The plugin provides a complete knowledge base layer through a set of shortcodes you place on any WordPress page. This guide covers every shortcode, its attributes, and how to set up the staff-facing Document Hub and documentation portals.
The main hub:
Type to search documents. Results will appear below.
Type to search documents. Results will appear below.
The Document Hub is the central page your staff visit to browse and search documents. The setup wizard creates it for you as a page titled Document Hub. It includes:
- A summary of the visitor’s outstanding acknowledgements, with overdue items first (logged-in visitors only)
- A search bar, with a Save Search button for logged-in visitors
- A tab for each document type that has documents the visitor can see
- Documents grouped by category within each tab, with a Show Remaining button when a category has more documents than
initial_show - Popular Documents (switchable between Last 7 days and All time)
- Recently Updated Documents
- Recently Viewed — per logged-in user; shown only when Track View User Identity is turned on under Settings → System Configuration
Documents whose status is Superseded or Archived are left out of the hub and its search — staff only browse what’s currently in force. Logged-out visitors only see documents classified Public; if there is nothing public, they are asked to log in.
A type only gets a tab when it has at least one document the visitor can see, so two staff members with different roles may see different tabs. Visible documents that have no type are collected on a No document type tab, and typed documents with no category appear in a No category box inside their type’s tab — nothing published and visible is left unbrowsable.
Settings that affect the hub:
| Setting | Where | Default | Effect |
|---|---|---|---|
| Document Hub Root Page | Settings → Content Management | The page the wizard created (none if you skipped it) | The page breadcrumbs, empty bookmark lists and saved searches link back to |
| Exclude Acknowledgement-Required Documents from Popular | Settings → Features | Off | Keeps documents that require acknowledgement out of Popular Documents, so the list highlights reference material |
| Show View Counts | Settings → Features | On | Shows each document’s view count on the document page. Views are recorded either way, and Popular Documents uses them |
| Track View User Identity | Settings → System Configuration | Off | Required for the Recently Viewed panel |
| Hide Documents From Guests | Settings → Search | Off | Keeps even Public documents out of lists and search for logged-out visitors |
| Public REST API Access (Allow anonymous access) | Settings → Search | Off | Lets logged-out visitors use the hub’s search box |
Basic usage:
Type to search documents. Results will appear below.
All available attributes:
| Attribute | Default | Description |
|---|---|---|
show_obligations |
true |
Show the visitor’s outstanding-acknowledgements summary at the top |
show_search |
true |
Show or hide the search bar |
show_tabs |
true |
Show or hide the document type tabs |
show_recent |
true |
Show the “Recently Updated Documents” section |
show_popular |
true |
Show the “Popular Documents” section |
show_recently_viewed |
true |
Show the per-user “Recently Viewed” section. Requires Track View User Identity (Settings → System Configuration) to be turned on — with it off (the privacy-first default) the panel is hidden, because anonymous view logs cannot be matched back to a user |
popular_count |
5 |
Number of documents in the Popular section |
recent_count |
5 |
Number of documents in the Recently Updated section |
initial_show |
5 |
Documents to show per category before a “Show Remaining” button |
doc_types |
policies,procedures,guides,forms |
The order of the type tabs (comma-separated type slugs or names; singular or plural both work). Types you don’t list still appear, after the listed ones, in alphabetical order |
tag |
(none) | Limit the hub’s search results to documents carrying this tag (comma-separate several tags to require all of them). The tabs and side lists are not filtered |
Examples:
Put Procedures first, then Policies:
Type to search documents. Results will appear below.
A hub whose search only finds documents tagged “onboarding”:
Type to search documents. Results will appear below.
Show a minimal hub with search only:
Type to search documents. Results will appear below.
Standalone search:
Type to search. Results will appear below.
Type to search. Results will appear below.
Displays a search form on its own, without the full hub. Results appear below the search bar as the user types; logged-in users also get a Save Search button.
Basic usage:
Type to search. Results will appear below.
Attributes:
| Attribute | Default | Description |
|---|---|---|
placeholder |
“Search documents and FAQs…” | Placeholder text in the search input |
tag |
(none) | Limit search results to documents with this tag (comma-separate several tags to require all of them) |
Example:
A search bar scoped to HR documents:
Type to search. Results will appear below.
The search is AJAX-powered — results appear once the user has typed three characters, with no page reload. Searches are logged (unless you turn off Enable Search Logging) and available in Policy Management → Analytics.
Document listing:
-
Guide
Acknowledgement Campaigns, User Lists & Reminders
-
Guide
Action Plans
-
Guide
Admin Dashboards
-
Guide
Administrative Staff & Upskilling Plans
-
Guide
Administrator Guide
-
Guide
Administrator Guide
-
Guide
Administrator Guide
-
Guide
AI-Assisted Workflows (Pro)
-
Guide
Analytics & Search Data
-
Guide
Analytics Dashboard
-
Guide
Assessment Quizzes and Assignment Due Dates
-
Guide
Attendance Audit Trail
-
Guide
Attendance Export
-
Guide
Automated Email Notifications
-
Guide
Automated Weekly Emails
-
Guide
Bookmarks & Saved Searches
-
Guide
Bulk Document Import & Branded PDFs (Pro)
-
Guide
Catch-Up Emails
-
Guide
Classes and Standalone Enrolment
-
Guide
Clinic Rosters
-
Guide Acknowledgement Campaigns, User Lists & Reminders
-
Guide Action Plans
-
Guide Admin Dashboards
-
Guide Administrative Staff & Upskilling Plans
-
Guide Administrator Guide
-
Guide Administrator Guide
-
Guide Administrator Guide
-
Guide AI-Assisted Workflows (Pro)
-
Guide Analytics & Search Data
-
Guide Analytics Dashboard
-
Guide Assessment Quizzes and Assignment Due Dates
-
Guide Attendance Audit Trail
-
Guide Attendance Export
-
Guide Automated Email Notifications
-
Guide Automated Weekly Emails
-
Guide Bookmarks & Saved Searches
-
Guide Bulk Document Import & Branded PDFs (Pro)
-
Guide Catch-Up Emails
-
Guide Classes and Standalone Enrolment
-
Guide Clinic Rosters
Displays a list of documents, sorted by title, without the full hub chrome (no tabs, no search, no recently viewed). Use this to embed a specific subset of documents anywhere on your site.
Basic usage:
-
Guide
Acknowledgement Campaigns, User Lists & Reminders
-
Guide
Action Plans
-
Guide
Admin Dashboards
-
Guide
Administrative Staff & Upskilling Plans
-
Guide
Administrator Guide
-
Guide
Administrator Guide
-
Guide
Administrator Guide
-
Guide
AI-Assisted Workflows (Pro)
-
Guide
Analytics & Search Data
-
Guide
Analytics Dashboard
-
Guide
Assessment Quizzes and Assignment Due Dates
-
Guide
Attendance Audit Trail
-
Guide
Attendance Export
-
Guide
Automated Email Notifications
-
Guide
Automated Weekly Emails
-
Guide
Bookmarks & Saved Searches
-
Guide
Bulk Document Import & Branded PDFs (Pro)
-
Guide
Catch-Up Emails
-
Guide
Classes and Standalone Enrolment
-
Guide
Clinic Rosters
Attributes:
| Attribute | Default | Description |
|---|---|---|
type |
(all) | Filter by document type slug (e.g. policy) |
category |
(all) | Filter by category slug |
limit |
20 |
Number of documents to show |
columns |
1 |
Grid columns for the listing (1, 2, or 3) |
Examples:
Show HR policies in a 2-column grid:
Please log in to view documents available to you. Log in
Show the first 5 documents in the “onboarding” category:
Please log in to view documents available to you. Log in
Knowledge base index:
Acknowledgements & compliance
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Assessment & grading
Compliance tracking & reporting
Documents & the knowledge base
Emails & the student experience
Evidence & storage
Getting started
Getting started
Getting started
Getting started
Getting started
Guides by role
Guides by role
Guides by role
Guides by role
Guides by role
Logging & student progress
Organisation & integrations
Planning & calendars
Pro governance tools
-
Guide
AI-Assisted Workflows (Pro)
-
Guide
Bulk Document Import & Branded PDFs (Pro)
-
Guide
Compliance Calendar and Escalations (Pro)
-
Guide
Multi-Stage Approval Workflow (Pro)
-
Guide
Outbound Acknowledgement Webhooks (Pro)
-
Guide
Per-Document Compliance Dashboard (Pro)
-
Guide
Regulatory Framework Mapping (Pro)
-
Guide
Waiver Register (Pro)
Reference & help
Reference & help
Reference & help
Reference & help
Reference & help
Reports & analytics
Sessions & attendance
Staff, credentials & evidence
Supervision, review & cohorts
Timelines & prompts
Acknowledgements & compliance
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Assessment & grading
Compliance tracking & reporting
Documents & the knowledge base
Emails & the student experience
Evidence & storage
Getting started
Getting started
Getting started
Getting started
Getting started
Guides by role
Guides by role
Guides by role
Guides by role
Guides by role
Logging & student progress
Organisation & integrations
Planning & calendars
Pro governance tools
-
Guide AI-Assisted Workflows (Pro)
-
Guide Bulk Document Import & Branded PDFs (Pro)
-
Guide Compliance Calendar and Escalations (Pro)
-
Guide Multi-Stage Approval Workflow (Pro)
-
Guide Outbound Acknowledgement Webhooks (Pro)
-
Guide Per-Document Compliance Dashboard (Pro)
-
Guide Regulatory Framework Mapping (Pro)
-
Guide Waiver Register (Pro)
Reference & help
Reference & help
Reference & help
Reference & help
Reference & help
Reports & analytics
Sessions & attendance
Staff, credentials & evidence
Supervision, review & cohorts
Timelines & prompts
Lists every document the visitor can see, grouped under each document category, with documents that have no category under Uncategorised. It needs no attributes.
Acknowledgements & compliance
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Assessment & grading
Compliance tracking & reporting
Documents & the knowledge base
Emails & the student experience
Evidence & storage
Getting started
Getting started
Getting started
Getting started
Getting started
Guides by role
Guides by role
Guides by role
Guides by role
Guides by role
Logging & student progress
Organisation & integrations
Planning & calendars
Pro governance tools
-
Guide
AI-Assisted Workflows (Pro)
-
Guide
Bulk Document Import & Branded PDFs (Pro)
-
Guide
Compliance Calendar and Escalations (Pro)
-
Guide
Multi-Stage Approval Workflow (Pro)
-
Guide
Outbound Acknowledgement Webhooks (Pro)
-
Guide
Per-Document Compliance Dashboard (Pro)
-
Guide
Regulatory Framework Mapping (Pro)
-
Guide
Waiver Register (Pro)
Reference & help
Reference & help
Reference & help
Reference & help
Reference & help
Reports & analytics
Sessions & attendance
Staff, credentials & evidence
Supervision, review & cohorts
Timelines & prompts
| Attribute | Default | Description |
|---|---|---|
type |
(none) | Restrict to a single document type slug |
category |
(none) | Restrict to a single category slug |
show_filter |
false |
Show a category filter above the list |
FAQ shortcodes: No FAQs found. Check back soon — FAQs will appear here once published.
No FAQs found. Check back soon — FAQs will appear here once published.
No FAQs found. Check back soon — FAQs will appear here once published.
No FAQs found. Check back soon — FAQs will appear here once published.
Displays a list of FAQs with a “Was this helpful?” feedback prompt on each one.
Basic usage:
No FAQs found. Check back soon — FAQs will appear here once published.
Attributes:
| Attribute | Default | Description |
|---|---|---|
category |
(all) | Filter by FAQ category slug (e.g. technical) |
limit |
200 |
Maximum number of FAQs to show (values below 1 use the default) |
style |
accordion |
Display style: accordion, list, or grid |
show_search |
false |
Show a search box within the FAQ list |
search_only |
false |
Hide the FAQs until the visitor searches (shows the search box automatically) |
orderby |
order |
Sort by: order (custom order field), title, date, or views |
order |
ASC |
Sort direction: ASC or DESC (ignored when sorting by order) |
heading_level |
3 |
Heading level (1–6) for each question in the list and grid styles |
Examples:
Show technical FAQs with a search box in accordion style:
No FAQs found. Check back soon — FAQs will appear here once published.
Show the 6 most-viewed FAQs in a grid:
No FAQs found. Check back soon — FAQs will appear here once published.
Display a single FAQ by its ID. Find the ID by hovering over the FAQ title in FAQs → All FAQs and reading the post ID from the URL. If the id is missing, editors see a reminder and other visitors see nothing.
FAQ not found.
| Attribute | Default | Description |
|---|---|---|
id |
(required) | The FAQ’s ID |
heading_level |
2 |
Heading level for the question |
Compliance shortcodes
Please log in to view your acknowledgements. Log in
Please log in to view your acknowledgements. Log in
Shows the logged-in user every document they must acknowledge, with its status (Acknowledged, Pending, Expired, or Outdated), the date they acknowledged it, its expiry date, and the version. If reading-time capture is on, a Reading record column can show their own reading time and reach.
Please log in to view your acknowledgements. Log in
This shortcode is read-only for the user — it displays information but allows no editing. Add it to a page accessible to all staff. The setup wizard creates a My Acknowledgements page with it.
Please log in to view this compliance report. Log in
Please log in to view this compliance report. Log in
Shows the audience-wide acknowledgement breakdown for one document — who in its target audience has acknowledged the current version and who is still outstanding. It is a Free feature and covers the whole organisation, so it is limited to administrators by default; other visitors see a message pointing them to their own acknowledgements instead.
document_id is required. Find the ID in the address bar when editing the document.
Please log in to view this compliance report. Log in
Pro adds a separate per-document compliance dashboard and scheduled compliance digests — these are separate features, not changes to this shortcode.
Please log in to view your compliance status. Log in
Please log in to view your compliance status. Log in
Shows a compact progress bar suitable for sidebars or notification areas, with the current user’s overall acknowledgement completion — for example “75% complete — 3 of 4 documents acknowledged”.
Please log in to view your compliance status. Log in
Please log in to view pending approvals. Log in
Please log in to view pending approvals. Log in
Lists document versions awaiting approval, with Approve and Reject buttons. Document owners see versions of the documents they own; administrators see every pending version. Logged-out visitors are asked to log in.
Please log in to view pending approvals. Log in
Personal utility shortcodes
Please log in to view your saved items. Log in
Please log in to view your saved items. Log in
Displays the current user’s Bookmarked Documents. Staff bookmark a document with the Add bookmark icon on the document page. This shortcode shows their saved list.
Please log in to view your saved items. Log in
Please log in to view your saved items. Log in
Please log in to view your saved items. Log in
Displays the current user’s Saved Searches. Staff save a search by typing it into the hub or standalone search box and clicking Save Search. This shortcode lists their saved searches and lets them re-run them.
Please log in to view your saved items. Log in
Both shortcodes are Free, need a logged-in user, and are covered in full — including the tag and target attributes — in Bookmarks & Saved Searches.
Document portal:
A documentation portal for guides, help articles, or topic and product documentation. It turns every document carrying a given tag into a docs-style reading site, separate from the Document Hub:
- A landing page with a card for each category, plus a General section for documents without one
- Each document opens at its own clean address under the portal page, in a three-column layout: a collapsible category navigation sidebar, the content, and an On this page table of contents
- Previous / Next links between documents, following the sidebar order
- A portal search box (“Search documentation…”)
Which documents appear:
- Published documents carrying the portal’s tag that the visitor is allowed to see.
- Only document types switched on for portals — by default just Guide (plus documents with no type). Change this per type with Show in Document Hub () under Settings → Content Management.
- Order follows each document’s Portal order and each category’s Portal order (lower numbers first; a category left at 0 sorts alphabetically).
Naming note. Several admin screens call the portal the “Document Hub” — the Document Hub column and Show in Document Hub () option in Manage Document Types, and the “Document Hub portal” wording under a document’s Portal order field. Wherever you see “” or “portal” beside it, it means this documentation portal, not the
Document Hub page.Type to search documents. Results will appear below.
is a separate shortcode, not an alias:
Acknowledgements & compliance
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Assessment & grading
Compliance tracking & reporting
Documents & the knowledge base
Emails & the student experience
Evidence & storage
Getting started
Getting started
Getting started
Getting started
Getting started
Guides by role
Guides by role
Guides by role
Guides by role
Guides by role
Logging & student progress
Organisation & integrations
Planning & calendars
Pro governance tools
AI-Assisted Workflows (Pro)
Bulk Document Import & Branded PDFs (Pro)
Compliance Calendar and Escalations (Pro)
Multi-Stage Approval Workflow (Pro)
Outbound Acknowledgement Webhooks (Pro)
Per-Document Compliance Dashboard (Pro)
Regulatory Framework Mapping (Pro)
Waiver Register (Pro)
Reference & help
Reference & help
Reference & help
Reference & help
Reference & help
Reports & analytics
Sessions & attendance
Staff, credentials & evidence
Supervision, review & cohorts
Timelines & prompts
builds a tag-scoped portal, while needs no attributes and lists everything by category (see above).
Acknowledgements & compliance
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Administration & settings
Assessment & grading
Compliance tracking & reporting
Documents & the knowledge base
Emails & the student experience
Evidence & storage
Getting started
Getting started
Getting started
Getting started
Getting started
Guides by role
Guides by role
Guides by role
Guides by role
Guides by role
Logging & student progress
Organisation & integrations
Planning & calendars
Pro governance tools
AI-Assisted Workflows (Pro)
Bulk Document Import & Branded PDFs (Pro)
Compliance Calendar and Escalations (Pro)
Multi-Stage Approval Workflow (Pro)
Outbound Acknowledgement Webhooks (Pro)
Per-Document Compliance Dashboard (Pro)
Regulatory Framework Mapping (Pro)
Waiver Register (Pro)
Reference & help
Reference & help
Reference & help
Reference & help
Reference & help
Reports & analytics
Sessions & attendance
Staff, credentials & evidence
Supervision, review & cohorts
Timelines & prompts
The tag attribute is required. Without it, editors and administrators see a short setup hint (with a usage example); visitors without page-editing permission see nothing at all.
Type to search. Results will appear below.
Please log in to view documents available to you. Log in
Attributes:
| Attribute | Default | Description |
|---|---|---|
tag |
(required) | The tag that defines this portal — documents with this tag appear |
facet |
(none) | Comma-separated tag slugs to show as a section bar across the top. Each section shows the portal’s documents that also carry that tag, and links straight to that section |
show_search |
true |
Show or hide the portal search bar |
title |
(none) | Optional main heading above the portal content |
Examples:
ISO 27001 Document Library
Type to search. Results will appear below.
Please log in to view documents available to you. Log in
Please log in to view documents available to you. Log in
Setting up multiple hubs
You can place browsing shortcodes on multiple pages and scope each one differently. Common configurations:
Separate page per department: Use a documentation portal per department tag, or a document listing per category:
Type to search. Results will appear below.
Please log in to view documents available to you. Log in
→ HR page
Please log in to view documents available to you. Log in
→ Operations page
Please log in to view documents available to you. Log in
→ Finance page
Type to search documents. Results will appear below. limits only the hub’s search results — its tabs and side lists still show every document the visitor can see — so it is not a way to build a department-only hub.
Onboarding pack:
Welcome aboard
Type to search. Results will appear below.
Please log in to view documents available to you. Log in
Combined with page gating, you can require new staff to acknowledge the onboarding documents before they can access other pages.
Public help centre + internal policies:
Classify help-centre documents as Public and internal policies as Internal Use (or higher). One
Type to search documents. Results will appear below. page then serves both: logged-out visitors see only the Public documents, and logged-in staff see everything their roles allow.
Search behaviour
Search matches document titles and content, and published FAQs appear in the results too (except when the search is limited to a tag — tags belong to documents, so a tag-scoped search returns documents only). It is AJAX-powered: results appear as the user types, once they have entered three characters.
Searching while logged out. The search box, and the document and FAQ data the plugin’s pages load in the background, need a logged-in user by default. A logged-out visitor who types in the search box sees “You need to log in to search.” with a Log in link. If you run a public help centre, turn on Allow anonymous access under Settings → Search → Public REST API Access (off by default). Visibility rules still apply — visitors can only ever find Public documents — and anonymous searches are rate limited. Options such as Fuzzy Match, Did You Mean Suggestions, Title Only Results, and Excerpt Length are under Settings → Search.
Search respects role-based visibility — a user can only find documents they are authorised to see, regardless of what keywords they type. Superseded and Archived documents are left out.
Searches are logged by default (query text, number of results, and the searcher’s role — not their identity). You can view search analytics in Policy Management → Analytics to see what staff are searching for and which searches return nothing. Logging and log retention are controlled under Settings → System Configuration.
The Pro add-on adds AI-powered search intent rewriting, which interprets natural-language queries and returns better results when keyword matching alone would not find the right document.
Reading a document offline
Staff who need to read a policy somewhere without reliable internet can download it as a PDF before they go. A Download PDF button appears on document pages (except for documents of the Form type). The download respects the same role-based visibility as the document itself — a user can only download what they are authorised to read. If you turn on Track PDF Downloads under Settings → System Configuration, each download is also logged and shown on the Analytics dashboard.
For documents classified Confidential or Restricted, the exported PDF also ends with a discreet note recording who downloaded it (by name) and when. If a copy is shared beyond its intended audience, the source of that copy is identifiable from the file itself — this is a deterrent and an attribution aid, not a technical restriction.
The same provenance is also written into the PDF’s document properties (file metadata): every export carries the document version and classification, and Confidential/Restricted exports additionally carry the downloader’s name, user ID, and the download time. The metadata is invisible during normal reading but survives if the page carrying the visible note is removed; conversely it does not survive printing — the two mechanisms back each other up.
A downloaded PDF is a point-in-time copy — it never updates itself. If the policy is revised after the download, the file on the reader’s device is out of date. Every exported PDF carries its version number on the face of the document, so a reader can check it against the current version shown in the hub before relying on it. Acknowledgement always requires being online — it cannot be completed from a downloaded copy.
Worked example: an aged-care provider’s staff portal
An aged-care provider runs a WordPress intranet. Care workers log in with a Care Worker role, registered nurses with Registered Nurse, and the leadership team with Manager. Families visit the public website.
- The Document Hub. The setup wizard created a Document Hub page with
Type to search documents. Results will appear below.
Type to search documents. Results will appear below.
- Audiences. The Medication Administration Procedure is Internal Use with audience Registered Nurse; the Manual Handling Procedure is Internal Use with audience Care Worker and Registered Nurse. A care worker opening the hub sees only the manual-handling procedure; a nurse sees both. Neither can find the other’s documents in search.
- A public page for families. The Visiting Hours and Feedback and Complaints policies are classified Public. On the public “For families” page, the provider adds
Please log in to view documents available to you. Log in
- An induction portal. Every induction document carries the tag
induction, and a “New starter” page holdsWelcome to the team
Type to search. Results will appear below.
Please log in to view documents available to you. Log in
- Personal pages. A “My documents” page holds
Please log in to view your compliance status. Log in
Please log in to view your saved items. Log in
Please log in to view your saved items. Log in
Troubleshooting
The hub is empty, or a visitor is asked to log in. Logged-out visitors only see Public documents, and new documents are Restricted by default. For logged-in staff, check each document’s Target Audience (Roles), Effective From date and Document Status — see Creating and Managing Documents.
The search box says “You need to log in to search.” The visitor is logged out and anonymous search is off. Either ask them to log in, or turn on Settings → Search → Public REST API Access for a public help centre.
The Recently Viewed panel never appears. It needs Track View User Identity under Settings → System Configuration (off by default for privacy). It is also only shown to logged-in visitors.
shows nothing, or only a setup hint. The tag attribute is missing or misspelt (it must be the tag’s slug), or the tagged documents are of a type not switched on for portals — only Guide is, out of the box.
A tab I wanted hidden still shows. Every document type with visible documents gets a tab. The doc_types attribute only sets the order of tabs; it does not hide types you leave out.