Knowledge


A knowledge article is a known error whose status is Knowledge Base.

Each knowledge article:

  • Can be created:
  • Can be accessed via the Self Service portal and the Back Office. Open url.png See Access rules.
  • Can be associated with keywords to facilitate searches.
  • Has a status used to monitor progress.
  • Can be linked to a parent article in a tree structure. This enables in-depth analysis of the error through more specific questions/responses at each level. Open url.png See the example.
  • Can be communicated in a news article.

In the Operation menu in the Back Office interface, a knowledge article can be associated with a category from the incident catalog. This can be used in the quick call to display:

  • Only knowledge articles defined for the same category as the incident.
  • All knowledge articles if the category of the incident is not specified in order to qualify the incident.

Examples


1. Creation of a tree structure of knowledge articles

Category of knowledge articles: "Printer problems"
Level 1 Level 2 Procedure/Solution
I cannot print a document I cannot print any file, regardless of the program Procedure: "How to reinitialize the default printer"
I want to modify my spool settings Procedure: "How to modify spool settings"

2. Application perimeter limited to a department and its lower-level departments

==> Knowledge article on invoicing software installed only on administrative workstations

  • Create a restriction for the PC Administration Department.
  • An incident is reported by a user. The Support person is associated with the Workstation Support Department (a higher-level department comprising the PC Administration Department).
    • The knowledge article is public ==> Users can consult it via the portal.
    • The knowledge article is not public ==> It can only be consulted via the Back Office interface.

Notes

  • You can access a knowledge article as follows:
    • Via the Self Service portal by selecting Home > Knowledge Base or Home > Full Text Search in the menu. Users can only see public knowledge articles whose application perimeter is compatible with their location or department.
    • Via the Back Office interface:
      • By selecting Operation > Problems & Known Errors or Transition > Knowledge in the menu. Users can see all knowledge articles, regardless of their application perimeter.
      • In a quick call or an Action form:
        • The Search link provides access to the full text search. Users can only see the knowledge articles whose application perimeter is compatible with the location or department of the recipient.
        • The Known Errors link provides access to the full text search. Users can only see the knowledge articles whose application perimeter is compatible with the location or department of the recipient and whose category corresponds to the one in the incident/request.
  • The New Knowledge wizard available in Incident, Problem and Action forms enables you to create a new article in the knowledge base that is automatically associated with the current object.
  • Unlike other process elements managed by a workflow, the status of knowledge articles is updated manually in the Update Status wizard based on rules defined in the Knowledge Status reference table.
  • You select a parent article when creating a new knowledge article. You can use the Reorganize wizard to modify it subsequently.
  • The Transition > Knowledge > Search Statistics enables you to display various statistics on searched keywords in the knowledge base like the search date, the user, the number of results, etc.

Best Practice big icon.pngBest practice

  • In the list of known errors available in the Operation menu, you can select the Knowledge Base filter.
  • Use the tree structure to break the parent article down as accurately as possible. You can create different levels of questions/responses to help users find the appropriate solution. Open url.png  See the example.
  • Remember to modify the knowledge article when the solution is updated. To do this, use the Update wizard.
  • If you want to hide the knowledge article in the full text search, you should assign the For Approval status to it.
  • Remember to update the knowledge base regularly to ensure that it contains useful, value-added articles only.

Screen description

 Knowledge.png

Menu access: Transition > Knowledge. Open url.png See Other access.

ObjectNumber

Number: Automatically generated number of the object when it was created.

  • To format the number, select Administration > Parameters > Auto-Inc Fields.

Status: Current status of the knowledge article, manually updated using the Update Status wizard. 

  • Only statuses specified in the Next Status tab of the current status can be selected. The rules are defined in the Knowledge Status reference table.
  • The For Approval status is used to hide the knowledge article when a full text search is run. This is the default status assigned when the form is created.

Title: Title of the knowledge article, based on which searches are run in the knowledge base.

Contents: Contents of the knowledge article, e.g. procedure, recommendations.
                                         
Implementation Time: Time required to apply the solution described in the knowledge article, expressed in HH:MM.

HyperlinkDocument

Attachments link (followed by the number of documents): Used to attach a list of documents to the current object and access the files, e.g. error file, screenshots. 

  • Access: Also via the Attachments tab.

Keywords: List of keywords associated with the knowledge article. Click [ KEYWORDS ] to select the ones you want from the list in the knowledge base. You can also add new keywords.

Manager: Name of the main contact person for the knowledge article, in charge of its update.

Group: Group in charge of the knowledge article and its review.

  • The group can access the form by selecting Operation > Problems & Known Errors > Known Errors for My Groups. Users should then select the Knowledge Base filter.

Creation Date: Date on which the knowledge article was created.

Next Review Date: Frequency based on which the knowledge article should be reviewed. 

Best Practice icon.png  If you want to modify the review frequency, use the Update wizard. The date will automatically be refreshed.

Version: Version number of the knowledge article, generally updated at each major review.

Public: Used to indicate if the knowledge article will only be visible in the Operation menu for Back Office users (box is not checked) or if it will also be visible to users in the Self Service portal (box is checked).

Category (Note: Only when the knowledge article is displayed using the Operation menu): Record in the incident catalog associated with the knowledge article. All quick calls with this category will display the knowledge article.

Impact (Note: Only when the knowledge article is displayed using the Operation menu): Level of the adverse effect of the incident associated with the knowledge article on the organization's activities.

Urgency (Note: Only when the knowledge article is displayed using the Operation menu): Level defined by the requestor or Technical Support person based on the disruption to the recipient's business activities. The level determines the speed at which incidents linked to the knowledge article must be solved. 

[ CREATE TASK ] (Note: Only when the knowledge article is displayed using the Operation menu): Used to create a new task that is automatically associated with the knowledge article in order to store a trace of the action outside the workflow.
         Example documentation icon EN.png  Remote control

  • The task can be charged back by entering hourly costs or fixed costs. Click [ CALCULATE COSTS ] to update the Total Hourly Costs and Total Costs calculated fields.
  • An action with the description of the task will automatically be generated in the Actions tab.

List of tabs

         Knowledge tabs.png

Related Knowledge (Note: Only in the Transition menu): List of knowledge articles linked to the current knowledge article for batch management.

  • Update: Click Add icon.png in this tab.
  • To cancel an existing link: Delete icon.png
     

Actions: List of actions performed for the knowledge article.

Location: Application perimeter of the knowledge article, restricting its visibility to users at the selected location (or lower-level location), provided they are authorized to access the Self Service portal and Back Office.

  • Update: Click Add icon.png in this tab.
  • To cancel an existing link: Delete icon.png
     

Department: Application perimeter of the knowledge article, restricting its visibility to users in the selected department (or lower-level department), provided they are authorized to access the Self Service portal and Back Office.

  • Update: Click Add icon.png in this tab.
  • To cancel an existing link: Delete icon.png
     

News Articles: List of news articles associated with the current knowledge article.

  • Update: Click Add icon.png in this tab.
     

Related Incidents: List of incidents linked to the current knowledge article for batch management.

  • Update: Use the Link to an Incident wizard, or the New Knowledge wizard in an incident, quick call or incident action.
  • If non-closed incidents are already linked to the current knowledge article, they will automatically be displayed. You can then delete the link using Delete icon.png.
  • Use the Update wizard. The workflow of incidents linked to the knowledge article will move onto the next step.
     

Related Problems: List of problems linked to the current knowledge article.

Related Services: List of service requests linked to the current knowledge article.

  • Update: Use the Link to a Service Request wizard or click Add icon.png in this tab to create a new request.
  • If non-closed requests are already linked to the current knowledge article, they will automatically be displayed. You can then delete the link using Delete icon.png.
     

Related Changes: List of change requests linked to the current knowledge article.

  • Update: Click Add icon.png in this tab to create a new request.
RelatedEquipment

Related Equipment: List of other equipment locally associated with the main equipment processed by the current object.

Licenses

Licenses: List of licenses in the current object.

  • Update: Click Add icon.png in this tab.
  • To cancel an existing link: Delete icon.png
  • When a new license is added, this does not generate a notification or action in the form of the current object.
Contracts

Contracts: List of contracts in the current object.

  • Update: Click Add icon.png in this tab.
  • To cancel an existing link: Delete icon.png

CI: List of configuration items (CI) associated with the current knowledge article.

  • Update: Click Add icon.png in this tab.
  • To cancel an existing link: Delete icon.png
  • Impacting and impacted CIs linked to the new CI will not be associated with the knowledge article.
  • The Known Errors tab in the CI form is automatically updated.
HistoryOfChanges

History of Changes: List of all modifications made to the form of the current object. 

  • This is the SD_KNOWN_PROBLEMS table.
Discussions

Discussions: List of discussions which users can access based on their domain and discussion visibility.

  • Enter the keywords you want in the Search field and press Enter
  • To cancel the search criteria and return to the complete list of discussions, provided you have the relevant rights, click within the box and then click Discussion - Delete icon.png.
Attachments

Attachments: List of documents associated with the current object.

  • Update: Depending on the object, use Add icon.png in this tab or in the Details tab > Attachments link  - Open url.png See the Description.
  • To cancel an existing link: Delete icon.png

Knowledge Prerequisites (Note: Only in the Transition menu): List of prerequisites associated with the knowledge article, used to restrict access to knowledge articles when a full text search is run. Open url.png See the example.

User Ratings (Note: Only in the Transition menu): List of scores awarded to a knowledge article when a full text search is run. The score is based on the quality and relevance of the knowledge article.

Procedure and Wizards

How to create and process a knowledge article

1. To create a knowledge article in an incident or problem:

  • Open the form of the object you want.
  • Run the New Knowledge wizard. The following will automatically occur:
    • The new knowledge article form will be created and its status will be the initial one defined in the Knowledge Status reference table. 
    • The link between the object and the knowledge article will be created. 
    • A new news article may also be created and associated with the knowledge article using [ PUBLISH THIS ELEMENT AS NEWS ARTICLE ].

2. To create a knowledge article in a known error:

  • Select Operation > Problems & Known Errors > Known Errors and select the one you want.
  • Run the Update Status wizard.
  • Select the Knowledge Base status and click [ FINISH ].

3. To create a knowledge article individually:

  • Select Transition > Knowledge > Knowledge and click Add icon.png.
  • Complete the form.
    • To save it in the knowledge base, click [ FINISH ].
    • To create a new news article automatically associated with the knowledge article, click [ PUBLISH THIS ELEMENT AS NEWS ARTICLE ]. The news article will be displayed in the quick call of all new incidents with the same category as the knowledge article.

4. Once you are certain that the malfunctioning described in the knowledge article will no longer occur, you can close it.

  • Run the Update wizard.
  • You can create a new news article to report the closing of the knowledge article by clicking [ PUBLISH THIS ELEMENT AS NEWS ARTICLE ].

How to use a knowledge article

1. In a quick call, click the Search link to access the full text search.

2. Enter the text you want to search for and select Knowledge Base in the list of search engines.

3. To rate the knowledge article, click the number of Star on icon.png stars you want to award.

Wizards

Update
Update Status (only if the current status is not associated with the Solved meta-status)
Reorganize

Tags:
Last modified by Unknown User on 2018/02/14 11:47
Created by Administrator XWiki on 2017/09/15 14:42

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