What is Orangescrum Pages? Orangescrum Pages is wiki and knowledge base software built into the Orangescrum project management platform. Teams write pages in books and shelves, link them to projects and tasks, review them before publishing, share them on a public help portal, and let AI assistants read and update them through an MCP server.
In short
- Orangescrum Pages is a wiki and knowledge base built into Orangescrum, organised as Library, Shelves, Books, folders and Pages.
- You start from 102 book templates and 16 page templates, and write with 40+ blocks: diagrams, math, databases, forms, calendars, live task widgets and more.
- Pages go through draft, review and publish, with comments, reactions, @mentions, watchers, full revision history and side-by-side compare.
- You can publish books to a public help portal with search, article feedback and your own colours, or share a single page by link.
- Pages connects to your AI tools through an MCP server, so Claude, Cursor or VS Code can search, read, write and review pages for you.
- Available on Orangescrum Cloud and as a Self-Hosted plugin, with an air-gapped Offline Mode for Self-Hosted.
Most teams already have a wiki. The trouble is that nobody trusts it. The runbook was written two releases ago, the onboarding guide points to a tool you replaced, and the decision log stopped in March. People ask in chat instead, and the same answer gets typed out again every week.
A wiki goes stale when it lives away from the work. Orangescrum Pages puts it next to the work. Every page can link to the projects, epics and tasks it explains, show live task lists inside the page, and move through a review before it is published. When the work changes, the page is one click away from the person changing it.
This post covers everything in the release: how content is organised, the editor and its blocks, templates, reviews, permissions, the public portal, analytics, and how to plug Pages into your AI assistant over MCP.
What is new, at a glance
Write and organise
| Feature | What it does |
|---|---|
| Library, Shelves, Books, Pages | A four-level structure, plus folders inside books, with a drag-and-drop explorer |
| 102 book templates | Ready books for engineering, product, project, operations, security, HR, business, design, docs and AI |
| 16 page templates | Meeting notes, OKRs, retrospective, runbook, project charter, PRD and more |
| 40+ editor blocks | Headings, callouts, tables, tabs, toggles, code, math, diagrams, draw.io, media and more |
| Databases and forms | Typed tables inside a book, and data-entry forms that collect submissions |
| Live work blocks | Task widgets, open and done task lists, backlog lists and action items |
| Book layouts | 11 reading layouts: Guide, Handbook, Runbook, Policy, FAQ, API reference, Release notes and more |
| Import and export | Import Word, Markdown, HTML, text, XML or a whole ZIP; export PDF, Word or XML |
Review, control and share
| Feature | What it does |
|---|---|
| Review workflow | Draft, In review, Changes requested, Approved, Published and Obsolete states |
| Comments and reactions | Threaded comments you can resolve, emoji reactions and @mentions |
| Watchers and inbox | Watch a page or a whole book, get alerts immediately or as a digest |
| Revisions and compare | Every save is a version, with side-by-side compare and one-click restore |
| Permissions | View, comment, edit, create and delete rights per role, per shelf, book and page |
| Audit log | Who did what and when, filterable and exportable to CSV |
| Public portal | Publish books as a branded help centre with search and “Was this helpful?” |
| Analytics | Views, edits, top pages, top contributors, stale pages and zero-result searches |
| Archival and retention | Rules that archive stale, obsolete or draft pages, with restore and purge |
| MCP server and REST API | Connect Claude, Cursor or VS Code; key-authenticated API for scripts |
| Languages | Interface in English, Spanish, French, German, Japanese and Hindi |
Why do team wikis go stale?
Team wikis go stale because they live away from the work, have no owner or review, and nobody can see which answers are missing.
A wiki fails for three reasons, and none of them is the editor.
First, it is far from the work. Specs live in one tool, tasks in another, and the link between them lives in someone’s head. When the task changes, nobody remembers the page.
Second, nobody owns the page. There is no review, no owner and no “last checked” date, so readers cannot tell a current page from a fossil.
Third, nobody can see what is missing. People search, find nothing, and go back to chat. The wiki never learns what it should have said.
Pages is built around those three problems. Pages link to work and show live work. Pages have owners, reviews and states. And analytics show you the searches that found nothing, so you know which page to write next.
How is knowledge organised in Orangescrum Pages?
Pages organises knowledge in four levels: Library, Shelves, Books and Pages, with folders inside books.
Content in Pages sits in four levels:
- Library: everything your company has written, in one place.
- Shelves: a group of books, such as “Engineering” or “Customer Support”.
- Books: one body of knowledge, such as “Onboarding Handbook” or “Payments API”.
- Pages: the articles inside a book, which you can group in folders and nest as deep as you need.
The explorer on the left works like a file manager. Drag pages to reorder or move them, right-click for actions, mark favourites, and jump back to recent pages. You can duplicate a whole book when you start a new client or a new product line, and export a whole book as one document.
What templates come with Orangescrum Pages?
Pages includes 102 book templates in ten categories and 16 single-page templates, and you can save your own.
A blank page is the main reason documentation never gets written. Pages ships with 102 book templates across ten categories, each with its chapters and starter pages already in place.
| Category | Examples |
|---|---|
| Engineering (11) | Architecture overview, ADRs, REST and GraphQL API reference, CI/CD pipeline, coding standards, testing strategy |
| Product (12) | PRD, feature specification, roadmap, product launch plan, experiment brief, competitive analysis |
| Project (14) | Project charter, kickoff brief, RAID log, risk register, sprint planning, retrospective, status report |
| Operations (14) | Runbook, incident response, postmortem, disaster recovery plan, on-call handbook, SLOs |
| Security (8) | Security policy, access control policy, threat model, penetration test report, data classification |
| HR (8) | Employee handbook, onboarding, offboarding checklist, leave policy, performance review guide |
| Documentation (20) | User guide, getting started, installation guide, troubleshooting, FAQ, release notes, changelog, SDK docs |
| Business (6) | SOP, sales playbook, customer success playbook, proposal, partner onboarding |
| Design (3) | Design system, brand guidelines, UX research report |
| AI (6) | AI governance, prompt library, prompt engineering guide, RAG system design, AI agent runbook, AI evaluation |
For single pages there are 16 page templates, including meeting notes, weekly meeting, agenda, weekly status update, OKRs, brainstorming, decision record, how-to guide, project brief, scope document and retrospective.
The Project shelf includes a risk register template, which pairs well with Orangescrum Risk Management, and the HR shelf includes a leave policy that matches Attendance & Leave.
Templates can ask for variables, such as the project name or the owner, and fill them in for you. When your team builds a page or book it likes, Save as template turns it into a company template that everyone can reuse. Mark the ones you use most as favourites.
What can you add to a wiki page?
The Pages editor has 40+ blocks, from headings, tables and callouts to diagrams, math, databases, forms and live task widgets.
Type / and pick a block. The editor covers what you would expect, and quite a lot you would not.
Text and structure: headings, bulleted and numbered lists, checklists, quotes, dividers, tables, tabs, toggle blocks, callouts and warning callouts, banners, dates, symbols and emoji.
Technical content: code blocks, inline and block math in LaTeX, flowchart and sequence diagrams written as text, a full draw.io diagram editor, API endpoint blocks and documentation blocks.
Media: image upload, and video or file embeds. Attachments sit in a panel on each page, and you can lock a file or link one straight from Orangescrum Document Management.
Reuse: define an excerpt once and include it on any other page, so a support policy or a pricing note is written in one place and shown in ten. You can also embed a whole page inside another.
Navigation: page lists that build themselves, by child pages, by label, by template or by recently updated.
There is also an HTML page editor with a code view for teams who want full control over a landing page or a styled guide. Everything you save is cleaned by a server-side sanitiser, so pasted content cannot carry scripts into your wiki.
How does the wiki connect to tasks and projects?
Pages link to projects, epics and tasks, and widgets show live task status inside the page, so documentation and work stay in sync.
This is where Pages is different from a standalone wiki. Because it lives inside Orangescrum, a page can show real work, not a copy of it.
- Task widget shows a chosen task with its live status.
- Open tasks, done tasks and backlog lists pull work items into the page and stay up to date.
- Action items turn meeting notes into owned, dated actions. Each person sees theirs in My Work, and you can see all actions for a book in one list.
- Create a task from the page without leaving it.
- Link a page to projects, epics and tasks. The task shows the page, and the page shows its backlinks, so either side leads to the other.
So the sprint review page shows what was actually done, the runbook links to the incident task, and the spec shows the open tasks still building it.
Databases, forms and calendars inside a book
Some knowledge is a list, not an essay: a vendor register, an asset list, a glossary, a list of customer escalations. Pages lets you build a database inside a book, with typed fields for text, number, select, multi-select, date, checkbox, URL, person and relations to other rows. Every row is also a page, so it can hold notes and attachments. Drop a database view on any page to show it.
Forms let you collect data from people who should not edit the wiki: build a form, place it on a page, and review the submissions. The calendar block shows events for a book, such as release dates, maintenance windows or training sessions.
Eleven reading layouts for books
Writers and readers want different things. Pages lets each book pick a reading layout that fits its content, while the writing experience stays the same.
| Layout | Best for |
|---|---|
| Guide | Step-by-step how-tos and tutorials |
| Handbook | Company and team handbooks |
| Runbook | Operational procedures and incident steps |
| Policy | Policies and compliance documents |
| FAQ | Question and answer collections |
| Reference | Glossaries and reference material |
| API reference | Endpoint and SDK documentation |
| Architecture | System design and architecture docs |
| Plan | Project and launch plans |
| Release notes | Versioned release notes and changelogs |
| Default | Everything else |
How does the wiki review workflow work?
A writer submits a page to a reviewer, who approves it or requests changes; every step is logged and each page shows Draft, Published or Obsolete.
Every page has a publication state: Draft, Published or Obsolete. Readers can see at a glance whether a page is current or retired.
On top of that sits a review workflow. A writer submits a page to a reviewer with a note. The reviewer approves it or requests changes, also with a note, and every step is recorded in the page’s review history. You always know who approved the version people are reading, and when.
Around the review sit the everyday tools of collaboration:
- Comments on any page, with threads, emoji reactions and resolve.
- @mentions that notify the person you named.
- Watchers on a page or a whole book. Choose immediate alerts or a digest, and read them in the Inbox.
- Revisions on every save, with a side-by-side compare of any two versions and one-click restore.
Who can see and edit each page?
Role-based permissions set view, comment, create, edit and delete rights at wiki, shelf, book and page level.
Not everyone should edit the HR policy, and not everyone should read the security incident report. Pages has role-based permissions at every level:
- Rights: view, comment, create, edit and delete.
- Levels: set defaults for the whole wiki, then override them per shelf, per book or per page.
- Roles: grant rights to role groups, and set what “everyone else” can do.
- Copy permissions from a shelf to all its books in one step.
The audit log records every view-changing and content-changing action, with filters by user, action and date, and a CSV export for your auditor. Notifications only go to people who can see the page, so a mention never leaks a private title.
Can you publish a public knowledge base?
Yes. The Knowledge Base portal publishes chosen books as a branded help centre with search and article feedback, while internal books stay private.
Many teams keep two copies of their docs: an internal wiki and a public help site. Pages removes the second copy.
Turn on the Knowledge Base portal, choose which books are public, and give the portal a title, tagline, accent colour and footer note. Your customers get a clean help centre with book navigation, full-text search, search suggestions and a “Was this helpful?” button on every article. Internal pages stay internal.
For one-off sharing, a page can be shared by link or made public on its own, and you can turn the link off at any time.
How do you measure wiki usage?
Pages analytics show views, edits, top pages, top contributors, stale pages, top searches and zero-result searches, all exportable to CSV.
The analytics dashboard answers the questions a documentation owner actually has:
- How many views and edits per day, per book and per page?
- Which are the top pages and top books?
- Who are the top contributors and active editors?
- Which pages need attention because nobody has touched them in a while?
- What do people search for, and which searches return nothing?
- What do readers say in article feedback?
Zero-result searches are the most useful list in the product. Each one is a page someone needed and could not find. Export any view to CSV. Each page also has its own stats panel.
How do you remove outdated wiki pages?
Archival rules archive pages by inactivity, Obsolete state, draft age or label; archived pages can be restored until the retention period purges them.
Stale pages hurt more than missing ones, because people trust them. Archival rules move pages out of the way automatically, for example pages with no activity for 180 days, pages marked Obsolete, old drafts, or pages with a given label. You can preview what a rule will match before you run it. Archived pages can be restored, and a retention setting purges them for good after the period you choose.
Can you import existing documents into the wiki?
Yes. Pages imports Word, Markdown, HTML, text, XML and ZIP files, and exports pages to PDF, Word or XML.
You do not have to start from scratch. Import Word (.docx), Markdown, HTML, plain text or XML files, or upload a ZIP and Pages rebuilds the folder structure as pages. On the way out, export any page to PDF, Word or XML, or export a whole book.
How do you connect a wiki to Claude, Cursor or VS Code with MCP?
Can AI assistants use Orangescrum Pages? Yes. Pages includes an MCP server, so Claude, Cursor, VS Code and other MCP clients can search, read, write, review and link wiki pages with your API key and your permissions.
Your AI assistant is only as good as what it can read. Pages ships with an MCP (Model Context Protocol) server, so tools such as Claude, Cursor and VS Code can work with your wiki directly, under your permissions.
Connect in a few steps. Create an API key under API keys in Pages (an admin first turns on the Developer API for your company), then add the Orangescrum Wiki MCP server to your client with one command:
npx -y mcp-remote https://<your-orangescrum-domain>/wiki/api/v1 --header "X-Api-Key: <your-api-key>"
That works in any MCP client, including Claude Desktop, Cursor and VS Code. Keys can be revoked at any time.
What your assistant can do. The Orangescrum MCP server exposes 36 wiki tools, so an assistant can do nearly everything a person can:
| Area | MCP tools |
|---|---|
| Browse | list_wiki_library, get_wiki_book, get_wiki_book_tree, get_wiki_page, search_wiki_pages |
| Write | create_wiki_page, update_wiki_page, save_wiki_page_version, copy_wiki_page, move_wiki_page, save_wiki_book, save_wiki_shelf |
| History | list_wiki_page_revisions, get_wiki_page_revision, restore_wiki_page_revision |
| Review | request_wiki_review, get_wiki_review, decide_wiki_review |
| Collaborate | add_wiki_comment, list_wiki_page_comments, resolve_wiki_comment, watch_wiki_page |
| Action items | list_wiki_action_items, save_wiki_action_item, set_wiki_action_item_done, delete_wiki_action_item |
| Link to work | link_wiki_page, unlink_wiki_page, list_wiki_pages_for_target, list_wiki_backlinks |
| Files | list_wiki_page_attachments |
| Archive | archive_wiki_page, archive_wiki_book, archive_wiki_shelf, list_archived_wiki_pages, restore_wiki_page |
What that looks like in practice:
- “Read the Payments runbook and tell me the rollback steps.” The assistant searches, opens the page and answers from it, with the page link.
- “Write release notes for version 4.2 from the done tasks and put them in the Release Notes book for review.” The assistant drafts the page, links it to the release tasks and sends it to a reviewer.
- “Turn yesterday’s meeting notes into action items for Priya and Sam.” The assistant creates owned action items that show up in each person’s My Work.
- “Which pages link to the checkout epic?” The assistant lists the pages linked to that work item.
Because every call goes through the same permission checks as the web app, the assistant cannot see or change a page you cannot. Every change is a normal revision, so you can compare and restore it.
There is also a key-authenticated REST API for scripts and integrations, covering books, pages and attachments.
Is Orangescrum Pages secure, and can it run offline?
Pages checks permissions on every call, sanitises all HTML, encrypts API tokens and logs every change; Self-Hosted can run fully air-gapped in Offline Mode.
Pages was built with security reviewed at every layer: per-resource permission checks on every API call, server-side HTML sanitisation, CSRF protection, encrypted API tokens and a full audit trail. It went through a threat model and a penetration test before release.
For Self-Hosted customers who run without internet access, Offline Mode switches off every outside call: the public draw.io editor and external assets. Fonts and libraries are bundled, so the wiki works fully air-gapped. You can point draw.io at your own self-hosted instance instead.
Availability
| Orangescrum Cloud | Orangescrum Self-Hosted | |
|---|---|---|
| Wiki, books, pages and templates | Yes | Yes (plugin) |
| Editor blocks, databases, forms | Yes | Yes |
| Reviews, permissions, audit log | Yes | Yes |
| Public Knowledge Base portal | Yes | Yes |
| MCP server and REST API | Yes | Yes |
| Offline / air-gapped mode | Not needed | Yes |
How do you get started with Orangescrum Pages?
On Orangescrum Cloud
- Sign in and open Knowledge Base from the left menu.
- Click New book, pick a template from the gallery, or start blank.
- Write your first page with
/blocks, then link it to a project or task. - Submit it for review, and publish once approved.
- Optional: turn on the portal for public books, and create an API key to connect your AI assistant over MCP.
On Orangescrum Self-Hosted
- Install or update the Wiki plugin and run the migrations.
- Open Knowledge Base, set default role permissions, and create your first shelf.
- For air-gapped sites, switch on Offline Mode and, if you use diagrams, point draw.io at your own instance.
What is wiki software?
Wiki software is a tool that lets a team write, link and edit shared pages in a browser, with a full history of every change.
A knowledge base is a wiki organised for finding answers, often with a public side for customers.
Key terms in one place
| Term | Meaning |
|---|---|
| Wiki | Shared pages that a team writes and edits together |
| Knowledge base | A wiki organised for search and self-service answers |
| Internal wiki | A wiki for employees only |
| Help centre / portal | The public part of a knowledge base, for customers |
| Revision | A saved version of a page |
| Excerpt / transclusion | Content written once and shown on several pages |
| MCP | Model Context Protocol, an open standard that lets AI assistants use tools and data |
Wiki software vs shared drive vs chat: which is better for team knowledge?
A wiki beats a shared drive or chat for team knowledge because it keeps one current, reviewed, searchable answer with full history.
| Need | Shared drive | Chat | Orangescrum Pages |
|---|---|---|---|
| Find the current answer fast | Hard | Hard | Search, layouts, portal |
| See who changed what | Partial | No | Revisions, compare, audit log |
| Approve before people rely on it | No | No | Review workflow |
| Link to the work it describes | No | Partial | Projects, epics, tasks, live widgets |
| Share with customers safely | Risky | No | Public portal by book |
| Let AI read and update it | Limited | Limited | MCP server with permissions |
Top 6 wiki and knowledge base tools in 2026
Listed in no particular order. Facts were checked on [date]; check each vendor for current plans.
| Tool | Best known for |
|---|---|
| Orangescrum Pages | A wiki inside the project tool, linked to tasks, with reviews, portal and MCP |
| Confluence | The long-standing enterprise wiki, paired with Jira |
| Notion | Flexible pages and databases for all-purpose workspaces |
| BookStack | Open-source, self-hosted wiki with a shelves and books model |
| Document360 | Public and private knowledge bases for product documentation |
| Slab | A simple, search-first internal wiki |
How do you choose wiki software?
Ask five questions. Does it link to the work your team does? Can you review and approve pages? Can you control who sees what at page level? Can you publish part of it to customers without copying? And can your AI assistant use it safely?
Who uses wiki software? Use cases by industry
IT services companies
Keep one book per client with the architecture, access steps, runbooks and decision log, linked to that client’s project. Duplicate the book for each new client.
Software and product companies
Write PRDs and specs from templates, show the open tasks building each feature, and publish API references and release notes to the portal.
IT-enabled services and BPO
Turn SOPs into reviewed, versioned pages, and use analytics to find the processes agents search for and cannot find.
Marketing agencies
Keep brand guidelines, client playbooks and campaign retrospectives in one library, with client-specific permissions.
Regulated teams (finance, healthcare, government)
Use policy layouts, reviews, the audit log and archival rules to show who approved each policy, and Offline Mode when the wiki must stay inside your network.
What are wiki best practices?
Set it up well
- Start with a few shelves that match teams, not a deep tree.
- Use templates so every runbook and spec looks the same.
- Give each book an owner and set permissions at the shelf level.
Keep it alive
- Link every spec and runbook to the work it describes.
- Review important pages before they are published.
- Check zero-result searches each month and write those pages.
- Let archival rules clear out what nobody reads.
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