--- title: "Organizing your knowledge base" slug: "organizing-your-knowledge-base" description: "Organize your knowledge base with Document360's five-level hierarchy, ensuring easy navigation and tailored access for diverse audiences." tags: ["Content Organization", "Document Structure", "Knowledge base"] updated: 2026-06-02T07:10:11Z published: 2026-06-02T07:10:11Z --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.document360.com/llms.txt > Use this file to discover all available pages before exploring further. # Organizing your knowledge base Document360 uses a five-level hierarchy to structure all your documentation. Understanding this structure helps you plan and maintain a knowledge base that's easy to navigate --- ## The hierarchy Everything in Document360 follows this structure, from the outermost container down to individual content: ![Image](https://cdn.document360.io/6a41a4ec-dfe1-4f2d-9818-4fc3e2c85382/Images/Documentation/organizing%20kb%20structure.png) Each level serves a distinct purpose. Together they give you fine-grained control over how your content is organized, who can access it, and in what language it's presented. ### Projects A [project](https://docs.document360.com/docs/creating-a-project) is your top-level container. It holds everything - workspaces, content, users, settings, and configurations. When you sign in to Document360, your projects dashboard is the first thing you see. Each project is independent, with its own subscription, settings, and team members. ### Workspaces Inside a project, you can create one or more [workspaces](https://docs.document360.com/docs/workspaces). Think of a workspace as a separate, self-contained knowledge base. Each workspace has its own content tree, its own URL, and can be set to different visibility levels — public, beta, or deprecated. Workspaces are useful when you have different audiences or product lines that need distinct documentation. When you create a new project, a default workspace called **v1** is created automatically. ### Languages Each workspace supports multiple [languages](https://docs.document360.com/docs/localization), so you can deliver localized documentation to readers in their preferred language. You set a default language per workspace and add more as your audience grows. ### Categories [Categories](https://docs.document360.com/docs/categories-and-subcategories) organize your content within each language. They work like folders, grouping related articles and defining the navigation structure your readers see. Document360 supports four category types: Folder, Index, and Page categories. You can nest categories into subcategories to add as much depth as your content requires. ### Articles [Articles](https://docs.document360.com/docs/managing-articles) are the content your readers come for. They live inside categories and are the core building blocks of your knowledge base. You can create an article from scratch, from a template, or by using Eddy AI. Each article follows a draft-to-published workflow. --- ## What this looks like in practice Here's a simple example. Imagine a company called **Acme** that makes project management software. They have two audiences - everyday users and developers, who need completely different documentation. Here's how Acme would structure their Document360 project: ![Image](https://cdn.document360.io/6a41a4ec-dfe1-4f2d-9818-4fc3e2c85382/Images/Documentation/organizing%20KB%20acme%20example.jpeg) Both workspaces live inside the same project, so Acme manages them from one place. Same subscription, same team, same settings. But to a reader, they feel like two completely different sites. --- ## Workspace or category - which one do you need? This is the question most new users get stuck on. Here's a simple rule: ✓ Use a new workspace when... The audience is completely different and you'd never want both groups searching the same content. A developer and a customer support agent have nothing to search in common, so separate workspaces keep the experience clean for each. ✓ Use a new category when... It's the same audience, just a different topic. "Billing" and "Troubleshooting" are different topics, but they're both for the same user. So, they belong as categories inside the same workspace, not separate workspaces. --- ## Best practices These tips will keep your knowledge base clean as it grows: 1. **Start with 3–5 top-level categories.** You can always reorganize later. Document360 lets you drag and drop categories and articles at any time without breaking existing URLs. 2. **Name categories based on what your readers are trying to accomplish**, not your internal team's terminology. *"Get started"* lands better than *"Onboarding flow."* 3. **Keep one idea per article.** Focused articles are easier to find via search and simpler to keep up to date. 4. **Use separate workspaces for genuinely different audiences.** If your end users and your developers have very different needs, separate workspaces keep the experience clean for each group. 5. **Avoid going deeper than two levels of subcategories.** The deeper the nesting, the harder it is for readers to find their way - and for you to maintain it. ## Related - [Content access](/content-role-and-access.md) - [Block inheritance](/block-inheritance.md)