Knowledge base and Help

This chapter is about the tools that are at hand everywhere in the app. The Knowledge Base is your shop’s own reference, the Help Center answers questions about Repairflow itself, the bell shows your notifications and with search you quickly find a repair, customer or page.

Where to find it

At the top right of every page are the bell, the question mark and your avatar. The question mark opens a menu with:

• Knowledge Base: your shop’s reference.
• Help: the Help Center, also found in Settings in the System group.
• Manual: opens, in a new tab, the chapter of this manual on repairflow.eu that belongs to the page you are on.
• What’s new, with Repairflow’s version number, for example 2.0. This opens, in a new tab, the page on repairflow.eu that lists what changed in each version.

The Search… field is at the top of the sidebar.

Using the knowledge base

In the knowledge base your shop writes down its own guides, solutions and shop policy, so the whole team can look them up. Only your own shop sees these items.

Searching and filtering

• Type a word from the title, the tags or the device model in the search field.
• Choose a category: Electrical, Mechanical, Software, Parts or Policy.
• Choose the status: All, Draft or Published.
• Click Reset to reset all filters.

The filters are kept when you reload the page.

Reading an item

Click a row. A drawer opens on the right with the category, the status, the problem, the solution, the device model, the tags and the attachments.

Creating or changing a knowledge item

1. Click New item in the page header.
2. Fill in Title and Category and choose the status. A new item is set to Draft by default.
3. Describe the problem (optional) and the solution (required).
4. Optionally fill in the device model and tags, separated by commas.
5. Drag attachments into the box or choose them: images (jpg, png, webp, gif) and PDFs.
6. Click Create item.

You change an item with Edit in the drawer or in the list, followed by Save changes. Attachments you add or remove while editing are saved straight away. Delete asks for confirmation first and deletes the item with all its attachments.

Note: a draft is also visible to the whole team in the list. Use the status to show what is not finished yet.

The Help Center

The Help Center is a chat with an assistant that answers questions about Repairflow.

1. Type your question in the Your question field.
2. Click Send or press Enter.

The assistant answers from the Repairflow documentation. It does not know your shop’s knowledge base and has no access to your repairs or customers. Every question stands on its own; the conversation is not stored anywhere and may contain mistakes. If you switch the app’s language, the conversation starts again.

Notifications via the bell

The bell shows a counter with the number of unread notifications. Notifications arrive straight away, without you having to reload the page. Among other things, you receive a notification for:

• a status change of a repair;
• a product that reaches or falls below its minimum stock;
• a new request through Online booking;
• a signature that has been placed or new photos from the customer;
• a received part, a payment or other events at the Point of sale.

Click a notification to mark it as read and go to its subject, for example the repair or the invoice. With Mark all as read you mark everything at once. Read applies to you only: your colleagues still see the notification as unread.

Notifications about shifts and leave are personal: only the colleague concerned sees them. The text of notifications is in the language you chose under Email Language. Notifications are deleted automatically after 90 days.

Searching the whole app

1. Click Search… at the top of the sidebar or press Ctrl K (on a Mac ⌘ K).
2. Type what you are looking for. You find repairs, customers, employees, products and pages.
3. Move through the results with the arrow keys and press Enter to open one.

If you start your search with a forward slash, you first choose where to search, for example only in repairs or only in customers. Escape closes the window.

Who can do what

• Owner and manager: create, change and delete knowledge items.
• Technician: read the knowledge base.
• Everyone: the Help Center, notifications and search.

Tips

• Put standard solutions for common repairs in the knowledge base, with photos or a PDF attached.
• Use tags for devices and parts; the knowledge base searches on them.
• Use Ctrl K to quickly find a repair by customer name or reference number.
• After an update, check What’s new to see what has changed.