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Knowledge - Individuals

Knowledge - Individuals

Learn how to use Knowledge Individual View
Oliver Zdravkovski avatar
Written by Oliver Zdravkovski. Updated this week

In this Help Doc

Knowledge Orientation

Using Knowledge Items

Creating and Managing Knowledge Items

Study Assignments

Knowledge Views

See also

Knowledge Summary

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. The Knowledge Summary provides a quick summary of:

    1. Number of studied Knowledge items

    2. Number of assigned Knowledge items

    3. Number of other items

    4. How many assigned items are new that need to be studied

    5. How many assigned items need a restudy due to an update

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Find a Knowledge Item

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Item Filter allows you to search by Unread Items, Studied Items, Assigned Items, Incomplete Assignments, etc.

  4. Type filter allows you to search by the type of a Knowledge item, such as Advice, Policy, Procedure, Technical, etc.

  5. Subject filter allows you to search by the subject or category in which the Knowledge item belongs to, such as Marketing, Sales, HR, etc.

  6. Responsible Posts filter allows you to search by the specific post/posts that this Knowledge is assigned to.

  7. Search filter allows you to search by any keyword

  8. Click Search

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Subjects

Subjects represent a category in which the Knowledge item belongs to, such as Marketing, Sales, HR, etc.

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click the desired Subject. It will open all Knowledge items that belong to that category.

NOTE: The circles in the Subject refer to the number of Knowledge items in that Subject.
The color-code used refers to the following:

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View Knowledge Items Assigned to a Member

To view assigned Knowledge items to a specific member:

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the member

  4. Type the member's name and click it

  5. It will open all Knowledge items assigned to the member

  6. Remove selected member by clicking on it

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Sort Knowledge items

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click the Sort option

  4. Select the desired option. It will sort the Knowledge items automatically.

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Study a Knowledge Item

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Once you have read the Knowledge item, confirm the study assignment.

  5. Click on Complete Study Assignment

See also

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Add a Knowledge Item to Favorites

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Add to Favorites

  5. Click Back to Knowledge

  6. Click on Favorites to see all Knowledge items that are stored as your favorites

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Share a Knowledge item

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Share

  5. Click Copy to copy the link

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Print a Knowledge item

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Print

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Compare Versions

When a Knowledge item is updated, you can open it and see the changes between the old and new version.

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Compare Versions

  5. Note additional text is represented with green, and red indicates deleted text.

See also

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Create a Knowledge Item

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on New Knowledge item

  4. Enter the data. For more info on using the Knowledge Editor, see TIPS & TRICKS: How to use the Knowledge Editor.

  5. The Initial version always starts with 1.0.0. You can change it.

  6. You can enter a summary and a description for this version

  7. Send study assignments for this version will send email to all assigned members to study the Knowledge item

  8. To add collaborators, see Add Collaborators.

  9. To add comments and suggestions, see Comments & Suggestions.

  10. You can view the Version History here. To add Version History, see Version History.

  11. The Type must be entered. The default choices are Policy, Technical, Procedure and Advice, however, you can create custom types according to your needs. See Creating a New Knowledge Type for more info.

  12. You can select a deadline

    NOTE: If a member is away (out of office, vacation, etc.) and the away period overlaps with the assignment deadline, the deadline will be extended by the away duration. For more info on Away Periods, see step 6 in Manage Member.

  13. You can choose the Author of the Knowledge item

  14. If this Knowledge item needs to be released at a future date, you can select the Release Date.

  15. Visibility allows the Knowledge type to be visible to all or specific members

  16. You can change the default Attest message, if needed.

  17. Allow new members to quickly mark this item as studied allows the members to mark the item as studied without opening it.

  18. You can assign the Knowledge item to one or more Responsible Posts

  19. You can add Subjects. A Subject is a category in which the Knowledge item belongs to, such as Marketing, Sales, HR, etc.

    NOTE: You can create Subjects according to your needs. See Creating a Knowledge Subject for more info.

  20. Click Preview

  21. You can edit the draft, if needed.

  22. You can also delete the draft

  23. You can check the Version History

  24. Print allows you to print the draft

  25. Click Submit & Publish

  26. You can request approval from additional member outside of the normal approval process. This is optional. For more info, see TIPS & TRICKS: Knowledge Approval Process.

  27. You can type a message to the approvers, if needed.

  28. Confirm Submission

See also

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Edit a Knowledge Item

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Edit

  5. Follow steps 4 - 28 in Create a Knowledge Item.

See also

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Duplicate a Knowledge Item

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Duplicate

  5. Edit the text, if needed.

  6. Modify the options, if required. For more info, see steps 5 - 14 in Create a Knowledge Item.

  7. Click Preview

  8. If the Knowledge item looks OK, click Submit & Publish.

  9. You can request approval from additional member outside of the normal approval process. This is optional.

  10. You can type a message to the approvers, if needed.

  11. Confirm Submission

  12. Click Back to Knowledge

  13. Select All Items

  14. The duplicate Knowledge item is listed with the name of the author that created it

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Delete a Knowledge Item

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Delete

  5. Click OK

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Manual Study Assignments

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Study Assignments

  5. Select a member or multiple members

  6. Click Add

  7. You can select a deadline from a calendar. This is optional.

    NOTE: If a member is away (out of office, vacation, etc.) and the away period overlaps with the assignment deadline, the deadline will be extended by the away duration. For more info on Away Periods, see step 6 in Manage Member.

  8. You can also specify the reason for the assignment. This is optional.

  9. Click Submit

  10. Manual assignment list will appear here.

    NOTE: The list will only list the first 20 members due to performance reasons. You can still manually assign a Knowledge item to other members, but they will not appear on this list if it has more than 20 members.

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Knowledge Item Study Assignment Progress (Individuals)

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Study Assignments

  5. The X means the member hasn't completed the study assignment. The ✓ means the member completed the study assignment. You can also check the progress by clicking on Full Study Assignment Details.

  6. It lists the members with Incomplete status. You can also use the filters to see who completed it and when.

  7. If the member studied an earlier version of the Knowledge item, it will be displayed.

  8. For more details on a member's progress, you can click on the member.

  9. Click the arrow to see all Knowledge items assigned to the member

  10. It will show the progress and status for each Knowledge item

See also

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Change a deadline on a Knowledge assignment for a member

  1. Click on Knowledge

  2. Click on Individuals (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. Click on the desired Knowledge item

  4. Click Study Assignments

  5. Click Full Study Assignment Details

  6. Click Edit on the desired member and select a different date

  7. The new date is displayed
    NOTE: If a member is away (out of office, vacation, etc.) and the away period overlaps with the assignment deadline, the deadline will be extended by the away duration. For more info on Away Periods, see step 6 in Manage Member.

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Individuals

Individuals View is the default view and allows you to view Knowledge summary, Knowledge items and Subjects. You'll only see this menu option if you have Knowledge assignments for team members permission

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Teams

Those with Knowledge assignments for team members permission can view Teams which allows you to manage the study assignments for all members and monitor their progress. See Knowledge - Teams.

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