65 Job-Aids Later: My Search for the Perfect Knowledge Base Tool for ERP Documentation

3 min read

Like many others, I’ve spent an exhausting amount of time testing different knowledge base tools in search of the perfect fit for implementation documentation.

After creating my 65th job-aid for a small school—a number that honestly surprised me—I learned how essential it is to have a well-organized knowledge base. A good tool helps users find necessary resources quickly, saving time and frustration. In this post, I’ll share insights from my journey through the crowded landscape of knowledge base solutions available for higher education institutions.

The Tools Landscape

Navigating the sea of available options can feel overwhelming, so I reviewed some popular platforms for managing job aids and documentation, including SharePoint, Google Drive, Confluence, Zendesk, Helpjuice, BookStack, WikiTiki, and others.

Each tool has unique features that cater to different institution needs. Here’s a closer look:

Best for Collaboration & Document Management

If you prioritize teamwork and document management, consider SharePoint, Confluence, or Box. These platforms are designed to enhance collaboration and streamline processes across teams.

SharePoint acts as a central hub for your documents, giving users seamless access to important files. In a small to mid-sized institution, for example, a centralized platform can reduce document retrieval time.
Confluence, recognized for its user-friendly wiki format, allows users to create organized and easily navigable documentation, which is critical when training staff or onboarding new hires.
Box is particularly beneficial for intelligent file sharing. It provides safe, real-time collaboration, which is invaluable when multiple departments are working on projects that require up-to-date document versions.

Best for Simple Storage & Sharing

On the other hand, if you're seeking straightforward storage and sharing options, look to Google Drive, Notion, or BookStack. These tools excel in their ease of use, making document access quick and painless.

Google Drive is a familiar platform that offers 15 GB of free storage and allows easy file sharing and real-time collaboration.
Notion provides a modern interface and encourages users to customize their workflows, merging note-taking with task management.
BookStack offers a simplified wiki system, ideal for educational settings where accessibility and simple organization are essential.

Best for Student Support Integration

For integrating student support, consider using Zendesk or Helpjuice. These platforms prioritize user experience and facilitate support for student inquiries.

Zendesk is well-known for its customer service capabilities. It houses an impressive ticketing system that helps staff manage requests efficiently.
Helpjuice focuses on knowledge base management, allowing institutions to curate well-organized content that empowers students to find answers independently.

Complete Review of Knowledge Bases for ERPs

See below for my complete review of the most popular knowledge bases used in education. Be sure to conduct your own research to verify up-to-date features and pricing.

To download the review as a PDF, enter your email here.

Final Thoughts

Every institution faces distinct challenges, meaning there’s no universal solution for choosing a knowledge base tool for ERP documentation. My experiences have shown me that aligning the chosen platform with your specific needs is crucial, particularly for successful ERP implementations.

Are you ready to explore which tool best fits your institution’s requirements? There's a lot to consider -