YouTrack now with Knowledge Base

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We are excited to announce the release of YouTrack 2020.2 which comes with a built-in Knowledge Base! Now you can build a public knowledge base and keep internal documentation right inside YouTrack, alongside your tasks and projects. YouTrack can keep your team’s collective knowledge together in one place.

Other enhancements for project administrators include field type conversions and the ability to set a default visibility group for your projects.

For better cross-team collaboration, we’ve added new options to share tags, saved searches, Agile boards, and reports.

For enhanced user experience when working with issues, we’ve added new functionality for configuring personal workspaces and issue list views, and a “Clone issue as draft” action.

For anyone just getting started with Agile Boards, we’ve simplified the process and minimized the steps required to create one.

Want to know more? Read on and we’ll guide you through all the amazing things we’ve prepared for you in YouTrack 2020.2.

Knowledge Base is for everyone

Internal documentation for your team

Have you ever thought it would be useful to keep all your product documentation and notes together, right next to your tasks? Now with the new YouTrack Knowledge Base you can organize everything in one place. Add project plans, team policies and meeting notes. Group them by project and structure them in page trees, and decide who will have access to the workspace.

Knowledge Base isn’t just for development teams. Let’s say you’re organizing a team building event for your colleagues. Create an article in Knowledge Base to plan activities for the event and then start writing up your ideas. Take all the time you want to think over the details – YouTrack will automatically save your draft and make sure nothing is lost. You can always see all your drafts in the left sidebar, marked with the corresponding badge:

kb

The “Visible to” dropdown makes it quick and easy to specify exactly who can see your articles. You can limit the visibility of separate articles, branches or entire trees of articles to individual users or user groups, exactly as you would do with issues. By default, an article is available to all users with the ‘read article’ permission in YouTrack, but you can easily change its visibility at any time. Visibility settings are applied down through the knowledge base hierarchy, so all sub-articles will inherit visibility settings from their parent articles. Aside from visibility permissions, there are permissions for creating, reading, updating and deleting articles that correspond to the standard YouTrack permissions scheme.

kb_visibility

Now it’s time to bring your article to life. Remember how much you enjoyed last summer’s corporate outing? Remind your teammates with embedded videos and Google documents, create tables and use checklists and text formatting to enrich your content’s visual appeal:

kb_content

Once you’ve published your article, you can sit back and watch the discussion unfold in the comments. You can safely switch to other tasks because you’ll receive notifications about any updates and new comments on your articles. If you want to stay updated about someone else’s article in Knowledge Base, just star it and you’ll receive notifications as if it were your own!

Build your public knowledge base for external users

Your Knowledge Base can also be publicly visible, making it the perfect place to store all your guides and FAQs for your external users.

To make Knowledge Base public you first have to allow anonymous access to your YouTrack so that external users can view your knowledge base without having to register. You can also open up your knowledge base to any group of users – your team, your registered users, or to all users.

Now all that’s left is to build your knowledge base. Create articles with tables and embedded media and organize them in article trees. All versions of an article are available in the history tab, so you can track its edit history. If you change your mind about updates that have been made to an article, you can simply roll it back to a previous version. Nothing will ever be lost!

kb_history

Answer your customers’ questions in article comments, receive notifications about updates and post Knowledge Base articles as replies to YouTrack issues. Mention your teammates in comments to ask them for help, mention issues for reference, or search for relevant articles and post them as replies.

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It’s never been so easy to collect and share your product’s essential information!

Full-text search across Knowledge Base

Both public and internal knowledge bases use full-text search to find all articles containing a specified word or combination of words. You’ll get all the results on one page, and you can easily navigate to the correct article to find your answer.

kb_search

Other enhancements in YouTrack 2020.2

Field type conversions for project administrators

When setting up a custom field for issues, administrators specify a field type that dictates the type of values that are stored in the field. String, text, date, period, integer, user, group, build number – you choose what’s needed for your issues. Now more custom field types can be converted from one into another at any time during your project lifecycle without losing the values they contain. Let YouTrack adapt to your process, not vice versa!

custom fields

Project-based visibility settings for project administrators

Now administrators can specify a default visibility group – a group of users to whom all new issues created in a project will be visible by default.
We’ve also introduced an easy way to specify who can see your issues in YouTrack. Simply apply the ‘visible to …’ command to existing issues in your project, and set the default visibility for all new issues in your project settings – you no longer need to create a workflow for that. When you want to share an issue with someone who is not a member of your project team and does not need access to all the issues in your project, simply add this user to the ‘visible to..’ group for that issue.

What’s more, you can now specify a list of user groups that will be suggested to issue creators in a visibility menu. This new feature will especially benefit large organizations with many project teams.

Visibility

Fine-grained sharing options for tags, saved searches, agile boards, and reports for team collaboration

Experienced YouTrack users may already be used to configuring visibility of issues, comments and attachments for several user groups.

Now you can also configure the visibility of tags, saved searches, agile boards, and reports for multiple user groups. This makes it easier to share everything you need to collaborate with your team members.

tags

Field highlights in issue list for all users

Based on feedback received from our users, the issue list design has been updated to make statuses in issue fields more visible. You will see the new design when using a detailed M or L view on the issue list.

IssueList

Personal workspace settings for all users

Workspace options let you customize how your YouTrack looks: choose between light and dark themes, and adjust the field and link panel positions to your liking.

Workspace

Streamlined agile board creation for anyone new to agile boards

We’ve streamlined the process of getting started with boards. Just select from Scrum, Kanban, Mixed, Personal, Version-based, or Custom board, choose a name, and add at least one project to be displayed on the board. Your board will be up and running in no time.

board_creation

Clone as a draft helps you automate routine work

The new “Clone issue as draft” action lets you copy any issue and edit its fields and content before submitting it.

Clone

For full technical details about the release, please see the Release Notes. To learn more about configuring the new features, refer to the latest documentation.

If you use YouTrack InCloud, your instance will automatically be upgraded to YouTrack 2020.2 in accordance with our Maintenance Calendar. If you have an active Standalone subscription, you can download YouTrack 2020.2 today. Or you can use the free version to try out the new YouTrack! For more information about the licensing upgrade options available for YouTrack, please visit our Buy page.

We highly appreciate all your feedback, so please share it with us in the comment section below. And of course please get in touch with our support if you have any questions – we’re always here to help!

Your YouTrack team

Comments below can no longer be edited.

17 Responses to YouTrack now with Knowledge Base

  1. Tom says:

    May 28, 2020

    These features are great! I cannot wait to install and try them out.

    • Anastasia Bartasheva says:

      May 28, 2020

      Thank you, we hope you’ll like them useful:) Should you face any questions – please don’t hesitate to ask!

  2. Mike Mayhew says:

    May 28, 2020

    I’m having trouble with codeblocks in an article looking quite bad when in dark mode. It seems to have some sort of “shadow”, quite similar in color to the text itself. Have you noticed this?

    • Anastasia Bartasheva says:

      May 28, 2020

      Thank you for reaching out! I’ve just checked code blocks on Mac in Chrome and the text itself looks quite readable to me. However, the visual appearance may vary for different OS and browsers while the unreadable text is definitely not normal, so we’d appreciate a screenshot of what you see and some details about what browser and operating system you use. Would you mind submitting a support request here: https://youtrack-support.jetbrains.com/hc/en-us/requests/new?ticket_form_id=66282 so we could investigate?
      We’re looking forward to your reply.

  3. Ryan says:

    June 1, 2020

    I’m having a problem regarding to the comments. My team’s roles are a developer and set to allow them to create and read article comment/s. But when I created a new article, they weren’t able to comment on it. I don’t know how to deal with this one. Hoping for your assistance. Thanks

    • Anastasia Bartasheva says:

      June 2, 2020

      Hello Ryan,

      Thank you for reporting about it – I can confirm this to be a bug. Here is a corresponding issue: https://youtrack.jetbrains.com/issue/JT-57817, the bug is already fixed, the fix will be delivered within one of the nearest bug-fix updates.
      Meanwhile, granting “Update article” permission solves the problem. We are very sorry for the inconvenience.
      Have a nice day!

  4. Nicolas Froment says:

    June 2, 2020

    Interesting to see this Knowledge base feature in YouTrack!
    Just a question: Do you already know if we could migrate from this knowledge base to another?
    I’m a bit worried to link all the documentation to a tool like YouTrack, if we can’t easily move to another tool…

    • Anastasia Bartasheva says:

      June 4, 2020

      Hello Nicolas,
      We have plans to implement export functionality but this is not our highest priority at the moment I’m afraid (we’d like to start from imports:)).
      Would you please share your concerns about YouTrack? I’d be happy to help.

  5. Dmitry Reznitsky says:

    June 9, 2020

    Dear Jetbrains,

    thanks a lot for KB feature. Truly appreciate, I am running a project and use Mediawiki-based KB db, but this is/was not truly convenient, since I run my project within JB-stack. I do understand that you most probably have shower of improvements requests for KB feature, and I just wanted to add a few more (may be duplicate as well).
    Thanks in advance!

    I think this is what a lot of users are asking for:
    – Templates. I have some repetitive documents that are based on the same template
    – If possible, may be include YT reports and/or YT queries in KB articles

    Something more personal:
    – I am using MathJax in my pages to write and display formulae. It would be great to have support for either just MathJax or some other third-party JS’s in KB-engine.
    – Migration of mediawiki-articles (and other wiki-engines) into YT KB would be great to have.

    Thanks a lot for all the features!

  6. Anastasia Bartasheva says:

    June 9, 2020

    Hello Dmitry,
    Thanks a lot for your feedback! We appreciate any feedback and happy to hear your suggestions.
    I have filed a feature request about templates, please feel free to upvote it: https://youtrack.jetbrains.com/issue/JT-57944.
    As for YT queries – you can paste YT issue lists into your articles, they will expand to show you the list. To do that, just paste a link to the query (e.g. https://iamlily.myjetbrains.com/youtrack/issues/BUS?q=Priority:%20Normal) into an article and save your article.

    Speaking about more personal suggestions: we are now in the process of implementing import from Confluence feature (https://youtrack.jetbrains.com/issue/JT-57845), we hope to deliver it this year. As for other imports, there are no exact plans yet, but we plan to provide a possibility of creating similar import scripts.
    As for supporting third-party JS’s – there are no plans to do it yet, but we will monitor the demand for sure and may reconsider our opinion.
    I hope it helps. Please let me know if you have any questions.

  7. Mike Mayhew says:

    June 10, 2020

    When viewing the issue list with Size “S” there’s only one tag showing, and the rest under “2+”, or similar. Is there any plan to provide tag priority or sorting? Or does something like this already exist?

    • Anastasia Bartasheva says:

      June 11, 2020

      Hello Mike,

      At the moment, the tags are displayed in chronological order – the first created tag is displayed in the beginning, while the last created tag is the last to be displayed.
      I’m afraid we have no plans to provide tag priority or sorting in the nearest future as it would complicate the logic of issue list and we don’t have many requests about it.

      • Mike Mayhew says:

        June 18, 2020

        Thank you for your reply. How about ability to show more tags in “S”-mode, as there often is more space? Or alternatively how can I, through GUI or “programatically” change the created time of a tag?

        • Anastasia Bartasheva says:

          June 19, 2020

          Mike,

          We have a corresponding feature request to show more tags for S-view: https://youtrack.jetbrains.com/issue/JT-54379, please feel free to upvote it to increase its priority.
          I’m afraid it is not possible to change the creation date of a tag though.
          Please let me know if you have any questions.

  8. Mike Mayhew says:

    June 26, 2020

    Is there any “I’m feeling lucky”-kind of functionality in the search field? Often I find myself typing a specific issue number (not neccessarily the project name), and I feel it is just way to many clicks and punches to get to the issue.

    If I have an issue “ABC-123” and I start typing “123” I can either press enter, which gives it as a result (and often the only result), or I can select the issue in the suggestions, but that only fills it out in the search field.

    I’m missing some sort of “go directly to”, even if it might miss some of the time.

  9. Mike Mayhew says:

    June 26, 2020

    Is there some bug with “Sort by Updated” on Build 2020.2.6881? Unless I’m really not understanding this it isn’t sorting by updated at all. I’m not even sure what it is sorting by…

    • Mike Mayhew says:

      June 26, 2020

      Figured it out. I was in tree view. My issue was a child of another issue, and the parent wasn’t updated.

      However, when searching for the child I only got the child as a result. Shouldn’t the search result show the parent as well, since I am in tree view? I didn’t realize it even had a parent since I only found it through searches.

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