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Add a knowledge base to a template

About knowledge bases

The knowledge base gives additional and continual value to workspaces created from a template. It can be used to spread information and document templates to workspaces, directly within Projectplace.

There are two different ways to include a knowledge base:

  • Build a knowledge base within the template using categories (folders) and documents. In the workspaces based on the template, the knowledge base is displayed as a special folder in the Documents tool. The content cannot be edited or changed by workspace members, but if needed the content can be copied into another folder and then edited.
  • Include a link to an external knowledge base. An external knowledge base can for example be an intranet page with methodology information or document templates to be used in workspaces. The knowledge base is displayed as a special folder in the Documents tool, containing only a link to the external knowledge base.

Add a knowledge base to the template

Any changes made to the Knowledge Base will be immediately reflected in all workspaces based on the template.

Only the administrators of the template can make changes to the knowledge base.

To add a knowledge base:

  1. Click on the tool selector Tool selector.png in the top navigation bar, and select Templates.
  2. Click on the template you want to add a knowledge base to, and then on Edit.
  3. Click on the tab Knowledge Base.
  4. Build up your knowledge base using categories (folders) and documents:
    • Add categories with the plus icon in the toolbar.
    • Click on a category name to enter it.
    • Add documents and links using New DocumentNew Link, or Upload Document icons in the toolbar.
  5. You can change name and add a description of the knowledge base in the section Knowledge base in the Administration tab of the template.
  6. The knowledge base will be included in all workspaces based on the account, as a special folder in the Documents tool.

When changing the knowledge base for a template that is already in use, it can be useful to hide categories temporary until you are done.

Include a link to an external knowledge base

To add an external knowledge base:

  1. Click on the tool selector Tool selector.png in the top navigation bar, and select Templates.
  2. Click on the template you want to add a knowledge base to, and then on Edit.
  3. Open the section Knowledge Base.
  4. Select the option External Link and paste the URL in the text field below.
  5. You can also change name and add a description of the knowledge base in the same section.
  6. Scroll down to the bottom of the page and click Save.
  7. The knowledge base will be included in all workspaces based on the account, as a special folder in the Documents tool that include a link to the specified URL.

Hide categories in the knowledge base

You can hide categories in the knowledge base so that they are not visible in workspaces created from the template. This is especially useful when you are updating or creating new information, but can also be used for information about the knowledge base that should not be displayed in the workspaces.

To hide a category:

  1. In the Knowledge base tab of a template, hover over a category name and click on the arrow that appears to the right of the category name.
  2. Select Properties.
  3. Select the option Hidden to hide a category, or deselect it to show a currently hidden category.
  4. Click OK. The changes will now immediately be reflected in the workspaces created from the template.

 


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