How to upload information to the knowledge base
Pipedrive does not have a native knowledge base. To store reference information you use Notes on Organization records or Smart Docs (Advanced plan or above). The process requires navigating across multiple sections and manually structuring information. In Teeo, one message saves the information instantly and the assistant can use it right away.
How to do it in Teeo
“Add to the knowledge base: [information about our services]”
The information is saved to the knowledge base instantly and the assistant can use it right away.
How to upload information to the knowledge base in Pipedrive: step by step
Requirements
- ·Pipedrive has no native knowledge base. The official workaround is to use Notes on Organization records or Smart Docs.
- ·Smart Docs requires the Advanced plan ($49/user/month) or above. It allows uploading, sharing, and version control of documents.
- ·Notes are accessible from any plan but lack rich formatting and advanced search like a real KB.
- ·A common alternative is to link a Google Drive folder or Notion workspace directly from the Organization description field.
Log in to Pipedrive
Go to app.pipedrive.com and enter your credentials. Make sure you have the Advanced plan or above if you want to use Smart Docs. If you are on the Essential plan, you can only use the Notes workaround.
Decide which method to use: Notes or Smart Docs
If your plan is Essential or Advanced and you want something simple, use Notes on an Organization record. If you have Advanced or above and need to manage real documents (PDFs, DOCX), use Smart Docs. Choose based on your needs before continuing.
Navigate to the Organizations section
In the left sidebar, click 'Organizations' (building icon). Here you will create or select the record that will serve as the container for your internal knowledge base.
Create or open a dedicated KB Organization
If you don't have one, click '+ Organization'. Give it a descriptive name like 'Internal Knowledge Base' or 'Team Resources'. Save the record. This will be your central information repository.
Add a Note with the information
Inside the Organization record, scroll to the 'Notes' section in the right panel. Click '+ Note'. In the editor, type or paste the information you want to save. Use the note title to identify the topic (for example: 'Returns policy' or 'Pricing guide 2026').
Pin the note so it's easy to find
Once the note is saved, click the three-dot icon (⋯) next to the note and select 'Pin note'. Pinned notes always appear at the top of the record's activity history, making them easy to access.
Smart Docs option: upload the document (Advanced+)
If you prefer to use Smart Docs, go to the sidebar and select 'Smart Docs'. Click 'Upload document' and select the file from your computer (PDF, DOCX, XLSX). Give it a descriptive name and select whether it should be linked to a deal, contact, or organization.
Share access with your team
For the team to access the information, share the link to the Organization record or the Smart Docs document. In Pipedrive, all users with CRM access can view shared notes and documents according to their permissions. Confirm that visibility permissions are set to 'Entire company' (Settings > Company settings > Visibility groups).
Frequently asked questions
Does Pipedrive have a native knowledge base?
No. Pipedrive does not offer a native knowledge base. The most common workaround is to use Notes on an Organization record to store reference information, or Smart Docs (available from the Advanced plan) to manage documents. For a full KB, many teams connect Notion or Confluence externally.
What is Smart Docs in Pipedrive and which plan includes it?
Smart Docs is a Pipedrive feature that allows you to upload, send, and manage documents directly from the CRM, with open tracking and basic e-signature. It is available starting from the Advanced plan ($49/user/month). It is not included in the Essential plan.
Can I search the content of notes in Pipedrive?
Yes, but in a limited way. Pipedrive allows you to search notes using the global search bar at the top (magnifying glass icon). However, the search is not as robust as a dedicated knowledge base and does not index the content of attachments in Smart Docs.