Chapter 8. Knowledge Entries

Table of Contents

Knowledge Overview
The Knowledge Directory Structure
Creating new Folders
Changing Folders
Deleting Folders
Viewing Knowledge Entries
Creating new Knowledge Entries
Permissions
Title
Description
Editing Knowledge Entries
Deleting Knowledge Entries
Moving Folders and Knowledge Entries
Marking Folders and Knowledge Entries for Movement (Defining Sources)
Defining the Destination
Conducting the Move
Searching for Knowledge Entries
Creating, Reading, Changing or Deleting Notes on a Knowledge Entry
Linking a Knowledge Entry with other Objects
History

You can use the knowledge database to collect interesting facts and share them with your colleagues or benefit from the knowledge of your coworkers. A directory structure similar to the one in the document system helps you categorize and administer your knowledge entries. Both the folder structure in the document directory tree and the individual entries are subject to the system for permissions. This means you can group the individual areas of knowledge to specific departments or workgroups.

The following points on the subject of knowledge are discussed here:

Knowledge Directory Structure
Creating new Folders
Changing Folders
Deleting Folders
Viewing Knowledge Entries
Adding new Knowledge Entries
Editing Knowledge Entries
Deleting Knowledge Entries
Moving Knowledge Entries
Searching the Knowledge Entries
Managing Notes on a Knowledge Entry
Linking a Knowledge Entry with other Objects
Knowledge Entry History

Knowledge Overview

The Knowledge Directory Structure

Figure 8.1. Directory Structure for Knowledge Entries

Directory Structure for Knowledge Entries

A folder structure was implemented to make the task of administering knowledge entries straightforward. You can create as many folders and subfolders as you want in different levels. Because of the permission administration, you can only see those folders that you also have access permission to. This permission is hierarchical:

If you lack permission for a folder, you are also unable to access its contents, even if the subfolders and knowledge entries within it are public. You only see the folder contents that you have access to as results when you do a keyword search using the search field at the top of the knowledge module block.

The directory structure is organized as follows: To display the contents of a folder, use the mouse to click on the plus sign in front of the corresponding folder. The plus sign now becomes a minus sign, the folder icon is open and the contents are shown. To close the folder, click on the minus symbol.

If there is neither a plus nor a minus symbol in front a folder, the folder is empty. Besides the structured view for knowledge entries, you can also display all the knowledge entries together as a list. To do this, use the mouse to click on the index card tab List. This gives you the same functional options as are available in the structured view. The printer icon here also allows you to print the list of displayed knowledge entries. Clicking on icon first opens a form in your browser that is optimized for printing. You can now print out this page as you normally would by using the printing function of your browser. In Internet Explorer, for instance, the print option is found under the menu item File | Print. The print function here helps you print out list fields correctly.