📘 Best Practices: Creating Cards

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Access Required

To create and/or edit Cards, you must be a Collection Owner or a relevant custom rolef in the Collection that houses the Card. The same permissions allow you to schedule Card publication and archival.

Prioritize high-value content

Start with knowledge that your team uses regularly:

• Product FAQs
• Sales assets
• Competitive intelligence
• Troubleshooting guides
• Internal processes

Involve subject matter experts and use tools like content migration and Assist.

Optimize for search

Use clear, searchable titles that reflect how users would look for information.

Avoid duplicates

Each Card should cover a single concept or answer. Instead of duplicating, reuse Cards by:

• Placing them in multiple folders within the same Collection
• Using Card links

Keep Cards concise

Cards are more effective when under 1,000 words. Break long content into multiple Cards if needed.

Use folders for organization

Organize Cards with folders.
Folders can be nested up to three levels deep and updated anytime.

Plan content lifecycle

Schedule time-sensitive content

For content with specific go-live dates or expiration dates, use scheduled publishing and archival:

• Seasonal content: Schedule holiday promotions or seasonal policies to publish and archive automatically.
• Event-driven content: Set conference materials or training content to go live before events and archive afterward.
• Temporary policies: Schedule policy updates to publish when effective and archive when superseded.

Benefits of scheduling

• Reduces manual work: Set publication and archival dates once rather than setting reminders.
• Ensures timely updates: Content goes live and gets archived exactly when needed.
• Improves consistency: Automated lifecycle management prevents outdated content from remaining active.