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User Guide: Knowledge Base(s)

A guide to using the Integrated Business Applications Knowledege Base. Use the Knowledge Base(s) Module to create a searchable repository for important ‘must keep’ information.

Terms of Use

This document is provided under the terms outlined in the Integrated Business Applications End User License Agreement.

If you do not understand, accept and agree to be bound by the End User License Agreement, do not use this document or any of the procedures discussed herein.

You should read this document from beginning to end before proceeding with the procedures or steps discussed and or outlined.

Please report any errors and or omissions by e-mailing our Technical Support Team at service@ascs.ca.

Audience

This document in designed for the Integrated Business Applications End User. This person should be proficient in the use of standard web browser but will not require advanced technical knowledge.

Instructions and Screenshots

The Instructions and screenshots presented within this document are based on the version of Integrated Business Applications available when the document was published.

Module Overview

The Knowledge Base is a searchable information storage area. The Knowledge Base can be used to store Technical Notes, How-To Articles, Meeting Minutes, RFP Response Materials, Resumes, Bios, Etc. Multiple Knowledge Bases can be created within the Knowledge Base System and multiple Folders containing thousands of Knowledge Base Articles can be stored within each Knowledge Base.

Accessing the Knowledge Base(s)

To access the Knowledge Base, select Knowledge Base from the Main Menu, or click the Knowledge Base Icon on the Icon Menu (See Figure 1).
Figure 1
Figure01

Navigating the Knowledge Base(s)

Active Knowledge Bases are viewed by clicking on the Active KBs Filter Link located above the Knowledge Base List. Inactive Knowledge Bases are viewed by clicking the Inactive KBs Link. The Active KBs Link is selected by default (See Figure 2).
Figure 2
Figure02

Adding a Knowledge Base

To add a new Knowledge Base, click the Add Knowledge Base Link located at the top of the Knowledge Base(s) Screen (See Figure 3).
Figure 3
Figure03
When the Add Knowledge Base Screen opens, enter a Knowledge Base Name, enter Notes if desired, assure the Active Status is set to Yes and then click the Save Button. The new Knowledge Base will now appear in the Knowledge Base List. The Knowledge Base Notes will appear in a popup when the Knowledge Base user places his or her mouse over the Knowledge Base in the Knowledge Base List (See Figure 4).
Figure 4
Figure04

Editing a Knowledge Base

To edit an existing Knowledge Base, first click the Knowledge Base in the Knowledge Base List and then click the Edit Knowledge Base Link located at the top of the Knowledge Base(s) Screen (See Figure 5).
Figure 5
Figure05
When the Edit Knowledge Base Screen appears, update the fields as necessary and then click the Save Button (See Figure 6).
Figure 6
Figure06

Deleting a Knowledge Base

To delete an existing Knowledge Base, first click the Knowledge Base in the Knowledge Base List and then click the Delete Knowledge Base Link located at the top of the Knowledge Base(s) Screen (See Figure 7).
Figure 7
Figure07
When the Delete Confirmation screen is presented, click the Delete Button to proceed with the delete action. (See Figure 8).
Figure 8
Figure08
Note:

Attempting to delete a Knowledge Base containing Folders or Articles will result in a 'KnowledgeBaseInUse' error (See Figure 9).
Figure 9
Figure09

Knowledge Base Folders

Knowledge Base Folders represent the second level of organization within the Knowledge Base.

Navigating Knowledge Base Folders

Knowledge Base folders are accessed by first Clicking on the Knowledge Base Link in the Knowledge Base list. Clicking the Knowledge Base Link will open a list of Knowledge Base Folders below the selected Knowledge Base (See Figure 10).
Figure 10
Figure10

Adding a Knowledge Base Folder

To add a new Knowledge Base folder, first click the Knowledge Base in the Knowledge Base List. Next, click the Add Folder Link located at the top of the Knowledge Base(s) Screen (See Figure 11).
Figure 11
Figure11
Note:

The Add Folder Link will not be visible until the Knowledge Base, in the Knowledge Base List, is selected.
Once the Knowledge Base Add Folder Screen appears, enter a Folder Name, enter Notes if desired, assure the Active Status is set to Yes and then click the Save Button. Folder Notes will appear in a popup when the Knowledge Base user places his or her mouse over the Knowledge Base Folder (See Figure 12).
Figure 12
Figure12

Editing a Knowledge Base Folder

To edit an existing Knowledge Base Folder, first click the Knowledge Base in the Knowledge Base List and then click the Knowledge Base Folder. Next, click the Edit Folder Link located at the top of the Knowledge Base(s) Screen (See Figure 13).
Figure 13
Figure13
When the Edit Knowledge Base Folder Screen appears, update the fields as necessary and then click the Save Button (See Figure 14).
Figure 14
Figure14
Note:

The Edit Folder Link will not be visible until the Knowledge Base, in the Knowledge Base List and the Knowledge Base Folder is selected.

Deleting a Knowledge Base Folder

To delete an existing Knowledge Base Folder, first click the Knowledge Base in the Knowledge Base List and then click the Knowledge Base Folder. Next, click the Delete Folder Link located at the top of the Knowledge Base(s) Screen (See Figure 15).
Figure 15
Figure15
Note:

The Delete Folder Link will not be visible until the Knowledge Base, in the Knowledge Base List and the Knowledge Base Folder are selected.
When the Knowledge Base Folder Delete Screen appears, click the Delete Button to proceed with the delete action (See Figure 16).
Figure 16
Figure16
Note:

Attempting to delete a Knowledge Base Folder containing Articles will result in a 'KnowledgeBaseFolderInUse' error (See Figure 17).
Figure 17
Figure17

Knowledge Base Articles

Knowledge Base Articles are the lowest level of structure in the Knowledge Base. Articles are viewed by clicking one of the Knowledge Base Folders located below the Knowledge Base. After clicking the Knowledge Base Folder, all Articles in that Knowledge Base Folder will appear in the Knowledge Base Articles Area.

Navigating Knowledge Base Articles

Knowledge Base Articles can be filtered by using the Filter Bars above the Knowledge Base Article Area. The available filter options include (See Figure 18):
  • Filtering by the First Letter of the Knowledge Base Article Title.
  • Filtering by Knowledge Base Article Owner.
Figure 18
Figure18
Using the Sorting Bar, Knowledge Base Articles can be sorted by (See Figure 19):
  • Date Created (descending or ascending).
  • Article Title (ascending or descending).
Figure 19
Figure19
Note:

The last Knowledge Base Article added or edited by a User will always appear highlighted at the top of that User’s Knowledge Base Articles List. This is to allow the User to easily return to that article if necessary (See Figure 20).

The Article will also appear in its appropriate place within the Articles List based on the current filter and sort settings ─ this is not a duplicate entry. This feature is useful if a user needs to return to their last edited Article when that Article is located on page 13, for example.
Figure 20
Figure20

Previewing & Printing Knowledge Base Articles

There are three areas within the Knowledge Base(s) system where and knowledge Base Articles can be previewed.

A knowledge Base Article can be previewed by clicking the Expansion Icon located to the left side of the Article Entry ─ within the main Article Listing (See Figure 21).
Figure 21
Figure21
The Knowledge Base Article can also be previewed in the Article Detail Screen. To Access this screen click the Detail Link located to the right side on the Article Entry ─ within the main Article Listing (See Figure 22).
Figure 22
Figure22
Finally, the Knowledge Base Article can be previewed by clicking the Preview Link located to the right side on the Article Entry ─ within the main Article Listing (See Figure 23).
Figure 23
Figure23
Clicking this Preview Link opens the Article Print Preview Screen. The Article can then be printed by clicking the Print Link located at the top of the Print Preview Screen (See Figure 24).
Figure 24
Figure24

Adding a Knowledge Base Article

To add a new Knowledge Base Article to the Knowledge Base, first click the Knowledge Base in the Knowledge Base List and then click the Folder into which the Article is being added. Next, click the Add Article Link located at the top of the Knowledge Base(s) Screen (See Figure 25).
Figure 25
Figure25
Note:

The Add Article Link will not be visible until the Knowledge Base Folder has been selected.
Once the Add Article Screen appears, complete the available fields (discussed below) and click the Save Button (See Figure 26).
Figure 26
Figure26
The following table provides a summary of the Knowledge Base Article Add Screen Fields and their intended purpose.
Field Purpose
Title: A searchable Article Title.
Attachment: A Browse Button that allows the selection of an Attachment from the user’s local disk drive.
Published: When set to Yes, the system will publish the Article to the Knowledge Centre. Note: The Knowledge Centre should not be confused with the Knowledge Base. The Knowledge Centre provides access to Published Knowledge Base Articles via a Tab on the Main System Menu.
Confirm Publishing to Knowledge Centre Must be checked to confirm the publishing of a Knowledge Base Article to the Knowledge Centre.
Active Sets the article Active or Inactive.
Article An open ended Searchable text field that holds the text of the main Knowledge Base Article.
Notes A searchable text field for the storage of author notes.

Editing a Knowledge Base Article

To edit a Knowledge Base Article, first click the Knowledge Base in the Knowledge Base List and then click the Knowledge Base Folder. Next, click the Detail Link located to the right side of the Knowledge Base Article. When the knowledge Base Article Detail Screen opens, click the Edit Link located in the top right corner of the screen (See Figure 27).
Figure 27
Figure27
When the Knowledge Base Article Edit Screen appears, edit the Article Fields as desired and then click the Save Button to save the changes. (See Figure 28).
Figure 28
Figure28
Note

Selecting a new attachment in the edit screen will replace the currently stored Attachment for the Knowledge Base Article being edited. Leaving the Attachment Field blank, will leave the currently stored Attachment in place.

Moving a Knowledge Base Article

To move a Knowledge Base Article within the Knowledge Base(s), first click the Knowledge Base in the Knowledge Base List and then click the Knowledge Base Folder. Next, click the Detail Link located to the right side of the Knowledge Base Article. When the knowledge Base Article Detail Screen opens, click the Move Link located in the top right corner of the screen (See Figure 29).
Figure 29
Figure29
When the Knowledge Base Article Move Screen appears, select the new Knowledge Base, the new Knowledge Base Folder and then click the Move Button to move the Article (See Figure 30).
Figure 30
Figure30

Deleting a Knowledge Base Article

To delete an existing Knowledge Base Article, first click the Knowledge Base in the Knowledge Base List and the click the Knowledge Base Folder. Next, click the Detail Link located to the right side of the Knowledge Base Article. When the knowledge Base Article Delete Screen opens, click the Delete Link located in the top right corner of the screen (See Figure 31).
Figure 31
Figure31
When the Knowledge Base Article Delete Confirmation Screen appears, click the Delete Button to proceed with the delete action (See Figure 32).
Figure 32
Figure32

Reports

The Knowledge Base supports the creation two reports:
  • Article List by Author
  • Article List by Knowledge Base
To create a report, select Reports from the Main Menu located to the right (See Figure 33).
Figure 33
Figure33
Select the report you wish to run and click proceed (See Figure 34).
Figure 34
Figure34
Set your Report Options, the Report Format and then click Proceed to generate the report (See Figure 35).
Figure 35
Figure35
The report will be generated as shown in Figure 36.
Figure 36
Figure36

Utilities – Integrity Check

The Knowledge Base(s) system includes a utilities feature designed to check for missing attachments. This utility will examine each record in the Knowledge Base(s), identify the Articles that have registered Attachments and provide a report of any missing Attachments.

To run the Integrity Check Utility, simply click Utilities on the Main Menu and then click the Integrity Check option (See Figure 37).
Figure 37
Figure37
When the Knowledge Base Integrity Check Screen opens, click the Proceed Button to run the Integrity Check process (See Figure 38).
Figure 38
Figure38
The Integrity Check Results screen will either report 'No Missing Files, Knowledge Base Data Store Integrity OK' or generate a list of missing files with links to each record (See Figure 39).
Figure 39
Figure39
Note

Integrity check results identifying missing Article Attachments are rare. This condition may indicate the server is overloaded or experiencing performance issues.
Additional Information
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End User
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© Integrated Business Applications
All Rights Reserved




End User
License Agreement (EULA)




Website
Terms of Use