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The procedure, written down while someone does it.
KnowHow is a private workspace where teams document how work is actually done. A capture extension for Chrome and Edge, or the Windows desktop app, records a task while someone performs it and turns those clicks and screenshots into a draft guide. The draft is edited, reviewed, and published to a chosen audience, so the next person follows a written procedure instead of asking the one colleague who remembers.
The life of a guide
Every guide moves through the same stages. You can stop after the second if you are working alone — review is optional and off by default.
1. Do the task once, with capture running
Start KnowHow Capture and work normally. It records the clicks you make and the screens you land on, and orders them into a draft.
- Chrome and Edge through the KnowHow Capture extension
- Windows applications through the desktop app on Pro
- No clipboard contents, no raw keystrokes, and no credentials; what you type into an ordinary field is kept so the step can quote it
2. Say the part the screenshot cannot
Steps arrive titled and illustrated. Rewrite them in your own words, add the reasoning, annotate the screenshot, and mask anything private.
- Reorder, merge, or delete captured steps
- Blur and redaction tools on Pro flatten masked regions into the image before upload
- Write a guide from scratch when there is nothing to record
3. Have someone accountable sign it off
A guide moves from draft to review to published. Reviewers request changes, publishers release it, and the workspace keeps the revision history.
- Separate creator, reviewer, and publisher roles
- Superseded revisions are retained, not overwritten
- An audit trail records who changed what, and when
4. Put it where the next person will look
Publish to the whole workspace, a group, named people, or an unlisted link that opens without a sign-in. Readers mark a guide complete when they finish.
- Search the library by title, audience, and status
- Export to Markdown on every plan; PDF, HTML, and PowerPoint on Pro
- Optional watermarks carry the viewer, workspace, and export date
Who can do what
Workspace access has four levels, and they stack: each one can do everything the level below it can, plus one more thing. You hold exactly one, so there is no combination to work out.
- Viewer Reads the guides shared with them.
- Creator Also captures and writes guides, and edits their own drafts.
- Publisher Also reviews other people's drafts, and publishes or archives anything.
- Admin Also manages people, groups, settings, and the audit log.
Your level applies across the whole workspace. If you cannot do something you expect to, ask a workspace Admin to change your level — it takes them one click.
Who can read a guide
A level decides what you can do. An audience decides who can read a particular guide, and the two are independent: holding Creator does not let you read a colleague's guide unless it was shared with you.
- Entire workspace. Every member, including people who join later. For procedures anyone might need.
- A group. Members of that group as it changes. For team-specific work.
- Named people. Exactly the people listed. For something sensitive, or a one-off handover.
- An unlisted link. Anyone holding the link, with no sign-in. For contractors, vendors, and people outside the workspace.
Until you publish, a guide is visible only to you — not to your teammates, and not to an Admin. Capture never shares anything by itself.
What capture records
Capture records the clicks you make, the screens you land on, and text you type into ordinary fields so a step can quote it back. It does not record passwords or other credentials, raw keystrokes, or clipboard contents.
Screenshots still catch whatever happens to be on screen. Redact those regions while editing: masked areas are flattened into the image before it uploads, so the hidden pixels never reach the server and cannot be recovered from the stored file.
Pairing the extension to your browser creates a device record. If you lose the machine, revoke that device from Account security and its capture access ends immediately.
Common questions
Do I have to record something to make a guide?
No. Capture is the fast path, not the only one. You can write a guide from scratch and add screenshots by hand, which suits procedures that are not on a screen at all.
Someone left. What happens to their guides?
Published guides stay published — they belong to the workspace, not the author. An Admin suspends the person's access; their content and the audit history remain, and a Publisher can take over any guide to edit or retire it.
Can I edit a guide that is already live?
Yes. Opening it for editing returns it to draft and clears its audience, so nobody reads a half-rewritten procedure. Publish again when you are done; the previous revision is kept, not overwritten.
What is the difference between archiving and deleting?
Archiving retires a guide that is no longer current: it leaves the library, keeps its history, and can be brought back. Deleting is for something that should not exist, such as a mistaken capture.
How do I know whether anyone is reading these?
Each guide records views and completions. Many views with no completions usually means the guide is confusing or too long, which is a signal to split it.
Still stuck?
Open a support request from the sidebar in your workspace. An Admin sees it, and it keeps the context of what you were doing.