Admin User Guide / Site Settings & Users

Site Settings, Users & Updates

Standalone Qwiki provides a comprehensive Admin Suite to configure site access, theme styling, syndication, and user accounts.

โš™๏ธ Access Modes & Privacy

To change site visibility:

  1. Click โš™๏ธ Settings in the header menu.
  2. Choose your preferred Access Mode:
    • Public Access: Anyone on the internet can read and search your documentation.
    • Private Portal: Visitors must log in to view any documentation.
  3. Click Save Settings.

๐Ÿ‘ฅ Managing Users (RBAC)

  1. Click ๐Ÿ‘ฅ Users in the header menu.
  2. Add User: Enter a username, optional email address, password, and select a role:
    • Admin: Full rights to create, edit, upload, reorder navigation, and manage users.
    • Viewer: Read-only documentation access.
  3. Offline Reset Link: In air-gapped setups or environments without SMTP, click the ๐Ÿ”— Reset Link icon next to any user account to copy a 24-hour single-use password reset link directly to your clipboard.
  4. Delete User: Click the trash icon next to an account to remove it. (Note: You cannot delete your own active account).

๐Ÿ”’ Account & Security (Self-Service)

Any signed-in user (Viewers and Admins) can manage their personal security profile:

  1. Click your username in the upper-right corner and select ๐Ÿ‘ค Account & Security.
  2. Email Address: Set or update your notification email. Standalone Qwiki dispatches a verification link to ensure address validity.
  3. Change Password: Update your login credentials at any time.
  4. Two-Factor Authentication (2FA):
    • Click Enable 2FA to launch the interactive setup wizard.
    • Scan the client-side SVG QR code with Google Authenticator, Bitwarden, 1Password, or Aegis, or manually copy the Base32 secret key.
    • Enter the 6-digit verification code from your authenticator app to activate protection.
    • Securely save the eight single-use 10-character emergency recovery codes provided.

๐Ÿ›ก๏ธ Wiki 2FA Policy & Outbound SMTP

Administrators can configure global authentication security and email delivery in โš™๏ธ Site Settings:

Two-Factor Authentication Policy

  • Optional: Users can decide individually whether to activate 2FA on their profile.
  • Required for Admins: All administrators must enroll in 2FA before accessing site configuration or editorial features.
  • Required for All: Enforces 2FA for all registered accounts across the wiki.
  • Disabled: Turns off 2FA enforcement site-wide.

Outbound SMTP Email Configuration

Configure outgoing mail for automated password resets and email verification links:

  • Enable SMTP: Check to route email via dedicated mail server instead of local PHP mail().
  • Host & Port: Supports standard submission ports (587 with STARTTLS or 465 with SSL/TLS).
  • Authentication: Enter your SMTP username and password.
  • Sender Profile: Customize the "From Email" address and "From Name".
  • Test Connection: Click ๐Ÿงช Test SMTP Connection to dispatch a live test message and verify handshake and credentials immediately.

๐ŸŽจ Theme Editor & Brand Settings

  • Default Theme: Select the global theme from the Settings dialog.
  • Custom Logo: Enter a logo image URL to replace the default text logo.
  • Global Social Share Metadata: Configure a fallback Global Social Share Description and Global Social Share Image URL in Site Settings to represent your portal with rich cards across social platforms and messaging apps.
  • Live Theme Editor: Launch the Theme Editor to create or customize CSS files directly in the browser with instant preview.

๐Ÿ“ก RSS Feeds & Syndication

  • Category-level RSS and JSON feeds are automatically generated (e.g. /api/feed.php?category=getting-started).
  • For private portals, generate an RSS Access Token in Settings to securely subscribe via RSS readers (compatible with RSSHub).
  • Configure the number of syndicated items per feed directly in Settings.

๐Ÿค– Controlled LLM & AI Agent Access

Standalone Qwiki provides a key-authenticated, scoped API for Large Language Models, autonomous coding agents (such as Claude Desktop, Cursor IDE, OpenAI GPTs), and local RAG pipelines to safely explore your wiki tree and retrieve document contents:

  • Dedicated Key Management: Generate multiple named API keys from Admin Dropdown โž” ๐Ÿค– LLM & API Access.
  • Scope Restriction: Confine a key to a specific branch or category (with recursive subcategory access) or allow full-wiki exploration.
  • Permitted Document Types: Filter access by document type (markdown, html, pdf, gdoc).
  • Configurable Expiry & Revocation: Set optional expiration dates with 1-click extension, or instantly revoke keys without deleting audit history.
  • Operational Modes:
    1. Document Tree Mode (/api/llm.php?mode=tree): Returns document hierarchy, URLs, and metadata in JSON or standard llms.txt Markdown format (format=llms.txt).
    2. Document Access Mode (/api/llm.php?mode=doc&slug=<slug>): Retrieves document contents with absolute canonical link and image rewriting, token estimation, and pagination support.
    3. Search Mode (/api/llm.php?mode=search&q=<query>): Enables agents to locate relevant documents quickly without retrieving the entire tree.
    4. OpenAPI Tool Schema (/api/llm.php?mode=schema): Provides an OpenAPI 3.0 specification for 1-click import into ChatGPT Custom Actions and Claude Custom Tools.

๐ŸŽ‰ 1-Click Auto Updates

  • When a new version of Qwiki is released, an ๐ŸŽ‰ Update Available! button appears in the admin menu.
  • Click to view the release notes directly from GitHub and install core updates with one click.
  • User data (content/, uploads/, qwiki.json, users.json) and custom extensions (assets/extensions/) are always safely preserved.

๐ŸŒ Subwikis Management

Standalone Qwiki supports single-level nested wikis (subwikis) deployed and managed directly from the parent wiki:

  1. Click ๐ŸŒ Subwikis in the user menu.
  2. Deploy Subwiki: Enter the title, slug, and initial admin credentials.
    • Dashed Grouping: Use hyphens to group departments or topics cleanly (e.g. engineering-electrical, engineering-mechanical).
    • Bi-Directional Collision Protection: Subwiki slugs and parent category names are protected against clashing.
    • Single-Level Depth: Subwikis cannot deploy further child wikis.
  3. Dynamic Parent Title & Navigation: Subwikis display a prominent โ† Back to [Parent Title] banner in the sidebar. This title dynamically tracks renames made to the parent wiki in real-time, or can be customized along with the parent URL in the subwiki's Site Settings.
  4. Automated Cascading Updates: When updating the parent wiki, all deployed subwikis receive code updates automatically without requiring separate updater clicks.
  5. Sidebar Subwiki Navigation: In Site Settings, enable "Show Subwikis in Left Sidebar Navigation" to render a collapsible accordion of all subwikis in the left sidebar. Readers can navigate across subwikis based on their access permissions (public content remains accessible, private content remains shielded) and return seamlessly using the parent navigation banner.