG, PNG, WebP, or GIF) |
| Inline image upload size | 10 MB (JPEG, PNG, WebP, or GIF) |
| Page attachments | Up to 5 files, each up to 10 MB |
| Comment attachments | Up to 5 files, each up to 10 MB |
| Sub-wiki nesting depth | 5 levels |
| Edit lock duration | 1–1,440 minutes (default 30) |
| Comment edit window | 15 minutes after posting (admins: unlimited) |
| Comment delete window | 5 minutes after posting (admins: unlimited) |
| View deduplication | One view counted per user per page per 30 minutes |
More help
- Wikis Overview
- Ask AI — the assistant answers Wikis questions from these articles.