Corporate Knowledge Base

Context

A large distributed organization with more than 1,000 locations and tens of thousands of employees needed a single corporate knowledge base: one place where the knowledge people need for their work is structured, kept current, and actually findable.

An earlier attempt had not reached wide adoption. In practice the system was used mostly by the small group of employees responsible for filling it with content, while everyone else kept working around it.

The client came with business needs and requirements rather than a ready technical solution, and set one hard constraint: the platform had to be free and open source.

What we owned

NekaSoft was responsible for everything except the subject matter of the content: choosing the platform, building the system around it, and keeping it running. Content structure stayed with the client's own subject-matter specialist, and the information architecture was worked through and refined together with them.

Solution

The platform is open-source XWiki, but the working knowledge base is not a stock installation. Most of the engineering went into what the platform does not do out of the box.

• Platform selected and justified against the client's requirements
• Custom XWiki macros for the content patterns editors actually needed
• Extensions beyond the platform's standard feature set
• Integrations with the organization's systems
• Roles and access rights across a distributed structure
• Our own analytics layer alongside Matomo, with custom collection and reporting
• Content migration from the previous system
• DevOps, security, and reliable operation

The value here is not an installed wiki. It is the information architecture worked out with the client, the custom macros and extensions built around real editorial work, and the analytics layer that shows which materials are actually used.

Screenshots

Result

The knowledge base became a working part of how the organization operates.

• A genuinely used single internal source of knowledge, not a system kept alive by the people who fill it
• 1,000+ locations and tens of thousands of employees covered
• Around 20 content editors maintain the base
• Use of materials is tracked through dedicated analytics
• The project has repeatedly been presented inside the organization as a successful initiative and is rated positively by leadership
• In production for more than two years

Delivery

The system has been in production for more than two years and remains the organization's single internal knowledge base.

NekaSoft still supports and develops it under an active contract: new macros and extensions, integrations, and analytics as new needs appear.

Technology

XWiki is the platform. The macros, extensions, integrations, and the analytics and reporting layer alongside Matomo were built by NekaSoft.