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Knowledge - Personal
Knowledge - Personal

Learn how to use Knowledge Personal View

Oliver Zdravkovski avatar
Written by Oliver Zdravkovski
Updated over a month ago

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 Personal (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 overdue Knowledge items

    2. Number of assigned Knowledge items

    3. Number of Knowledge items that a position is responsible for.

    4. Number of completed Knowledge items

    5. Bonus Complete - refers to studied Knowledge items that were never assigned and do not apply to their position

    6. All of the above points displayed on a donut chart

      NOTE: You can click on any of the categories and it will display the Knowledge items in that category

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Find a Knowledge Item

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Type the name or part of the name of the Knowledge Item. Hit Enter. It will display the Knowledge item/s.

  5. If you want to do an advanced search, click the funnel icon.

  6. To use the filters, see Using Views in Knowledge for more info.

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Knowledge Overview

  1. Click on Knowledge

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

  3. Click Knowledge Overview

  4. All your Saved Views will be displayed. For more info on Views in Knowledge, see Using Views in Knowledge.

  5. If you have more than one Organization and the desired Views are not displayed, choose the desired Organization and its Views will be displayed.

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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 Personal (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. If you have more than one Organization, you can select the desired one.

  4. Click Subjects

  5. 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 item in that Subject.
The color-code used refers to the following:

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Study a Knowledge Item

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

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

  6. Click on Complete Study Assignment

  7. When a member completes all study assignments, he will receive a Congratulations note. If the member's position was assigned to some of these Knowledge items as a Responsible Position, they will be displayed when all study items are completed.

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. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Add to Favorites

  6. Click Back to Knowledge

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

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Item History

  1. Click Knowledge

  2. If you have more than one Organization, you can select the desired one.

  3. Click on the desired Knowledge item

  4. Click History

  5. It will show all versions. You can deselect any unnecessary options to filter the results.
    ​NOTE: Periodic Reviews shows up only if you have it enabled for that document and have reviewed it at least once.

  6. To expand any of the versions, click on the desired one.

  7. You can see more details for this revision, such as version, time and creator.

  8. To edit the summary and decription of this revision, click Edit.

  9. If you want to see the member details, click the member. The details will appear on the sidebar.

  10. If you want to view that version, click View this Version.

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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. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Share

  6. 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. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Print

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Archive a Knowledge Item

  1. Click on Knowledge

  2. If you have more than one Organization, you can select the desired one.

  3. Click on the desired Knowledge item

  4. Click Archive. Click OK.
    ​NOTE: Once archived, the item will be read-only and assignments will be removed.

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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 Personal (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Compare Versions

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

See also

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Open all assigned Knowledge items

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click Knowledge Overview

  5. Click Study Items. All Knowledge items assigned to you for study will be displayed.

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Open Responsible Items

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click Knowledge Overview

  5. Click Responsible Items. All Knowledge items that this position is assigned as a Responsible Position to, will be displayed.

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Open Authored items

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click Knowledge Overview

  5. Click Authored Items. All Knowledge items that you authored will be displayed.

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Open Favorite Items

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click Knowledge Overview

  5. Click Favorite Items. All Knowledge items that you marked as favorite will be displayed.

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Open all Knowledge Items

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click Knowledge Overview

  5. Click All Items

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See all drafts

  1. Click Knowledge

  2. Click See all drafts in progress

  3. It will display all drafts. To edit a draft, click on it.

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Create a Knowledge Item

  1. Create a Knowledge Item with approval line

  2. Create a Knowledge Item without approval line

Create a Knowledge Item with approval line

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click on New Knowledge item

  5. Add Title

  6. The Type must be entered. Select the type that has an approval line. You can create custom types according to your needs. See Creating a New Knowledge Type for more info.

  7. Select the Author of the Knowledge item

  8. Click Create Knowledge Item

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

  10. The Initial version always starts with 1.0.0. You can change it.
    ​NOTE: There are 3 different versions: Major, Minor or Editorial version. If there are Major updates done, the version changes from 1.0.0 to 2.0.0. If there are Minor updates done, the version changes from 1.0.0 to 1.1.0 If there are Editorial updates done, the version changes from 1.0.0 to 1.0.1. For more info on Update types, see TIPS & TRICKS: Updating a Knowledge Item.

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

  12. To add collaborators, see Add Collaborators.

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

  14. If you need to check for a specific glossary term, click Glossary. For more info, see Glossary.

  15. You can delete the draft

  16. If you don't need the sidebar, you can close it.

  17. You can assign the Knowledge item to one or more Responsible Positions. Click on it.

  18. Click Add Responsible Positions

  19. You can select All Posts or a specific Group
    ​NOTE: If you are using Groups, see Group Logic Examples for more info.

  20. If you want to edit the Group, click the pencil icon.
    ​NOTE: If the pencil icon is not visible, it means that the Group is Global and unable to be edited from here. A Global Group shows up everywhere in the app, whereas a non Global Group only shows up under Responsible Positions in Knowledge. To change a Global Group, see Edit a Group.

  21. You can also Create a new Group on this page, if needed. For more info on Groups, see Groups.

  22. Selecting Study required will send email to all assigned members to study the Knowledge item

  23. Click Save

  24. It will display the selected positions or Groups. Click Back.

  25. If needed, enter a summary for this update or version. This is optional.

  26. You can also enter more details for this update. This is optional.

  27. Click More Publish Options for more options

  28. The Already Studied option gets enabled if the Study required option on step 19 is enabled.
    ​NOTE: Checking "Study Required" and then "Already Studied" marks existing responsible positions as studied, but if there is a new responsible position in the future then they will be sent the assignment.

  29. It shows you the number of assignments. In this example, this Knowledge item will be assigned to two members. Click on it and it will display who it's assigned to.

  30. If this Knowledge item needs to be released at a future date, you can select the desired date.

  31. Publication Date allows you to change the creation date of the document. For example, if you create a Knowledge document on 1 June 2024, but your original company policy was created on 18 Jan 2021, you can enter this date and it will be displayed as the date on which this document was published.

  32. To modify the Type of the Knowledge item, click Edit.

  33. To modify the Author of the Knowledge item, click Edit.

  34. To modify the Study Allowance or Deadline, click Edit.

    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.

  35. Periodic Review allows you to select how frequently to review an item. The default is set to Never, but you can select every year, every 2, 3, 5 or 10 years.

  36. Click Advanced Options for more options

  37. Visibility allows the Knowledge type to be visible to:
    - Private - Assigned Members
    - Organization - All Members
    - Public - Everyone Outside Organization

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

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

  40. 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.

  41. Click Preview

  42. You can edit the draft, if needed.

  43. You can also delete the draft, if it's not needed.

  44. You can check the Version History

  45. Print allows you to print the draft

  46. Click Submit for Approval

  47. 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.

  48. Confirm Submit For Approval

  49. It will submit the Knowledge item and display all the steps in the approval line

See also

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Create a Knowledge Item without approval line

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click on New Knowledge item

  5. Add Title

  6. The Type must be entered. Select the type that does not have an approval line. 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.

  7. Select the Author of the Knowledge item

  8. Click Create Knowledge Item

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

  10. The Initial version always starts with 1.0.0. You can change it.
    ​NOTE: There are 3 different versions: Major, Minor or Editorial version. If there are Major updates done, the version changes from 1.0.0 to 2.0.0. If there are Minor updates done, the version changes from 1.0.0 to 1.1.0 If there are Editorial updates done, the version changes from 1.0.0 to 1.0.1. For more info on Update types, see TIPS & TRICKS: Updating a Knowledge Item.

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

  12. To add collaborators, see Add Collaborators.

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

  14. If you need to check for a specific glossary term, click Glossary. For more info, see Glossary.

  15. You can delete the draft

  16. If you don't need the sidebar, you can close it.

  17. You can assign the Knowledge item to one or more Responsible Positions. Click on it.

  18. Click Add Responsible Positions

  19. You can select All Posts or a specific Group
    ​NOTE: If you are using Groups, see Group Logic Examples for more info.

  20. If you want to edit the Group, click the pencil icon.
    ​NOTE: If the pencil icon is not visible, it means that the Group is Global and unable to be edited from here. A Global Group shows up everywhere in the app, whereas a non Global Group only shows up under Responsible Positions in Knowledge. To change a Global Group, see Edit a Group.

  21. You can also Create a new Group on this page, if needed. For more info on Groups, see Groups.

  22. Selecting Study required will send email to all assigned members to study the Knowledge item

  23. Click Save

  24. It will display the selected positions or Groups. Click Back.

  25. If needed, enter a summary for this update or version. This is optional.

  26. You can also enter more details for this update. This is optional.

  27. Click More Publish Options for more options

  28. The Already Studied option gets enabled if the Study required option on step 19 is enabled.
    ​NOTE: Checking "Study Required" and then "Already Studied" marks existing responsible positions as studied, but if there is a new responsible position in the future then they will be sent the assignment.

  29. It shows you the number of assignments. In this example, this Knowledge item will be assigned to two members. Click on it and it will display who it's assigned to.

  30. If this Knowledge item needs to be released at a future date, you can select the desired date.

  31. Publication Date allows you to change the creation date of the document. For example, if you create a Knowledge document on 1 June 2024, but your original company policy was created on 18 Jan 2021, you can enter this date and it will be displayed as the date on which this document was published.

  32. To modify the Type of the Knowledge item, click Edit.

  33. To modify the Author of the Knowledge item, click Edit.

  34. To modify the Study Allowance or Deadline, click Edit.

    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.

  35. Periodic Review allows you to select how frequently to review an item. The default is set to Never, but you can select every year, every 2, 3, 5 or 10 years.

  36. Click Advanced Options for more options

  37. Visibility allows the Knowledge type to be visible to:
    - Private - Assigned Members
    - Organization - All Members
    - Public - Everyone Outside Organization

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

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

  40. 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.

  41. Click Preview

  42. You can edit the draft, if needed.

  43. You can also delete the draft, if it's not needed.

  44. You can check the Version History

  45. Print allows you to print the draft

  46. Click Direct Publish

  47. 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.

  48. You can attest that you have read and understood the content in the document so it doesn't get assigned to you for study since you are the Author of the document.

  49. Click Confirm Direct Publish. It will publish the document.

See also

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Edit a Knowledge Item

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Edit as New Draft

  6. Select the type of Update: Major, Minor or Editorial version. For more info on Update types, see TIPS & TRICKS: Updating a Knowledge Item.

  7. Create Draft

  8. Follow steps 9 - 49 in Create a Knowledge Item.

See also

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Duplicate a Knowledge Item

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Duplicate

  6. Modify the text and options as needed. See steps 9 - 44 in Create a Knowledge Item.

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Delete a Knowledge Item

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Delete

  6. Click OK

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Approve a Knowledge Item

Note:

  • If you receive an email to approve a Knowledge Item, click on the link and follow steps 6-12 below to approve.

  • To publish and approve, follow all the step below.

Publish & Approve

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click the desired Knowledge Item for approval

  5. Click Review for Approval

  6. To see or hide the proposed changes made in this version, you can click on the Highlight Changes checkbox.

  7. The changes will be highlighted with colours. The deleted content is highlighted with red and the new content is in green.

  8. If you want to send this Knowledge Item to another member for further approval, click Request Approval, then select the member.

  9. You can either send a message to the author of this draft and request changes to be made or you can revise the draft yourself and publish the Knowledge Item.

  10. If you are ready to publish it, click Approve.

  11. You can attest that you have read and understood the content in the document so it doesn't get assigned to you for study since you are the Approver of the document.

  12. You can add a comment. This is optional.

  13. Click Publish

  14. The approved Knowledge Item will be displayed on the sidebar for the member. To open the Knowledge Item, click on it.

  15. To remove it from the sidebar, click the green checkmark.

  16. If there are multiple approved Knowledge Items listed and you want to remove them from the sidebar, click Clear All.

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Review Rejected Draft

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click the rejected draft

  5. The reason for the rejection will be displayed

  6. Click Revise this Draft to edit the draft and then submit for approval again

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Enable Periodic Review on a single Knowledge Item

The Periodic Review feature allows you to review your company policies after a set period of time. The purpose of the review system is to be used for strict review requirements, such as SOC2 compliance.

  1. Click Edit as New Draft

  2. Select the type of update. Click Create Draft.

  3. Click Edit

  4. The default is set to Never, but you can select every year, every 2, 3, 5 or 10 years.

  5. In our example, we'll set it to Every Year.

  6. Review In allows you to select which month to review the item on. The default is the month the item is created on but you can select a different month.

  7. You can select a Reviewer. The default is the Author of the document.

  8. Click OK

  9. Click Preview

  10. Click Direct Publish
    ​NOTE: If you are not using an approval line, the button will be labeled Direct Publish. If you are using an approval line, it will be labeled Submit for Approval.

  11. If you select Reviewed, it means that the document will be marked as reviewed once it's published.

  12. If you select Later, it means that you want to review the document later. In our example, we selected Later.
    ​NOTE: Below Later, the Next Periodic Review is notifying us that we are overdue with our review by 3 days because the current month is February and we set January as the review month.

  13. Click Confirm Direct Publish
    ​NOTE: If you are not using an approval line, the button will be labeled Direct Publish. If you are using an approval line, it will be labeled Confirm Submit for Approval.

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Review a Knowledge Item

  1. Click Knowledge

  2. If you have more than one Organization, you can select the desired one.

  3. On the sidebard, the Periodic Review section will list all documents that are due or overdue for review. Those that are overdue will be colored in red and those that are due will be blue. Click the desired document.
    ​NOTE: One month before the document is due for a review, you will receive an email notification. If the document is not reviewed within that month, you will receive another email notification the following month that the document is overdue.

  4. The Review button will immediately take you down to the footer area where you can attest that the review is done. This is useful if you've already checked the document earlier and only need to attest.
    ​NOTE: If the Review button and Review panel at the footer are not visible, you don't have the necessary permissions to perform a review. Only the Authors or those with Knowledge Item Manage permission can do a review. For more info on Knowledge Item Manage permission, see step 7 in Knowledge item permissions.

  5. If you need to make corrections, click Make Revisions to edit the document.

  6. If everything looks OK, select I have reviewed this item for accuracy and found no errors or issues.

  7. Click Approve Without Changes

  8. You're done with reviewing the document. After this, the next review will be based on your set period. In our example, we set it to Every Year so it will occur after 12 months.

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Manual Study Assignments

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Study Assignments

  6. Select a member or multiple members

  7. Click Add

  8. Select a deadline from a calendar

    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.

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

  10. Click Submit
    ​NOTE: When the member completes the study assignment, an email notification will be sent to the person who assigned this item to the member.

  11. 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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Remove Manual Study Assignments

  1. Click on Knowledge

  2. If you have more than one Organization, you can select the desired one.

  3. Click on the desired Knowledge item

  4. Click Study Assignments

  5. Click X on the desired member
    ​NOTE: If the list is too long and doesn't display all members assigned with this item, continue with the next steps.

  6. Click Full Study Assignment Details

  7. Click Remove Manual Study Assignment button on the desired member. Click OK.

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Knowledge Item Study Assignment Progress (Personal)

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Click on the desired Knowledge item

  5. Click Study Assignments

  6. 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.

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

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

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

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

  11. 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 Personal (you can skip this step as it will only be seen by those with Knowledge assignments for team members permission)

  3. If you have more than one Organization, you can select the desired one.

  4. Type the name or part of the name of the Knowledge Item. Hit Enter.

  5. Find the desired Knowledge Item by using the filters

  6. Click the Knowledge item

  7. Click Study Assignments

  8. Click Full Study Assignment Details

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

  10. 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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Request a Restudy of a Knowledge Item

  1. Click on Knowledge

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

  3. If you have more than one Organization, you can select the desired one.

  4. Type the name or part of the name of the Knowledge Item. Hit Enter.

  5. Find the desired Knowledge Item by using the filters

  6. Click the Knowledge item

  7. Click Study Assignments

  8. Click Full Study Assignment Details

  9. Click Request to Study on the desired member. Select a deadline and click Submit.

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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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