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Yappa Knowledge Hub - Slack Bot User Guide ​

Complete guide to using the Yappa Knowledge Hub Slack bot for managing and sharing team knowledge.

Table of Contents ​

Overview ​

The Yappa Knowledge Hub Slack bot helps teams capture, organize, and share knowledge directly within Slack. It provides multiple ways to save information, organize it into thematic lists, and make it discoverable to the right people.

Key Features ​

  • Multiple Input Methods: Save knowledge via slash commands, message shortcuts, global shortcuts, or automatic URL/file detection
  • Thematic Organization: Organize knowledge into customizable thematic lists with icons and descriptions
  • Target Groups: Control visibility and relevance by assigning knowledge to specific target groups
  • Smart Detection: Automatically detects URLs and files shared in channels
  • Search & Browse: Find knowledge through search or browse by category
  • Digest Generation: Create periodic summaries of new knowledge for specific lists
  • Mobile Optimized: Compact layouts and intuitive navigation work great on mobile

Getting Started ​

Accessing the Bot ​

  1. App Home Tab: Click on the Yappa Knowledge Hub app in your Slack sidebar
  2. Slash Command: Type /knowledge in any channel
  3. Shortcuts Menu: Click the lightning bolt () icon and select shortcuts

First Steps ​

  1. Open the App Home to see the welcome screen
  2. Click "Toevoegen" (Add) to create your first knowledge item
  3. Browse existing thematic lists to see what's already available
  4. Use the Dashboard to view and manage all knowledge items

Commands ​

/knowledge - Main Dashboard ​

Opens the Knowledge Hub dashboard modal with full access to all features.

Usage:

/knowledge

Features:

  • View all knowledge items with pagination
  • Filter by category
  • Add new knowledge
  • Search existing knowledge
  • Manage thematic lists
  • Generate digests

Dashboard Actions:

  • Nieuw (New): Add a new knowledge item
  • Zoeken (Search): Search through all knowledge
  • Digest: Generate a knowledge digest
  • Lijsten Beheren (Manage Lists): Manage thematic lists
  • Vernieuwen (Refresh): Reload the dashboard

Category Filter:

  1. Select one or more categories from the dropdown
  2. Click "Filter Toepassen" (Apply Filter) to view items
  3. Click "Filter Wissen" (Clear Filter) to reset

Pagination:

  • Shows 10 items per page
  • Use "Vorige" (Previous) and "Volgende" (Next) buttons to navigate
  • Current page indicator shows your position

Shortcuts ​

Message Shortcuts (Right-Click Menu) ​

Save existing Slack messages as knowledge items.

Shortcut Names:

  • save_to_knowledge - Save to Knowledge Hub
  • add_to_hub - Add to Hub

How to Use:

  1. Right-click (or long-press on mobile) any message
  2. Select "Opslaan in Kennishub" from the shortcuts menu
  3. Fill in the modal form:
    • Title: Give the knowledge a descriptive title
    • Thematic List: Select the appropriate category
    • Target Groups: Choose who should see this
    • Additional Notes: Add context or explanation (optional)
    • Tags: Add searchable tags (optional)
  4. Click "Opslaan" (Save)

What Gets Saved:

  • Original message text
  • Message metadata (timestamp, channel, author)
  • Any additional notes you add
  • Selected category and target groups

Global Shortcuts (Lightning Bolt Menu) ​

Quickly add knowledge without a source message.

Shortcut Name:

  • quick_add_knowledge - Quick Add Knowledge

How to Use:

  1. Click the lightning bolt () icon in Slack
  2. Select "Snel Kennis Toevoegen"
  3. Fill in the modal form:
    • Title: Knowledge item title (required)
    • Content: Main content (required)
    • Thematic List: Select category (required)
    • Target Groups: Choose audience (required)
    • URL: Add a related link (optional)
    • Tags: Add searchable tags (optional)
  4. Click "Toevoegen" (Add)

Use Cases:

  • Document a process or procedure
  • Share a tip or best practice
  • Add external resources
  • Create reference documentation

App Home ​

The App Home tab provides a personalized dashboard with quick access to all features.

Home Screen Sections ​

1. Quick Actions (Top Row) ​

  • Toevoegen (Add): Create new knowledge
  • Dashboard: Open full dashboard
  • Zoeken (Search): Search knowledge
  • Digest: Generate digest

2. Quick Stats ​

  • Items: Total knowledge items count
  • Lijsten (Lists): Total thematic lists count

3. Thematic Lists ​

  • Browse all available thematic lists
  • Shows 6 lists per page with pagination
  • Each list displays:
    • Icon and name
    • Target groups
    • Description
    • "Bekijk" (View) button to browse items

4. Recently Added ​

  • Shows 3 most recently added items
  • Quick preview of title and content
  • "Alles zoeken" (Search All) button

5. Tips Section ​

  • Quick tips for using the bot
  • Command reference

Managing Lists from Home ​

Click "Beheren" (Manage) next to "Thematische Lijsten" to:

  • View all thematic lists
  • Create new lists
  • Edit existing lists
  • Delete lists
  • Browse items in each list

Knowledge Management ​

Adding Knowledge ​

From Dashboard ​

  1. Open /knowledge dashboard
  2. Click "Nieuw" (New)
  3. Fill in the form
  4. Submit

From App Home ​

  1. Go to App Home tab
  2. Click "Toevoegen" (Add)
  3. Fill in the form
  4. Submit

From Message Shortcut ​

  1. Right-click a message
  2. Select "Opslaan in Kennishub"
  3. Fill in the form
  4. Submit

From Global Shortcut ​

  1. Click lightning bolt ()
  2. Select "Snel Kennis Toevoegen"
  3. Fill in the form
  4. Submit

Form Fields Explained ​

Required Fields:

  • Title (Titel): Short, descriptive title (minimum 3 characters)
  • Content (Inhoud): Main content or description
  • Thematic List (Thematische Lijst): Category for organization
  • Target Groups (Doelgroepen): Audience for this knowledge

Optional Fields:

  • URL: Link to external resource
  • Tags: Comma-separated keywords for search
  • Additional Notes: Extra context or explanation

Editing Knowledge ​

  1. Find the item in dashboard or list browser
  2. Click the overflow menu () or "Bewerken" (Edit) button
  3. Modify any fields
  4. Click "Opslaan" (Save)

What You Can Edit:

  • Title
  • Content
  • Thematic list (category)
  • Target groups
  • Tags

Note: Source message metadata cannot be edited

Deleting Knowledge ​

  1. Find the item in dashboard or list browser
  2. Click the overflow menu ()
  3. Select "Verwijderen" (Delete)
  4. Confirm deletion

Warning: Deletion is permanent and cannot be undone

Moving Knowledge Between Lists ​

  1. View the knowledge item
  2. Click "Verplaatsen" (Move)
  3. Select the new thematic list
  4. Click "Verplaatsen" (Move)

Managing Target Groups ​

  1. View the knowledge item
  2. Click "Doelgroepen Aanpassen" (Edit Target Groups)
  3. Select/deselect target groups
  4. Click "Opslaan" (Save)

Target Group Inheritance:

  • Items inherit default target groups from their thematic list
  • You can add additional target groups to individual items
  • View modal shows inherited vs. additional groups

Sharing Knowledge ​

  1. View the knowledge item
  2. Click "Delen" (Share) from overflow menu
  3. Select a channel
  4. Add an optional message
  5. Click "Delen" (Share)

What Gets Shared:

  • Knowledge title and content
  • URL (if present)
  • Tags and target groups
  • Attribution to the person sharing

Thematic Lists ​

Thematic lists (categories) help organize knowledge by topic, department, or purpose.

Viewing Lists ​

From App Home:

  • Scroll to "Thematische Lijsten" section
  • Browse available lists
  • Click "Bekijk [Name]" to view items

From Dashboard:

  • Click "Lijsten Beheren" (Manage Lists)
  • View all lists with details

Creating a List ​

  1. Open "Lijsten Beheren" (Manage Lists)
  2. Click "Nieuwe Lijst" (New List)
  3. Fill in the form:
    • Name (Naam): List name (required, min 2 characters)
    • Description (Beschrijving): What this list is for
    • Icon: Emoji icon (e.g., , , , )
    • Default Target Groups: Who should see items in this list
  4. Click "Aanmaken" (Create)

Icon Tips:

  • Use relevant emojis that represent the topic
  • Common choices: (documentation), (technical), (tips), (goals)
  • Keep it simple and recognizable

Editing a List ​

  1. Open "Lijsten Beheren" (Manage Lists)
  2. Find the list you want to edit
  3. Click "Bewerken" (Edit)
  4. Modify fields
  5. Click "Opslaan" (Save)

What You Can Edit:

  • Name
  • Description
  • Icon
  • Default target groups

Note: Changing default target groups only affects new items

Deleting a List ​

  1. Open "Lijsten Beheren" (Manage Lists)
  2. Find the list you want to delete
  3. Click "Verwijderen" (Delete)
  4. Confirm deletion

Warning:

  • Deletion is permanent
  • Items in the list may become uncategorized
  • Consider moving items to another list first

Browsing List Items ​

  1. Click "Bekijk [Name]" on any list
  2. View all items in that list (5 per page)
  3. Click "Bekijken" (View) on any item for details
  4. Use pagination to navigate through items

Target Groups ​

Target groups control who should see specific knowledge items and help filter relevant information.

Available Target Groups ​

The system supports various target groups (configured in src/services/targetGroups.ts):

  • Development teams
  • Design teams
  • Management
  • Sales
  • Support
  • General (everyone)

How Target Groups Work ​

Default Target Groups:

  • Each thematic list has default target groups
  • New items in that list automatically inherit these groups
  • Provides consistent categorization

Item-Specific Target Groups:

  • You can add additional target groups to individual items
  • Useful for cross-functional knowledge
  • Shown separately in the view modal

Filtering by Target Groups:

  • Users can filter knowledge by their relevant target groups
  • Helps reduce noise and find relevant information
  • Improves knowledge discovery

Setting Target Groups ​

For Thematic Lists:

  1. Edit the list
  2. Select default target groups
  3. Save changes

For Individual Items:

  1. View the item
  2. Click "Doelgroepen Aanpassen" (Edit Target Groups)
  3. Select target groups
  4. Save changes

Automatic Detection ​

The bot automatically detects URLs and files shared in channels and offers to save them.

URL Detection ​

How It Works:

  1. Bot monitors messages in channels where it's added
  2. Detects URLs using pattern matching
  3. Scrapes Open Graph metadata (title, description, image)
  4. Shows ephemeral prompt to the user who posted

What You See:

  • URL preview with title, description, and image
  • Site name, type, and author (if available)
  • "Opslaan in Kennishub" (Save to Hub) button
  • "Sluiten" (Dismiss) button

Saving a Detected URL:

  1. Click "Opslaan in Kennishub"
  2. Modal opens with pre-filled metadata
  3. Review and adjust title/description
  4. Select thematic list and target groups
  5. Add tags if desired
  6. Click "Opslaan" (Save)

Metadata Scraped:

  • og:title - Page title
  • og:description - Page description
  • og:image - Preview image
  • og:type - Content type
  • og:site_name - Website name
  • article:author - Author name
  • article:published_time - Publication date

File Detection ​

How It Works:

  1. Bot listens for file_shared events
  2. Fetches file metadata from Slack
  3. Shows ephemeral prompt to the user who uploaded

What You See:

  • File name and title
  • File type and size
  • "Opslaan in Kennishub" (Save to Hub) button
  • "Sluiten" (Dismiss) button

Saving a Detected File:

  1. Click "Opslaan in Kennishub"
  2. Modal opens with file information
  3. Add title and description
  4. Select thematic list and target groups
  5. Add tags if desired
  6. Click "Opslaan" (Save)

File Information Stored:

  • File ID
  • File name
  • File type
  • File URL (private Slack URL)

Disabling Detection ​

If you don't want to save a detected URL or file:

  • Click "Sluiten" (Dismiss)
  • The prompt disappears (only visible to you)

Search & Discovery ​

Searching Knowledge ​

From Dashboard:

  1. Open /knowledge
  2. Click "Zoeken" (Search)
  3. Enter search terms
  4. View results

From App Home:

  1. Go to App Home tab
  2. Click "Zoeken" (Search)
  3. Enter search terms
  4. View results

Search Features:

  • Searches titles, content, and tags
  • Case-insensitive matching
  • Partial word matching
  • Results show title, preview, and metadata

Browsing by Category ​

From App Home:

  1. Scroll to "Thematische Lijsten"
  2. Click "Bekijk [Name]" on any list
  3. Browse items in that category

From Dashboard:

  1. Use category filter dropdown
  2. Select one or more categories
  3. Click "Filter Toepassen" (Apply Filter)
  4. Browse filtered results

Viewing Item Details ​

  1. Find item in search results or list browser
  2. Click "Bekijken" (View) button
  3. View full details including:
    • Title and content
    • URL (if present)
    • Category
    • Target groups (inherited and additional)
    • Tags
    • Submitter
    • Action buttons (Edit, Move, Edit Target Groups)

Digest Generation ​

Create periodic summaries of new knowledge for specific thematic lists.

Generating a Digest ​

  1. Open /knowledge dashboard or App Home
  2. Click "Digest"
  3. Select a thematic list
  4. Enter number of days to look back (default: 7)
  5. Click "Genereren" (Generate)

What Gets Included:

  • All items added to the selected list in the specified time period
  • Item title, content preview, and tags
  • AI summaries (if available)
  • Total count of new items

Who Receives the Digest:

  • You (the requester) always receive it
  • List subscribers (if configured) receive it automatically
  • Sent as a direct message

Digest Format ​

 Digest: [List Name]

[X] nieuwe items in de laatste [Y] dagen



1. [Item Title]
[Content preview...]
Tags: [tag1, tag2, tag3]

 AI Samenvattingen:
 *[Target Group]*: [Summary]



2. [Next Item]
...

Use Cases ​

  • Weekly team updates
  • Monthly knowledge roundups
  • Onboarding new team members
  • Quarterly reviews
  • Department-specific summaries

Best Practices ​

Creating Knowledge ​

Write Clear Titles:

  • Use descriptive, searchable titles
  • Include key terms people might search for
  • Keep it concise (under 100 characters)

Provide Context:

  • Explain why this knowledge is important
  • Include relevant background information
  • Link to related resources

Use Tags Effectively:

  • Add 3-5 relevant tags
  • Use consistent tag naming
  • Include both general and specific tags
  • Examples: onboarding, api, troubleshooting, best-practice

Choose the Right Category:

  • Select the most specific applicable category
  • Consider where users would look for this information
  • Use "General" only when no specific category fits

Set Appropriate Target Groups:

  • Think about who needs this information
  • Don't over-restrict (knowledge should be discoverable)
  • Use multiple target groups for cross-functional knowledge

Organizing Knowledge ​

Create Meaningful Categories:

  • Use clear, descriptive names
  • Add helpful descriptions
  • Choose recognizable icons
  • Set sensible default target groups

Maintain Categories:

  • Review and update descriptions regularly
  • Merge similar categories
  • Archive unused categories
  • Keep the list manageable (10-20 categories ideal)

Regular Cleanup:

  • Review old knowledge items
  • Update outdated information
  • Delete obsolete items
  • Consolidate duplicate content

Team Adoption ​

Encourage Participation:

  • Make it easy to contribute
  • Recognize contributors
  • Share success stories
  • Lead by example

Establish Guidelines:

  • Define what should be saved
  • Set quality standards
  • Create category guidelines
  • Document the process

Regular Reviews:

  • Schedule periodic digest reviews
  • Discuss knowledge gaps
  • Celebrate knowledge sharing
  • Gather feedback for improvements

Mobile Usage ​

Optimized for Mobile:

  • Compact layouts
  • Touch-friendly buttons
  • Readable text sizes
  • Efficient navigation

Mobile Tips:

  • Use shortcuts for quick access
  • Browse from App Home
  • Save messages on the go
  • Review digests during commute

Integration with Workflow ​

When to Save Knowledge:

  • After solving a problem
  • When documenting a process
  • After learning something new
  • When sharing resources
  • During team discussions

Make It a Habit:

  • Save useful links immediately
  • Document solutions as you work
  • Share learnings in real-time
  • Review and organize weekly

Connect with Other Tools:

  • Link to Notion pages
  • Reference Jira tickets
  • Include Google Docs links
  • Connect to GitHub repos

Troubleshooting ​

Common Issues ​

Modal Won't Open:

  • Check that you have permission to use the bot
  • Try refreshing Slack
  • Ensure the bot is installed in your workspace

Can't Find Knowledge:

  • Check category filters
  • Try different search terms
  • Verify target group settings
  • Ask an admin to check permissions

URL Detection Not Working:

  • Ensure bot is added to the channel
  • Check that URL is properly formatted
  • Verify bot has necessary permissions
  • Try posting URL again

File Upload Not Detected:

  • Ensure bot has files:read permission
  • Check that file was shared to channel (not just uploaded)
  • Verify bot is in the channel

Getting Help ​

In-App Help:

  • Type /knowledge help for command reference
  • Check App Home tips section
  • Review this documentation

Contact Support:

  • Reach out to your workspace admin
  • Report issues in designated support channel
  • Check for known issues and updates

Keyboard Shortcuts ​

While in modals:

  • Tab - Navigate between fields
  • Enter - Submit form (when focused on single-line input)
  • Esc - Close modal
  • Shift + Enter - New line in multi-line text fields

Privacy & Permissions ​

What the Bot Can See:

  • Messages in channels where it's added
  • Files shared in those channels
  • User IDs and names (for attribution)

What the Bot Cannot See:

  • Private messages (unless directly messaged)
  • Channels where it's not added
  • Deleted messages
  • Edit history

Data Storage:

  • Knowledge items stored in Notion database
  • Metadata stored in backend database
  • File references (not file contents)
  • User IDs for attribution

Permissions Required:

  • chat:write - Send messages
  • commands - Handle slash commands
  • files:read - Access file information
  • channels:history - Read channel messages
  • users:read - Get user information

Updates & Changelog ​

The bot is regularly updated with new features and improvements. Check with your workspace admin for:

  • Recent updates
  • Planned features
  • Known issues
  • Maintenance schedules

Version: 1.0 Last Updated: 2026-02-20 Maintained By: Yappa Development Team