KnowledgeWise User Guide
  • Author:TechExcel co.Ltd
  • Date:
Table of Content
KnowledgeWise User Guide

KnowledgeWise empowers every employee of an organization to efficiently capture innovations and to manage documents, notes, emails, images, and any other digital assets with definable workflow, user interface, and other process automations.

KnowledgeWise enables organizations to apply today’s new and exciting Web 2.0 technology to their most important intellectual property management.

KnowledgeWise provides:

  • Enterprise Wiki in a powerful, yet fun to use , method for editing knowledge.
  • Wiki book support for creating user guides and online help directories
  • Image base support for standardizing image management
  • Multi- media support for video, audio, and slide presentation
  • Integration with TechExcel Community for publishing Wiki-based user guides and Online Help so your customers have the opportunity to vote and provide comments to foster overall improvement
 Chapter 1 Knowledge Management with KnowledgeWise
1.1 What is KnowledgeWise?


KnowledgeWise is the knowledge management tool within the DevSuite module. KnowledgeWise empowers every employee of an organization to efficiently capture innovations and to manage documents, notes, emails, images, and any other digital assets with definable workflow, user interface, and other process automations. Knowledge items are then shared with all resources involved in the execution of the project allowing for an uncompromised vision to direct the path of any development project.


KnowledgeWise also enables organizations to apply today’s new and exciting Web 2.0 technology to their most important intellectual property management.

 

KnowledgeWise provides:

  • Enterprise Wiki in a powerful, yet fun to use, method for editing knowledge.
  • Wiki book support for creating user guides and online help directories
  • Image base support for standardizing image management
  • Multi- media support for video, audio, and slide presentation
  • Integration with TechExcel Community for publishing Wiki-based user guides and Online Help so your customers have the opportunity to vote and provide comments to foster overall improvement

 

1.2 The Role of KnowledgeWise with/without DevSpec


KnowledgeWise is a knowlege management tool that enables corporations to efficiently manage their digital assets. Knowledge items can be documents, references, pictures, videoes or anything that is valuable to the corporation.  

KnowledgeWise without DevSpec turned on can also be served as a requirement/specification management tool. Documents on product requirements or specifications are stored in KnowledgeWise as knowledge items and can be linked to related development work items in DevTrack and DevTest.    

The role of KnowledgeWise changes when the DevSpec module is used. When DevSpec is enabled, requirements/specifications coming either internally or from customers are handled and refined in DevSpec.  By using the template tool in DevSpec, specification documents can be broken down into multiple small requirements and spec items and can be organized and managed in folders and levels. Once the specfication items are ready for implementation, they can be placed in the backlog, waiting to be scheduled by the product management team using DevPlan and to be worked on by the development team in DevTrack.

 

 

1.3 How to access KnowledgeWise?


KnowledgeWise is a core module within DevSuite and thus can be accessed through various ways:

  • KnowledgeWise appears as a view in each DevSuite component. For example, in DevTrack web client, KnowledgeWise can be accessed through the Knowledge View. Knowledge items stored in KnowledgeWise are managed centrally and can be shared and used within all the DevSuite modules.

 

  

 

 Chapter 2 KnowledgeWise Web Client Basics
2.1 Getting Started

 

Just like any other DevSuite components, KnowledgeWiseimplements project-level security by assigning a unique username, password, and account type to all project team members. Individual logins enable theKnowledgeWisewebsystem to identify, control, and track the changes that each user makes to project data. Passwords provide accountability for all transactions and other changes to project data and enable the organization to ensure that only authorized individuals may access and change project data. Every user is assigned an account type that defines the role and responsibilities of that user in theKnowledgeWiseproject.

 

2.1.1 Login

 

1. To login toKnowledgeWise web, select the icon from your DevSuite program folder.Or users can directly launch their preferred browser and type in the URL. The default URL to access KnowledgeWise web is:

 

http://{servername}/KnowledgeWiseWeb/Login.aspx

 





2.KnowledgeWise weblogin screen will be prompted. Enter aset of validusername and password. Click theLoginbutton.

 


Users who do not have a username and password can login with the built-in sample user that TechExcel offers:    

User Name: terry-j

Password: terry-j

 

 

Note:Additional control such asLanguagewould also be displayed in the login dialog box if themulti-languagefeature isturned on by the system administrator: 

 

Language:To choose the language used in the KnowledgeWise web, select an option from theLanguagedropdown list.  

  

 

2.1.2 Project Selection

If the user is a member of multipleKnowledgeWiseprojects,a list of projects that users are eligible to enter is then displayed in the web page.

 

Select aKnowledgeWiseproject from thelist and click theGo Tobuttonnext to the name of that project.The user is then brought to the selected KnowledgeWise project.  


Note:To bypass this project selection page, users can define the project they wish to auto login themselves to using theAuto login to the following project on logincheckbox. Select the check box and choose a project from the dropdown list. This setting can also be defined in thePreferencesTab in theSettingsView. 

 

 

 

2.1.3 Exiting KnowledgeWise Web Client

 

To exitKnowledgeWise web, selecttheLog outbutton on the top of the web page.

 

2.2 Understanding the KnowledgeWise Web user Interface

 

1. To login toKnowledgeWise web, select the icon from your DevSuite program folder.Or users can directly launch their preferred browser and type in the URL. The default URL to access KnowledgeWise web is:

 

http://{servername}/KnowledgeWiseWeb/Login.aspx

 





2.KnowledgeWise weblogin screen will be prompted. Enter aset of validusername and password. Click theLoginbutton.

 


Users who do not have a username and password can login with the built-in sample user that TechExcel offers:    

User Name: terry-j

Password: terry-j

 

 

Note:Additional control such asLanguagewould also be displayed in the login dialog box if themulti-languagefeature isturned on by the system administrator: 

 

Language:To choose the language used in the KnowledgeWise web, select an option from theLanguagedropdown list.  

  

 

2.2.1 Views

 

The KnowledgeWise web may display two views: the Knowledge view and the Requirement view.

 

Knowledge View:

The knowledge view is the primary view for creating, managing, and trackingknowledge itemsin the KnowledgeWise web. This is the most important view in the KnowledgeWise web client. 

To switch to the knowledge view, click on theKnowledgebutton  in the view bar.

Requirement View:

KnowledgeWise web allows users to get access to DevSpec data through the requirement view. The requirement view is the primary view for creating, managing, and trackingrequirements/specificationsin the KnowledgeWise web. 

To switch to the requirement view, click on theRequirementbutton in the view bar.


Note:Views are privilege controlled, so users may only see the knowledge View but not the requirement view. Contact your administrator if you wish to see the requirement view in KnowledgwWise web.


 

2.2.2 Bars


In both the knowledge view and the requirement view, two bars--the view bar and the search bar--are always presented, enabling the users to perform common tasks to the items in the view:  

 

View Bar: The view bar displays buttons that enable users to perform tasks such as switching between views.

 

Search Bar: The search bar displays buttons and controls that enable users to perform common tasks, such as changing the edit mode, filtering the items using search functions and creating a new work item. 

 

View  Bar Functions 

 

              The Home button navigates users back to the project selection page where they can choose the KnowledgeWise project they'd like to enter.     

 

   The Requirement button allows users to navigate to the requirement view where DevSpec data can be accessed. .

 

       The Knowledge button allows users to navigate to the knowledge view. .

 

  The Settings button navigates users to the user configuration page where they can manage user preferences

 

Search Bar Functions 

The search bar displays buttons and controls that enable users to perform common tasks to the work items in the view (knowledge view or requirement view) where users are currently situated. 

 

 

The Edit Mode buttons enable the user to switch between the Wiki View and the Task View. 

                    For more information on using these two views, please see

 

 The search box enables the user to search through the work items using any string. The Full Text check box gives the user the option to search just the title or the entire text.  

 

The Go button executes the command entered in the Keyword(s) search box. 

 

The Search button enables the user to define a query that filters the items displayed in the list pane based on issue property values.

 

The Clear button enables the user to cancel any queries or searches previously applied to the list pane. 

 

 The New button enables the user to quickly create a work item.  

 

 


2.2.3 Panes


 


Panes are important concepts in both the knowledge view and the requirement view. The workspace in both views is divided into two, or sometimes three, panes for efficient data management.

 

 

Tree Pane:The tree pane is a hierarchical structure composed of folders and sub-folders that organize work items into distinct areas of work.

 

Content Pane:The Content pane displays the contents of the selected item of the Tree Pane. If a higher level folder is selected, the content pane will show a similar result to the tree pane.

 

List Pane: The list pane shows high-level information for multiple work items in a tabular format of rows and columns.

 

Detail Pane:The detail pane displays detailed information for a single work item or work item folder in multiple tabs. Detail pane is only presented when users switch to the Task View mode.

Knowledge View using the Wiki view edit mode:

 

Knowledge View using the Task View:



Tree Pane

 

The tree pane is a hierarchical structure composed of folders and sub-folders that organizes work items into distinct areas of work. To perform actions to the folders, select a folder and right click to access the action menu. 

 

For more information about the tree pane, please see.

 

List Pane

 

The list pane enables the user to quickly view high-level information for multiple work items (knowledge items in the knowledge view and requirement/specification items in the requirement view) in a tabular list of rows and intersecting columns.

 

Using controls and buttons in the search bar, users may filter and sort records based on various work item property values. For more information about the list pane, please see

 .

 

Detail Pane

 

When users choose to work in KnowledgeWise using the task view, a third pane called detail pane will be available at the bottom of the page. The detail pane displays detailed information for a single work item or work item folder. The data displayed in the detail panel is view-specific: knowledge item data is displayed in the knowledge view, and requirement and specification data in the requirement view.

 

The List modeandFolder mode buttons embedded in the tree pane enable the user to switch the display of detailed information in the detail pane between a selected work item and a work item folder. When theList modebutton is clicked, the detail pane will display the detailed information about the highlighted work item in the list panel. And when the Folder mode button is clicked, the detail pane will display the detailed information for the highlighted work item folder in the tree pane.

 

 

 

Detail pane is composed of multiple tabs. For more information about the detail pane, please seeChapter 4: Working in the Task View   

 

2.3 Understanding the Two Edit Modes: Wiki Mode and Task Mode

If the user is a member of multipleKnowledgeWiseprojects,a list of projects that users are eligible to enter is then displayed in the web page.

 

Select aKnowledgeWiseproject from thelist and click theGo Tobuttonnext to the name of that project.The user is then brought to the selected KnowledgeWise project.  


Note:To bypass this project selection page, users can define the project they wish to auto login themselves to using theAuto login to the following project on logincheckbox. Select the check box and choose a project from the dropdown list. This setting can also be defined in thePreferencesTab in theSettingsView. 

 

 

 

2.3.1 Working in the Wiki Mode


 

Wiki Modeis the default working mode upon login. It consists of a knowledge folder tree pane on the left. The right pane displays the knowledge item list (in a tabular manner) for the highlighted knowledge folder. It also displays other details of the highlighted knowledge folder, such asDescription,SectionsandComments.

 

 

Users can easily create new knowledge folders and sub-folders by right-clicking on a knowledge folder as shown below:

 

 

It allows users to perform other operations on knowledge folders, such asDelete Folder,Edit Folder,Edit Order, etc. These operations are controlled based on user privileges. These operations will be elaborated inChapter-3: Working in the Wiki Mode.

 

In the right pane of theWiki Mode, thePropertylink (as shown below) allows users to view various properties of the highlighted knowledge folder. Users with sufficient privileges may be able to edit these properties, such as FolderNameandDescription,Folder Access Control,Applicable ProductandApplicable Owner. Each one of these properties will be elaborated inChapter-3: Working in the Wiki Mode.

 

 

 

TheActionsbutton (as shown below) allows users to work on knowledge items that belong to the highlighted knowledge folder. Each one of these actions will be elaborated inChapter-3: Working in the Wiki Mode.

 

 

The button (as shown below) allows users to hide the folder tree view and utilize more space for working on knowledge items and knowledge folder properties.

 

 

 

 

 

 

The button (as shown below) allows users to show previously hidden folder tree.

 

 

 

2.3.2 Working in the Task Mode

 

When working in the task mode, users work on a web page divided into three panes:

 

-        TheFolder Treepane on the top-left

-        TheList Viewpane on the top-right

-        TheDetail Viewpane at the bottom

 

 

TheFolder Treepane displays the knowledge folder tree and theList Viewpane lists the knowledge items for the highlighted folder. These two panes are exactly the same as described in the previous sectionWorking in the Wiki Mode.

 

By default, theDetailpane provides complete details about the highlighted knowledge item. This pane can also provide complete details about the highlighted knowledge folder. To display the properties of the knowledge folders in theDetailpane, click theFolder Modebutton in theFolder Treepane.

 

 

To display the properties of the knowledge items in theDetailpane, click theList Modebutton in theFolder Treepane.

2.3.3 Wiki Mode Versus Task Mode


KnowledgeWise users can be divided into two broad categories:

 

  1. Users who merely create, modify and re-organize knowledge items and folders.
    Working in the Wiki mode will be ideal for this type of users due to its simple and intuitive layout.
     
  2. Users who are responsible for maintaining the integrity of the knowledge items and folders.These users have the ability to control certain processes within the lifecycle of a knowledge item. These users can control who is allowed what permissions for the items under the knowledge folders.

    Working in the Task mode will be ideal for this type of users who perform more advanced operations on knowledge items and folders. They can easily view and edit the property details of any knowledge item or folder in theDetail Viewpane.

 

 

 

 

2.4 KnowledgeWise Personalization

 

To exitKnowledgeWise web, selecttheLog outbutton on the top of the web page.

 

2.4.1 Default project on login

 

 Users have the option to bypass the project selection page after login, and be automatically logged in to a specific project.

 

1. Click thePreferencestab in the settings menu.

 

2. Check theAuto login to the following project on logincheckbox.

 

3. Select a KnowledgeWise project from the dropdown list.

 

4. Click theSavebutton to commit the change.

 

 

2.4.2 List View Customization

 

Users can set how they view the list panel: adding, removing, and ordering visible property fields; and setting the number of items that are displayed per page.

 

2.4.2.1 Adding and removing fields

 

1. Click theList Viewbutton in the settings menu. All changes made under theKnowledgeorRequirementsection are unique to that particular view.

 

2. If applicable, select a project from the dropdown list. All changes that are saved while a particular project is select are unique to that project.

 

3. Toadda field, highlight a field name from theAvailablelist, and then click the right arrow button to move it to theIssue List View Columnslist.

 

4. Toremovea field, highlight a field name from theIssue List View Columnslist, and then click the left arrow button to move it back to theAvailablelist.

 

5. Todefinethe field order, highlight a field name from theIssue List View Columnlist, and use theUpandDownbuttons to set the field’s position.

 

6. Click theSubmitbutton to commit the changes, or click theResetbutton to restore the project’s default settings, as defined by the project administrator.

 

 

 

2.4.2.2 Number of items in list

 

1. Click theKnowledgeViewtab in the settings menu. All changes made under theKnowledgeorRequirementsection are unique to that particular view.

 

2. If applicable, select a project from the dropdown list. All changes that are saved while a particular project is select are unique to that project.

 

3. Enter a number between 1 and 500 in theNumber of Issues Per Issue List Pagefield. The list panel will not show more than 500 items in order to preserve optimal performance.

 

4. Click theSubmitbutton to commit the changes, or click theResetbutton to restore the project’s default settings, as defined by the project administrator.

 

2.4.3 History Section Customization

 

Users can add and remove sections to theHistorytab in the detail panel of the task view. The five available sections are:

  • Summary
  • Owner and State Change History
  • Tracking History
  • Change Log
  • All Links

1. Click theHistorybutton in the settings menu. All changes made under theKnowledgeorRequirementsection are unique to that particular view.

 

2. If applicable, select a project from the dropdown list. All changes that are saved while a particular project is select are unique to that project.

 

3. To add a section, highlight a section name from theAvailable history sectionslist, and then click the right arrow button to move it to theHistory section displayedlist.

 

4. To remove a section, highlight a field name from theHistory section displayedlist, and then click the left arrow button to move it back to theAvailable history sectionslist.

 

5. To define the section order, highlight a field name from theHistory section displayedlist, and use theUpandDownbuttons to set the section’s position.

 

6. Click the Savebutton to commit the changes, or click theResetbutton to restore the project’s default settings, as defined by the project administrator.

 

 

Note: If no section is added to theHistory section displayedlist, the list will revert to the last time saved.

 

 

2.4.4 Date/Time Customization

 

Users can add and remove sections to theHistorytab in the detail panel of the task view. The five available sections are:

  • Summary
  • Owner and State Change History
  • Tracking History
  • Change Log
  • All Links

1. Click theHistorybutton in the settings menu. All changes made under theKnowledgeorRequirementsection are unique to that particular view.

 

2. If applicable, select a project from the dropdown list. All changes that are saved while a particular project is select are unique to that project.

 

3. To add a section, highlight a section name from theAvailable history sectionslist, and then click the right arrow button to move it to theHistory section displayedlist.

 

4. To remove a section, highlight a field name from theHistory section displayedlist, and then click the left arrow button to move it back to theAvailable history sectionslist.

 

5. To define the section order, highlight a field name from theHistory section displayedlist, and use theUpandDownbuttons to set the section’s position.

 

6. Click the Savebutton to commit the changes, or click theResetbutton to restore the project’s default settings, as defined by the project administrator.

 

 

Note: If no section is added to theHistory section displayedlist, the list will revert to the last time saved.

 

 

 Chapter 3 Working in the Wiki View
3.1 Managing KnowledgeFolders

All items inWiki Vieware organized via folder tree. Each folder can have several knowledge items and can have multiple sub-folders underneath. Each sub-folder can have several knowledge items and can have multiple sub-folders underneath. This can repeat based on hierarchical requirements of knowledge management structure.

 

There are 3 different types of folders in the tree view:

  1. Regular Knowledge or Wiki folder
  2. Wiki Book folder
  3. ImageBase folder

 


Wiki Book and ImageBase folders are special type of Knowledge folders and will be discussed later in this chapter.

 

3.1.1 Operations on Knowledge Folders

Users can perform variety of operations on knowledge folders by right-clicking on the desired folder. Each operation available in knowledge tree is described below.

 

 

 

3.1.1.1 New Child

Use this operation to create a new sub-folder underneath the highlighted knowledge folder.

 

3.1.1.2 New Sibling above

Use this operation to create a new sibling folder at the same hierarchical level as the highlighted knowledge folder. The newly created folder will appear prior to the current folder.

 

3.1.1.3 New Sibling below

Use this operation to create a new sibling folder at the same hierarchical level as the highlighted knowledge folder. The newly created folder will appear after the current folder.

 

3.1.1.4 Delete Folder

Use this operation to delete the highlighted knowledge folder.

3.1.1.5 Edit Folder

Use this operation to edit or modify the properties of the highlighted knowledge folder.

 

3.1.1.6 Move Folder

To Move a folder to another folder or area, simply click and drag a folder to another location. A popup dialog will appear prompting you to select what time of folder the newly moved folder shall become:

 

 

 

3.1.1.7 Edit Order

 

Use this operation to edit the folder order within a parent folder. To change the folder order right-click the parent folder and selectEdit Order. In the pop-up window, change the order by selecting a folder and clicking eitherUporDownbuttons.

 

 

 

 

 

 

 

 

 

3.1.1.8 Show and Hide Templates

Use this operation to show the template folder and its sub folders. This operation can be performed by right-clicking on any folder in the folder Tree.

 

A Template folder is displayed with icon in the folder tree. To hide the template folder and its sub folders, use Hide Template operation as shown below.

           

 

Details on Template folder will be discussed in section3.3 Template Folder



 

3.1.1.9 Setup and View Wiki Book

 

Use theSetup Wiki Bookoperation to convert a knowledge folder intoWiki Book. Details on setting up Wiki book will be discussed in section3.4 Wiki Book Folder.

 

 

A Wiki Book folder is displayed with icon in the folder tree. All Wiki Book folders get an additional operation calledView Wiki Bookto get a preview of the actual Wiki Book.

 

3.1.1.10 Refresh Tree

To view most updated folder tree with latest additions, deletions or updates, use theRefresh Treeoperation.

 

 

3.2 Knowledge Folder Properties

Users can perform variety of operations on knowledge folders by right-clicking on the desired folder. Each operation available in knowledge tree is described below.

 

 

 

 Chapter 4 Working in the Task View
4.1 Knowledge Management in DevSpec

 

In the knowledge view users can organize knowledge gathered from a wide variety of sources. Knowledge may include enhancement requests from customers, feature requests from product marketing, design improvements from the development team, or even new product ideas from any employee within the company. This collection of knowledge/ideas is the genesis of the final delivered product.

 

In DevSpec, knowledge items may be entered in different forms: e.g. documents, images, HTML links, and other digital assets. Some knowledge items will be discarded, many will be consolidated and improved, and others will be accepted as is. Knowledge items are completely tracked through workflow.

 

Knowledge is not unique just to the current DevSpec project. Multiple DevSpec projects can be managed under a parent KnowledgeWise project. Thus, users may see the same knowledge folders and items when viewing different projects.

4.2 Knowledge Folder Tree

 

In DevSpec, all knowledge items are well organized via the knowledge folder tree. Users can create knowledge categories and sub-categories in the knowledge folder tree panel (top left).

 

 

Creating a New Folder

 

To create a new folder in the knowledge folder tree, right-click on an existing folder, where the new folder is to be created, and selectNew Folder.

 

 

  • SelectNew child folderto create a subfolder underneath the current folder.
  • SelectNew sibling folder aboveto create a folder in the same level but above the current folder.
  • SelectNew sibling folder belowto create a folder in the same level but below the current folder.

* Please see theFolder Propertiessection for more information on defining folder properties.

 

Editing a Folder

 

To edit the properties of an existing folder in the knowledge folder tree, right-click on an existing folder, and selectProperties.

 

 

* Please see theFolder Propertiessection for more information on defining folder properties.

 

Copying/Moving Folders

 

Users can create an identical set of folders and its knowledge items to another folder from the current selected folder.

 

1. Right-click on a folder and selectCopy.

2. Right-click on a destination folder and selectPaste.

 

Users can also choose to move a folder and its contents to a different directory.

 

1. Right-click on a folder and selectCut.

2. Right-click on a destination folder and selectPaste.

 

 

Deleting a Folder

 

For a folder to be deleted, it must be empty (i.e. not containing any knowledge items), and must not be currently used by a project. To delete a folder in the knowledge folder tree, right-click on an existing folder, and selectDelete.

 

4.2.1 Knowledge Folder Properties

 

To access folder properties, right-click on the folder and selectProperties.

 

 

Folder Description

 

This section allows users to accurately describe the details of a folder.

 

1. Provide an accurate folder name so that work items can be easily filtered.

2. Provide a folder status to indicate whether or not this folder should still be in use.

3. Provide an importance value.

4. Provide a description.

 

*Administrators can add custom fields and pages to track additional details.

 

 

Access Control

 

This section allows users with sufficient privileges to secure the contents within a knowledge folder and the folder itself.

 

Users can select 1 out of 3 different folder access types. All folder access types are split into two panes. This allows the manager to view the permissions defined by the administrator for folders and knowledge items within the folders.

 

Public Folder:

A set of account types defined in the Admin.

    • No Access: users will not be able to see existing folder/knowledge items

    • Read-Only: users cannot update existing folder/ knowledge items

    • Can Edit: users can only update existing folder/ knowledge items

    • Can Create and Edit: users can submit new folder/ knowledge items

    • Can Delete, Create and Edit: users can submit new folder/ knowledge items as well as delete existing items

Private Folder:

A second set of privileges defined in the Admin.

    • No Access: users will not be able to see existing folder/ knowledge items

    • Read-Only : users cannot update existing folder/ knowledge items

    • Can Edit : users can only update existing folder/ knowledge items

    • Can Create and Edit : users can submit new folder/ knowledge items

    • Can Delete, Create and Edit: users can submit new folder/ knowledge items as well as delete existing items

Secured Folder:

This folder access type is used if the public/private folder access types are not sufficient. Administrators can define different sets of custom access levels for account types and team groups that can be applied to any folder. This is beneficial if privileges may need to be changed later.

 

To view privileges for each access type, clickview access type.

 

In addition, individual users can also be added as an exception to the account type and team group privileges defined in the access level:

1.     To add a user, clickAdd User, select the user(s), and give applicable privileges.

2.     To remove user(s) from the access level, clickRemove User.

 

*Check offsame as parentto inherit the access control from the parent folder

 

 

Applicable Owner

 

This section allows managers to define account types, groups and individuals that can own a knowledge item in the folder. Users that do not belong in the account types or groups defined here cannot be selected as a knowledge item owner, even though the workflow permits them.

 

SelectAll Applicableto quickly allow all DevSpec users to be able to own knowledge items if the workflow permits them.

 

SelectDefine Applicableto define specific account types, groups and users to be able to own knowledge items if the workflow permits them.

 

*Check offsame as parentto inherit the access control from the parent folder

 

 

Applicable Product

 

Knowledge items can be defined by the product/version property-a subset of products, versions, and builds applicable to a knowledge item. In this section, users can set the default value of the product/version property for any item created in the current knowledge item folder. Setting this folder property on an existing folder will not change the product/version property values of any existing knowledge items.

 

SelectAny Product/Versionto quickly select all products, versions, and builds as the default value of the product/version property for new knowledge items created in the current folder.

 

SelectDefine Applicableto define specific products, versions, and builds as the default value of the product/version property for new knowledge items created in the current folder.

 

* Check offsame as parentto inherit the access control from the parent folder

 

 

Folder Order

 

This section allows managers to be able to sort the subfolders underneath the selected folder.

 

Click the up button to move a subfolder higher in the tree.

Click the down button to move a subfolder lower in the tree.

 

4.3 Knowledge Items

 

To access folder properties, right-click on the folder and selectProperties.

 

 

Folder Description

 

This section allows users to accurately describe the details of a folder.

 

1. Provide an accurate folder name so that work items can be easily filtered.

2. Provide a folder status to indicate whether or not this folder should still be in use.

3. Provide an importance value.

4. Provide a description.

 

*Administrators can add custom fields and pages to track additional details.

 

 

Access Control

 

This section allows users with sufficient privileges to secure the contents within a knowledge folder and the folder itself.

 

Users can select 1 out of 3 different folder access types. All folder access types are split into two panes. This allows the manager to view the permissions defined by the administrator for folders and knowledge items within the folders.

 

Public Folder:

A set of account types defined in the Admin.

    • No Access: users will not be able to see existing folder/knowledge items

    • Read-Only: users cannot update existing folder/ knowledge items

    • Can Edit: users can only update existing folder/ knowledge items

    • Can Create and Edit: users can submit new folder/ knowledge items

    • Can Delete, Create and Edit: users can submit new folder/ knowledge items as well as delete existing items

Private Folder:

A second set of privileges defined in the Admin.

    • No Access: users will not be able to see existing folder/ knowledge items

    • Read-Only : users cannot update existing folder/ knowledge items

    • Can Edit : users can only update existing folder/ knowledge items

    • Can Create and Edit : users can submit new folder/ knowledge items

    • Can Delete, Create and Edit: users can submit new folder/ knowledge items as well as delete existing items

Secured Folder:

This folder access type is used if the public/private folder access types are not sufficient. Administrators can define different sets of custom access levels for account types and team groups that can be applied to any folder. This is beneficial if privileges may need to be changed later.

 

To view privileges for each access type, clickview access type.

 

In addition, individual users can also be added as an exception to the account type and team group privileges defined in the access level:

1.     To add a user, clickAdd User, select the user(s), and give applicable privileges.

2.     To remove user(s) from the access level, clickRemove User.

 

*Check offsame as parentto inherit the access control from the parent folder

 

 

Applicable Owner

 

This section allows managers to define account types, groups and individuals that can own a knowledge item in the folder. Users that do not belong in the account types or groups defined here cannot be selected as a knowledge item owner, even though the workflow permits them.

 

SelectAll Applicableto quickly allow all DevSpec users to be able to own knowledge items if the workflow permits them.

 

SelectDefine Applicableto define specific account types, groups and users to be able to own knowledge items if the workflow permits them.

 

*Check offsame as parentto inherit the access control from the parent folder

 

 

Applicable Product

 

Knowledge items can be defined by the product/version property-a subset of products, versions, and builds applicable to a knowledge item. In this section, users can set the default value of the product/version property for any item created in the current knowledge item folder. Setting this folder property on an existing folder will not change the product/version property values of any existing knowledge items.

 

SelectAny Product/Versionto quickly select all products, versions, and builds as the default value of the product/version property for new knowledge items created in the current folder.

 

SelectDefine Applicableto define specific products, versions, and builds as the default value of the product/version property for new knowledge items created in the current folder.

 

* Check offsame as parentto inherit the access control from the parent folder

 

 

Folder Order

 

This section allows managers to be able to sort the subfolders underneath the selected folder.

 

Click the up button to move a subfolder higher in the tree.

Click the down button to move a subfolder lower in the tree.

 

4.3.1 Submitting a New Knowledge Item

 

To submit a new knowledge item:

 

1. Open the submission dialog by one of the following commands:

 

  • Click on theSubmit new Knowledgebutton in the tool bar

 

 

  • Right-click in the list panel and selectNew...

 

 

  • SelectFile>Submit New...in the menu bar


 

  • Press Ctrl + N

* To auto-populate the value of the folder field in the submission dialog, click on a folder in the knowledge item folder tree prior to performing any of the above actions.

 

2. Optional: Select a knowledge item template. For more information, please see the section,Creating a Template, later in this section.

 

3. In the submission dialog, define the knowledge item properties. For more detailed information on knowledge item properties, please see the section,Knowledge Properties, later in this chapter.

 

4.To close the dialog upon submission, check theClose submission dialog after a Knowledge is submittedcheckbox. To keep the dialog open to submit another new knowledge item, leave the box unchecked.

 

5. Click theOKbutton.

4.3.2 Forwarding a Knowledge Item

 

Forwarding is primarily done to change the owner of a knowledge item, but can also be used to change the state of the knowledge item, as well. To forward a knowledge item:

 

1. Open the forward dialog by one of the follow commands:

 

  • Highlight a knowledge item in the list panel and press theForward Knowledgebutton in the tool bar

 

 

  • Right-click a knowledge item in the list panel and clickForward...

 

 

  • Highlight a knowledge item in the list panel and from the menu bar, selectFile>Forward...

 

 

  • Highlight a knowledge item in the list panel and press Ctrl + F
  • Highlight a knowledge item in the list panel and go to theKnowledge Descriptiontab in the detail panel (no window opens, but rather the knowledge item is forwarded directly from the detail panel)

 

 

2. In the forward dialog, define the new knowledge item owner, to whom the knowledge item will be forwarded.

 

3. Make any other necessary changes to the knowledge item properties. For more detailed information on knowledge item properties, please see the section,Knowledge Properties, later in this chapter.

 

4. Click theOKbutton to forward the knowledge item to the next owner and/or next state.

4.3.3 Editing a Knowledge Item

 

To edit a knowledge item:

 

1. Open the edit dialog by one of the following commands:

 

  • Highlight a knowledge item in the list panel and press theEdit Knowledgebutton in the tool bar

 

 

  • Right-click a knowledge item in the list panel and clickEdit...

 

 

  • Highlight a knowledge item in the list panel and click theKnowledgeDescriptiontab in the detail panel (no window opens, but rather the knowledge item is forwarded directly from the detail panel)

 

 

2. Make the desired changes to the knowledge item properties. For more detailed information on knowledge item properties, please see the section,Knowledge Properties, later in this chapter.

 

3. Click theOKbutton to save the knowledge item changes.

4.3.4 Deleting a Knowledge Item

 

Warning: Deleting a knowledge item is a non-reversible action!

 

To delete a knowledge item:

 

1. Do one of the following delete commands:

 

  • Right-click on a knowledge item in the list view and clickDelete...

 

 

  • Highlight a knowledge item in the list view and from the menu bar, selectFile>Delete…

 

 

2. In the confirmation dialog, click theOKbutton.

4.3.5 Knowledge Properties

 

This section covers the different properties that can be defined when creating, forwarding, or editing a knowledge item. More properties than those just mentioned here may be used to define knowledge items, when set up by the DevSpec administrator.

 

 

Title

Title of the knowledge item. Cannot be left blank, and must be unique.

 

Status

Status of the knowledge item represents the current workflow state.

 

Owner

Owner of the knowledge item.

 

Description

Description of the knowledge item.

 

File Attachment

The original knowledge file can be attached to a knowledge item, and then later downloaded by other users. For more detailed information on managing file attachments, please see section 5,Knowledge Item Attachments, later in this chapter.

 

Folder

Folder of the knowledge item folder tree, under which the knowledge item will be saved.

4.3.6 Creating a Knowledge Template

 

A template is a predefined collection of definitions that may be used to submit a new knowledge item, quickly and easily. To create a new template:

 

1. Right-click in the folder tree panel and clickView Template.

 

 

2. Click on the newly appearedTemplate Root.

 

 

3. Create a new knowledge item template just as if an actual knowledge item were being created (please see the previous section,Submitting a New Knowledge Item). A template is not actually a knowledge item, although it may appear so in the list panel.

4.4 Linking Knowledge Items

 

In DevSpec, just as with specifications, knowledge items are completely tracked through a workflow, which defines how knowledge items are created, managed, and tracked.

 

An administrator-defined workflow determines the sequence of workflow states-how and when a knowledge item may pass from one workflow state to the next. Each state is also privileged controlled-who may submit, forward, edit, or delete a knowledge item at each stage of its lifecycle.

 

The follow diagram is a possible workflow. A knowledge item workflow is typically simpler than a specification workflow. After a new knowledge item is created, it will start in theDraftstate. Then it will move on to theIn Designstate (via theNeed Designtransition), and finally to theFinalizedstate (via theFinalizedtransition).

 

4.5 Knowledge Item Attachments

 

To submit a new knowledge item:

 

1. Open the submission dialog by one of the following commands:

 

  • Click on theSubmit new Knowledgebutton in the tool bar

 

 

  • Right-click in the list panel and selectNew...

 

 

  • SelectFile>Submit New...in the menu bar


 

  • Press Ctrl + N

* To auto-populate the value of the folder field in the submission dialog, click on a folder in the knowledge item folder tree prior to performing any of the above actions.

 

2. Optional: Select a knowledge item template. For more information, please see the section,Creating a Template, later in this section.

 

3. In the submission dialog, define the knowledge item properties. For more detailed information on knowledge item properties, please see the section,Knowledge Properties, later in this chapter.

 

4.To close the dialog upon submission, check theClose submission dialog after a Knowledge is submittedcheckbox. To keep the dialog open to submit another new knowledge item, leave the box unchecked.

 

5. Click theOKbutton.

4.5.1 Attaching a File

 

To attach a file to a knowledge item, in theFile Attachmentsection, click theSelectbutton. In the newly openedChoose Attachment Typedialog, the user can then choose a file from three possible sources:

 

 

Attaching a file from a template:

 

Users can attach a file from a knowledge item template. Since the file only needs to be duplicated within the document server, no upload time is needed, and the file is quickly attached. Select theAttach a file from a templateradio button, and click theOKbutton to open theTemplate Selectiondialog. Choose a template with an attachment, and click theOKbutton.

 

 

In the newly openedAttach Filedialog, define the file name in theSaved asfield, and click theOKbutton. A copy will be saved to the document server.

 

 

Attaching a new file:

 

Users can attach a file from their local computer. Select theAttach a new fileradio button, and click theOKbutton to open theOpendialog. Navigate to find the file on the local computer, and click theOpenbutton.

 

 

In the newly openedAttach Filedialog, define the file name in theSaved asfield, and click theOKbutton. A copy will be saved to the document server.

 

 

Attaching an HTML path:

 

Users can save a URL to link to a file on a different server, such as a local-area network or the internet. The file itself is not saved on the DevSpec document server, rather the URL serves as a reference to the file. Select theAttach an HTML pathradio button, enter the URL, andclick theOKbutton.

 

 

4.5.2 Downloading and Opening a File

 

Once a file has been attached to a knowledge item, it can be downloaded to and/or opened on the user’s local machine. To download and/or open an attached file:

 

1. In theFile Attachmentsection, click theOpenbutton.

 

 

2. TheOpen Filedialog opens.

 

 

  • ThePathcontrol displays where the file will be saved on the user’s local machine. Click theSave Asbutton to choose a new directory and/or file name. To define a default path, please see chapter 2, section 3,User Preferences.
  • Check theGet a copy of this document from document servercheckbox to download the file from the document server. After the first time a file has been downloaded, unless this checkbox is checked, the file on the local computer will be opened.
  • Check theOpen this file nowto open the file after the download is complete.

3. Click theOpenbutton to download and/or open the file, OR click theOpen with...button to choose a program, with which the file will be opened.

 

4. Press F5 to update the file information in theFile Attachmentsection.

 

 

The file attachment information in the screenshot above states that the current user has downloaded the first version of their local copy, and is modifying it (i.e. the file is opened on the current user’s computer).

4.5.3 Checking Out and Locking a File

 

After a user downloads a file, they may wish to make some changes and then update the attachment with their modified file. A user making any changes to a file can “check out” and “lock” a file from being modified by other users. This prevents other users’ changes in the meanwhile from being overridden.

 

To check out and lock a file simply denotes which user has the control to modify the server file (other users can still download the latest file in the meanwhile). Unless given the required privileges, users cannot check out a file until it has been unlocked by the user who originally checked it out.

 

* Checking out and locking are events that always happen together (i.e. when a user checks out a file, it is automatically locked as well, and vise versa).

 

 

The above screenshot is an example when a file is checked out. The file was originally attached by James Robinson, and is currently checked out by Terry Johnson.

 

To check out a file:

 

1. In theFile Attachmentsection, click theCheck Outbutton, OR theLockbutton.

 

 

2. A new dialog opens (similar to the dialog when downloading and/or opening a file).

 

 

  • TheLock this filecheckbox must be checked. If not, the file will not be checked out and locked, rather only downloaded.
  • Click theHistorybutton for more information on the file’s modification history.
  • Check theGet a copy of this document from document servercheckbox to download the file from the document server. After the first time a file has been downloaded, unless this checkbox is checked, the file on the local computer will be opened.
  • Check theOpen this file nowto open the file after the download is complete.

3. Click theOpenbutton to download and/or open the file, OR click theOpen with...button to choose a program, with which the file will be opened. The file will be checked out and locked.

 

4. Press F5 to update the file information in theFile Attachmentsection.

 

 

Note: The user, to whom the file is checked out, is different from the owner of the corresponding knowledge item.

4.5.4 Checking In and Unlocking a File

 

After a user downloads a file, they may wish to make some changes and then update the attachment with their modified file. A user making any changes to a file can “check out” and “lock” a file from being modified by other users. This prevents other users’ changes in the meanwhile from being overridden.

 

To check out and lock a file simply denotes which user has the control to modify the server file (other users can still download the latest file in the meanwhile). Unless given the required privileges, users cannot check out a file until it has been unlocked by the user who originally checked it out.

 

* Checking out and locking are events that always happen together (i.e. when a user checks out a file, it is automatically locked as well, and vise versa).

 

 

The above screenshot is an example when a file is checked out. The file was originally attached by James Robinson, and is currently checked out by Terry Johnson.

 

To check out a file:

 

1. In theFile Attachmentsection, click theCheck Outbutton, OR theLockbutton.

 

 

2. A new dialog opens (similar to the dialog when downloading and/or opening a file).

 

 

  • TheLock this filecheckbox must be checked. If not, the file will not be checked out and locked, rather only downloaded.
  • Click theHistorybutton for more information on the file’s modification history.
  • Check theGet a copy of this document from document servercheckbox to download the file from the document server. After the first time a file has been downloaded, unless this checkbox is checked, the file on the local computer will be opened.
  • Check theOpen this file nowto open the file after the download is complete.

3. Click theOpenbutton to download and/or open the file, OR click theOpen with...button to choose a program, with which the file will be opened. The file will be checked out and locked.

 

4. Press F5 to update the file information in theFile Attachmentsection.

 

 

Note: The user, to whom the file is checked out, is different from the owner of the corresponding knowledge item.

 Chapter 5 Searches and Queries
5.1 Quick Filters

 

In KnowledgeWise web, the user can apply filters and queries on knowledge items. To work effectively, and to minimize the time needed to review large numbers of records, project members must be able to quickly identify relevant work items based on key indicators, such as item owner or status.

 

 

 

 

5.1.1 Filtering Using the Folder Tree

 

Using the folder tree as a filter, the user may view subsets of knowledge items in the list pane. Only the work items contained in the selected work item folder are displayed in the list pane.

 

Select a folder in the folder tree to filter the work items displayed in the list pane. In the following example, notice the checkbox indicating whether or not to “Show items of the child folders”. In the first picture it is unchecked and in the next it is checked. Obviously there are a far greater number of files/notes in the latter. This makes for a quick and easy, albeit not entirely effective way of searching. However, if you include the keyword search and combine it with showing the contents of the child folders, you’ll have a powerful searching mechanism.

 

 

 


In the first picture it is unchecked and in the next it is checked. Obviously there are a far greater number of files/notes in the latter. This makes for a quick and easy, albeit not entirely effective way of searching. However, if you include the keyword search and combine it with showing the contents of the child folders, you’ll have a powerful searching mechanism.

 

 

 

 

 

 

5.1.2 Quick Keyword(s) Search

KnowledgeWise users can take advantage of the keyword search feature available in the search bar to quickly filter knowledge items.

To search for knowledge items that include certain strings in the knowledge title, enter the texts in the Keyword(s) box and then click theGObutton. The searching result will be displayed in the list pane.

 

Note: To search through all the knowledge folders, make sure that in the folder tree pane the Knowledge Root is selected. Selecting a folder that has a lower level would result in a limited searching scope.

 

5.1.3 Sorting

 

The results of a filter are displayed in the list panel. To find all relevant information quickly, knowledge items may be sorted by its properties. Depending on the data type, this will sort a particular property alphabetically or numerically.

 

To sort by a work item property, click on its title in the header section. A red arrow would be displayed next to the property that is being used for sorting.

 

 

The first time a property is sorted, the data is displayed in ascending order (A to Z). If clicked a second time, the data will be displayed in descending order (Z to A). An arrow will arrear next to the title of the property that is being sorted. This denotes ascending or descending order:

 

   Ascending order

   Descending order

 

The user may customize which work item properties are displayed in the list panel and how many work items are displayed per page. For more information, see chapter 2,KnowledgeWise web client basics.

 

Note: Text fields, such as item description, are not sortable.

 

5.2 Defining Search

 

Using the folder tree as a filter, the user may view subsets of knowledge items in the list pane. Only the work items contained in the selected work item folder are displayed in the list pane.

 

Select a folder in the folder tree to filter the work items displayed in the list pane. In the following example, notice the checkbox indicating whether or not to “Show items of the child folders”. In the first picture it is unchecked and in the next it is checked. Obviously there are a far greater number of files/notes in the latter. This makes for a quick and easy, albeit not entirely effective way of searching. However, if you include the keyword search and combine it with showing the contents of the child folders, you’ll have a powerful searching mechanism.

 

 

 


In the first picture it is unchecked and in the next it is checked. Obviously there are a far greater number of files/notes in the latter. This makes for a quick and easy, albeit not entirely effective way of searching. However, if you include the keyword search and combine it with showing the contents of the child folders, you’ll have a powerful searching mechanism.

 

 

 

 

 

 

5.2.1 Search by Keyword

 

In KnowledgeWise, a keyword is a term (word, phrase, or alphanumeric string) that is used as a search condition in a query. The KnowledgeWise search engine searches for instances of a keyword in a record set and returns those records in which the keyword is found.

 

Using the search feature, the user may search for knowledge items based on the text strings found in text fields. These text fields include title, description, and other text/memo fields. 

 

To search using keywords: 

  1. Launch the search dialog in KnowledgeWise web.
  2. Go to the General Properties tab.Look for the Keyword search section.
  3. Enter one or more keywords in the keyword text box. The search engine can search for keywords in the description control, and other text/memo fields as well. By default the keyword search is executed against the title field of an item.

 

 

  1. Check the Include Description checkbox to search for a keyword in the description field of an item.
  2. Check the Include All Other Text/Memo Fields checkbox to search for a keyword in any text/memo field
5.2.2 Search by Dates

In the General Properties tab in the search dialog, KnowledgeWise users are able to perform static date range search on the three system date fields: The Date Created, Date Assigned and Date Modified fields.  

A static date-time condition returns all items that fall within a fixed time period. Static date-time search conditions are defined by a fixed starting date and fixed ending date.

 

 

To define static system date field search on the General Properties tab:

 

  1. Launch the search dialog in KnowledgeWise web.
  2. Go to the General Properties tab.
  3. In the Dates section, enter a From date and a To date for one of the system date fields.The data selection control will appear once the edit box is clicked.  
  4. Click the Search button.

 

 

In the above example,the search result would include all knowledge items that were created between Nov. 1, 2009 and Nov. 10, 2009. 

 

5.2.3 Search by Owner and Status

 

KnowledgeWise users can search through existing knowledge items by knowledge owner and item status. Using the search dialog, users can select more than one owner and/or status to filter knowledge items.

 

To define owner and status search condition:

  • Launch the search dialog in KnowledgeWise.
  • Go to the Owner & Status tab (2nd tab).
  • First define the search condition.
    --The Include option returns only those records that contain the selected field values in the search field.
    --The Exclude option returns only those records that do not contain the selected field values in the search field.
  • Select one or more owners and/or workflow states.

 

 

  1. Click the Search button.

The knowledge items that meet the searching criteria would then be returned in the issue list pane.

 

5.2.4 Search by Product/Version

 

KnowledgeWise users can search for knowledge items related to a set of products and product versions. The product/version tree structure is defined by the DevSuite administrator, and is available for users to link knowledge items to applicable products and versions.

 

 

To define product/version search conditions:

 

  1. Launch the search dialog in KnowledgeWise.
  2. Go to the Product/Version tab.
  3. Select a specific version under a product folder to find all related knowledge items; OR select the checkbox next to a product name to find knowledge items for all versions of the selected product. 

 

 

  1. Click the Search button.

For example, if V65 is selected in the search window above, the resulting list will return all the knowledge items that are associated with BrowserWare Version 6.5.

 

5.2.5 Search by Event

 

This search allows users to search for knowledge items that have associated events. Users may define search conditions based on event templates and event workflow states.

 

To define event search conditions:

 

  1. Launch the search dialog in knowledgeWise.
  2. Go to the Event tab.
  3. Define the search options: 
    --The Include option returns only those records that contain the selected field values in the search field.
    --The Exclude option returns only those records that do not contain the selected field values in the search field.
  4. Select one or more event templates and/or event workflow states.
  5. Click the Search button. The knowledge items having the selected event templates or event workflow states would be returned in the resulting list.  

 

 

5.2.6 Search by Field

 

KnowedgeWise administrators may define a variety of field types to track and manage knowledge items.These field types typically include:

  • Dropdown lists
  • Combo boxes
  • Date-time fields
  • Single line edit boxes
  • Multiple line edit boxes
  • Multiple selection list boxes
  • Checkboxes 

Searching by fields allows users to search for items with a specific value in these admin-defined fields.

 

Searching knowledge items by field values is done in the Others tab in the search window.

 

5.2.6.1 Dropdown Field Search

 

To define dropdown field search conditions:

 

  1. Launch the search dialog in KnowledgeWise web.
  2. Go to the Others tab.
  3. Highlight a field name of the dropdown list, multiple selection, or combo box type, and select its values on the right column.

 

 

  1. Click the Search button.

In the above example, the search result would include all knowledge items where the Product field value is either DevTrack or DevTest.

 

Note:In the Others tab, all fields on which a search condition has been defined is indicated by an asterisk (*) after the field name.

 

5.2.6.2 Edit Box/Text Field Search

 

To define edit box/test field search conditions:

 

  1. Launch the search dialog in KnowledgeWise web.
  2. Select the Others tab.
  3. Highlight a field of the edit box type.
  4. Enter a text to find all items where this text is found in the edit box field.
  5. To find all items where the edit box field is empty (no text), check the box Is empty (Null).

 

 

  1. Click the Search button.

In the above example, the search result would include all knowledge itesm where the Next Step field contains the string, “proofread”. If we wanted to search for all specifications where the Comments field is blank/null, we would check the Is empty (Null) checkbox.

 

Note:In the Others tab, the fields on which a search condition has been defined is indicated by an asterisk (*) after the field name.

 

5.2.6.3 Date-Time Field Search

 

A date-time search enables the user to search for items based on the date and time that those items were submitted, assigned, last edited, or any other custom defined date-time field.

 

Static Date-Time Search

 

A static date-time condition returns all items that fall within a fixed time period. Static date-time search conditions are defined by a fixed starting date and fixed ending date.

 

 

To define Static Date Time field search condition:

  1. Launch the search dialog in KnowledgeWise web.
  2. Go to the Others tab.
  3. Highlight a field of the date-time type.
  4. Enter a From date and a To date. The data selection control will appear once the edit box is clicked. 

 

 

  1. Click the Search button.

In the above example, the search result would include all knowledge items that were created between June 1, 2009 and Sep. 1, 2009.

 

Note:In the Others tab, the fields on which a search condition has been defined is indicated by an asterisk (*) after the field name.

 

 

Dynamic Date Time Search

 

A dynamic date-time condition returns all items that fall within a dynamically defined time period, a range relative to the current date.

 

 

To define dynamic date-time field search conditions:

  1. Launch the search dialog in KnowledgeWise web.
  2. Go to the Others tab.
  3. Highlight a field of the date-time type.
  4. Select the Dynamic Time radio button.
  5. First define the relative date. select theCurrent dateradio button if today is the pivot/starting point. Otherwise, select thedays beforeordays afterradio button. Then enter a positive numeric value to set the pivot/starting point.

 

 

  1. Then specify the search day range. Enter the number of days in theIn dayssection. This number could be before or after the relative date (or pivot/starting point) defined in the previous step.

In the above example, the search result would include all knowledge items that were created 30 days prior to yesterday. In this case, yesterday is defined by setting the relative date to be one day before the current date. Therefore, if the current day is May 5, 2009, the search will find all knowledge items created between April 4, 2009 and May 4, 2009.

 

Note:In the Others tab, the fields on which a search condition has been defined is indicated by an asterisk (*) after the field name.

 

5.2.6.4 Search by ID

 

Search conditions may also be used to retrieve items by their system-defined ID numbers. Each item in KnowledgeWise is assigned a unique sequential ID number when submitted.

 

Using basic punctuation marks (commas, hyphens, and asterisks) as logical operators, project members may define complex queries to locate multiple knowledge items based on a range of work item ID numbers.

 

 

 

The above example will result in a list of knowledge items with IDs ranging from 100 to 110.

 

Note:In the Others tab, the fields on which a search condition has been defined is indicated by an asterisk (*) after the field name.

 

5.3 Using Queries

KnowledgeWise users can take advantage of the keyword search feature available in the search bar to quickly filter knowledge items.

To search for knowledge items that include certain strings in the knowledge title, enter the texts in the Keyword(s) box and then click theGObutton. The searching result will be displayed in the list pane.

 

Note: To search through all the knowledge folders, make sure that in the folder tree pane the Knowledge Root is selected. Selecting a folder that has a lower level would result in a limited searching scope.

 

5.3.1 Query Types

 

Queries are also distinguished from searches in that queries are defined by its type. A query type defines query access rights; that is, who may access and use the queries saved in a project. KnowledgeWise supports two types of queries:

 

Private Query:A private query is only available to the user who created it.

 

Public Query:Public queries are available to all other KnowledgeWise users. To create a public query, a project team member must belong to an account type that has been granted the Can Define Public Query privilege by a KnowledgeWise administrator.

  

5.3.2 Defining and Saving Queries

 

To create a query:

 

  1. Click the search button in the search bar
  2. Define search conditions across one or more tabs in the Search dialog.
  3. Click the Save button at the bottom of the Search dialog.
  4. The Save dialog box appears.

     
  5. Define a name for your query in the Save As text field.
  6. Select an option from the Type drop-down list.

    • To make the query available to all users, select the Public option.
    • To create a query that is only available to yourself, select the Private option.

Note: Only the users who have been granted the Can Define Public Query privilege by the DevSpec administrator will be able to save a query as Public.

      7.Click the OK button to save the query.
     8.All saved queries can be loaded for later use.

 

 

 

5.3.3 Loading Queries

 

To load a saved query:

 

  1. Launch the search dialog in KnowledgeWise web.
  2. Click the Load button. The Load dialog appears.

 

 

 

 

  1. Select a query in the Query Name list.
  2. Click the Load button (in the Load dialog).
  3. Click the Search button (in the Search dialog).
5.3.4 Editing/Renaming Queries

 

To edit/rename a saved query:

 

  1. Launch the search dialog in KnowledgeWise web.
  2. Click the Load button. The Load dialog appears.

 

 

 

  1. Select a query in the Query Name list.
  2. Click the Rename button.
  3. Edit or rename the query.
  4. Click the OK button.
  5. Click the Cancel button (in the Load dialog).
  6. Click the Close button (in the Search dialog).

Note: Users may only rename public queries if they have been granted the Can Define Public Query privilege by the DevSpec administrator.

 

5.3.5 Deleting Queries

 

Project members may delete private and public queries. Project members may only delete public queries if they have been granted the Can Define Public Query privilege by a project administrator.

 

To delete a saved query:

 

  1. Launch the search dialog in KnowledgeWise web.
  2. Click the Load button. The Load dialog appears.
  3. Select a query in the Query Name list.
  4. Click the Delete button.
  5. Click the Cancel button (in the Load dialog).
  6. Click the Close button (in the Search dialog).

Note: Users may delete public queries only if they have been granted the Can Define Public Query privilege by the KnowledgeWise administrator.

 

5.3.6 Adding More Search Conditions to Queries

 

Project members may delete private and public queries. Project members may only delete public queries if they have been granted the Can Define Public Query privilege by a project administrator.

 

To delete a saved query:

 

  1. Launch the search dialog in KnowledgeWise web.
  2. Click the Load button. The Load dialog appears.
  3. Select a query in the Query Name list.
  4. Click the Delete button.
  5. Click the Cancel button (in the Load dialog).
  6. Click the Close button (in the Search dialog).

Note: Users may delete public queries only if they have been granted the Can Define Public Query privilege by the KnowledgeWise administrator.

 

 Chapter 6 KnowledgeWise Advanced Features
6.1 Understanding Wiki books

 

In KnowledgeWise web, knowledge items can be easily organized, shared and passed around outside of KnowledgeWise application using the built-in Wiki book feature.

 

A wiki book contains a list of selected knowledge items in the customized order. Knowledge items under the same parent folder can be used to create Wiki books. With a unique book identifier assigned to each Wiki book, Wiki books can be accessed as long as internet access is available. Users can also convert the Wiki books to PDF files or print out the Wiki books for offline viewing.

Folders that are used to generate Wiki books are represented as books in the folder tree pane:  

 

       

6.1.1 Setting up Wiki books

 

 

A wiki book contains selected knowledge items in the same parent folder in a customized order. Publishing a wiki book is easy. Following steps show you how to setup a Wiki book:

 

1. Right click on a folder that contains knowledge items wishing to be published in the folder tree pane. Select the ‘Setup Wiki Book…’ menu.

 

 

2. Define the book name and the book identifier.

  • The wiki book name is by default the folder name. Changes can be made to the book name if needed. In the example shown below, this book is called ‘DevSpec User Guide.’
  • The book identifier is a string of text used to form the web link to the wiki book. Therefore, every book identifier needs to be unique.  In the example shown below, the book identifier is DevSpecUserGuide30, which later generates the wiki book linkhttp://help.techexcel.com/knowledgewise/WikiBookView.aspx?WikiBook=DevSpecUserGuide30

 

3. Select knowledge items applicable to the wiki book. There are two options available:

·       Any Folder and Item:Selecting theAny Folder and Itemradio button would include all the knowledge items within the parent folder.

·       Selected Folder and Item: Selecting theSelected Folder and Itemradio button would include only the knowledge items that are selected in the dialog.


 

 

 

 

4. Organize the order of the selected knowledge items. Knowledge items can be published in a customized order. To move a knowledge item, click on the target item (so that it becomes bold) and use either the Up or the Down button to arrange the order.

 

        

 

5.  Generate the table of content of the wiki book based on the new knowledge item order. To do so, click on the Generate Table of Content button. TOC will then be displayed.

 

 

6. Related wiki books can be added as references if needed. To add related wiki books, switch to the third tab-Related wiki Books. Use the Add… button on the right side to include related wiki books. Select the related wiki book from the wiki book list and click the OK button. Use the Up and Down button to reposition the wiki book order. Use the Remove button to get rid of unwanted wiki books.  

 

 

7. Click the OK button on the upper right side to finish the setup. A wiki book is successfully created. The web link to a wiki book would be using the structure below:

 

   http://{server_name}/knowledgewiseweb/WikiBookView.aspx?WikiBook={book_identifier}

 

 

6.1.2 Accessing Wiki books

 

Once a wiki book is set up in KnowledgeWise, users can view the wiki book by right clicking on the wiki book folder and selecting the ‘View Wiki Book…’ menu.

 

 

The wiki book will be opened in another browser window.

 

 

The URL of the wiki book (in our example it ishttp://help.techexcel.com/knowledgewise/WikiBookView.aspx?WikiBook=DevSpecUserGuide30 )can also be passed around. This allows knowledge items to be shared with non-KnowledgeWise users in a convenient and organized way.

 

 

6.1.3 Viewing Wiki Books

A wiki book window is divided into two panes: the navigation pane and the main content pane.

The navigation pane includes two sections. In the 'Select Related Wiki books' section, related wiki books are listed for quick access and reference. In the 'Table of Content' section, a quick overview on the structure of the wiki book is presented. Every knowledge item that contains sections and subsetions can be expanded.

The main content pane located on the right side displays the content of the knowledge item selected/highlighted in the Table of Content section. 

Use the Table of Content tree to navigate through the wiki book.       

6.1.4 Wiki books for offline viewing

A wiki book window is divided into two panes: the navigation pane and the main content pane.

The navigation pane includes two sections. In the 'Select Related Wiki books' section, related wiki books are listed for quick access and reference. In the 'Table of Content' section, a quick overview on the structure of the wiki book is presented. Every knowledge item that contains sections and subsetions can be expanded.

The main content pane located on the right side displays the content of the knowledge item selected/highlighted in the Table of Content section. 

Use the Table of Content tree to navigate through the wiki book.       

 Chapter 7 Specification Management in KnowledgeWise Web
 Chapter 8 KnowledgeWise and DevSuite Integration