From Tech Solutions Documentation

KnowledgeTree is document management made simple - easily share, track, secure, and manage the documents and records your organization depends on.

Contents 1 Features in Brief 1.1 Video 2 Getting Started 2.1 Dashboard 2.1.1 Configuring Dashboard 2.2 Browse Documents 2.2.1 Folders 2.2.1.1 To add a new folder 2.2.1.2 Bulk Upload/Download Folders 2.2.1.3 Some Other Actions 2.2.2 Documents 2.2.2.1 Checking in a Document 2.2.2.2 Checking out a Document 2.2.2.3 Downloading Documents 2.2.2.4 Add Document Details 2.3 Search

Features in Brief

KnowledgeTree provides:

• A central document repository with audited document content version control
• Powerful document metadata management and versioning
• Sophisticated document authoring management and workflows
• Full-text indexing technology allowing search within document contents
• Powerful security group and role-based security model and integration with enterprise

directory servers

Video

Access Knowledge Tree Video here.

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Getting Started

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Dashboard

The KnowledgeTree Dashboard is the 'Home Page' of your document management system.

Configuring Dashboard

This procedure configures your view of KnowledgeTree's interface dashboard by moving, hiding, or minimizing dashlets.

Do you want to ...

• Move a dashlet to another location on the page? Left click on the dashlet; then,hold down the mouse button while dragging the dashlet. Release the mouse button when the dashlet is positioned as required.
• Temporarily remove the dashlet from the dashboard? Click the dashlet's Close button.
• Minimize the dashlet to hide the dashlet informational text? Click the dashlet's minimize button.

Browse Documents

Browse Documents provides access to the folder structure, where you can work with documents and folders in the Web interface of the repository, and browse repository content.

1. When you log in to KnowledgeTree's web interface; you will find Browse Documents next to the Dashboard link, click on it to enter the folder structure.
   
2. By default, when opening Browse Documents, the repository content opens in folder view, starting with the root folder, and Display Details is the default view.
3. To drill down further into the folder structure, click on a folder to view it's contents; then,drill down further as required until you reach the folder you require - alternatively, use

Search to locate the folder.

Folders

All the folders in the repository are listed. On the left sidebar, you will find:

• Details about the Folder
• Actions that can be performed on the folder

Some of the actions that can be performed on the folders are:

To add a new folder

• Locate the relevant folder where you wish to add a new folder - search, or enter Browse Documents to browse folder structure to the relevant folder.
• In the Actions on this folder menu click Add a Folder.
• Define a name for the new folder in the Folder name field; then, click Add Folder.

Note: Only users with the 'Add Folder' permission on a parent folder may add folders to the that parent folder in the repository.

Bulk Upload/Download Folders

Bulk Upload This procedure uploads multiple documents in a zipped folder, from your local computer to the KnowledgeTree repository.

1. Once you are in the Browse Documents tab in the Knowledge Tree interface, locate the destination folder where you want to upload bulk content.
2. In the Actions on this folder menu, click Bulk Upload.
3. Specify the path to the ZIP file in the Archive file field; or, click the adjacent Browse

button to navigate to the ZIP file.

1. Select a predefined document type from the Document Type pick list.
2. Complete the information fields for this document type.
3. When you're done, click Upload.

Note:

• Files should be placed in a zipped archive at the source location prior to attempting bulk

upload in KnowledgeTree. Bulk uploaded files retain the directory structure defined in the zip archive.

• Ensure that you use a supported compression format for bulk uploads to KnowledgeTree:

Tgz, Tar, Zip, Deb, Ar

Bulk Download This feature allows you to download the entire contents of a folder stored in the repository to a zipped file, which you can save to your computer for local viewing.

1. Once you are in the Browse Documents tab in the Knowledge Tree interface, search or browse to locate the folder where you want to download bulk content.
2. Click Bulk Download in the Actions on this folder menu.
3. A system dialog displays where you can choose to open the zipped file, or to save it to

your computer. Once you have made your selection, click OK.

Note: You must have appropriate permissions on the folder for this action to display as an allowable action in the Actions on this folder menu.

Some Other Actions

You can add documents or new folders within the folder, set permissions or rename the folder.

Documents

All the documents in the repository are listed. On the left sidebar, you will find:

Details about the document

Actions that can be performed on the document

Checking in a Document

This procedure checks in a document that was previously checked out of the repository. Any document that is checked out of the repository is unavailable for other users to edit, move, delete, or archive. Checking in a document increments the document version number - by 1.0 if this is a major update; or, by 0.1 if this is not a major update. Perform the following steps:

1. Log in to KnowledgeTree's web interface; then, open the document's Document Details page.
2. In the Document actions menu, click Check in.
3. Specify the path to the document location in the File field; or, click Browse to locate the document.
4. Is this a ...
   • major update? Select the Major Update check box.
   • minor update? Leave the Major Update check box deselected.
5. Type a brief comment in the Reason field to explain the changes made to this document.
6. Do you want to ensure that the document is checked back in to the repository using only the original file name?
   • Yes. Select the Force Original Filename check box.
   • No. Leave the Force Original Filename check box deselected.
7. Click Checkin to upload the document.

Checking out a Document

This procedure checks a document out for editing on your local computer. The system locks the version in the repository while it's checked out. Other users may download the document to view it, but they cannot change it while it is in checked out status. An administrator can override the checked out status of a document by cancelling the check out. In this case, the user who performed the check out will need to check the document out again to redo the changes and then check the document back in to update the version in the DMS. The Dashboard displays a list of documents that you have checked out when you log on. This reminds you to check in documents where you may have forgotten to do so.

Downloading Documents

This procedure downloads a copy of a document from the repository to your local computer. Downloading a document allows you to view the document, and to save a copy of the document locally without checking the document out of the repository. Any changes you make to the locally saved document are not saved to the version in the repository. To update a document stored in the repository, you need to check out the document, make your changes, and then check the document back in to the repository. Perform the following steps:

1. Log in to KnowledgeTree's web interface; then, open the document's Document Details page.
2. In the Document info menu (located on the top left of the page), click

Download.

Add Document Details

This procedure edits a currently selected document's document type and associated metadata, and edits the document's generic metadata. Note: Some metadata is associated with specific document types, but KnowledgeTree also allows the existence of generic metadata, which is information that you may want to specify for all document types - e.g. document title, create date, author, etc. depending on your organization. Perform the following steps:

1. Log in to KnowledgeTree's web interface; then, open the document's Document Details page.
2. In the Document actions menu, click Edit Metadata to open the Edit Metadata page.

Note: This page displays metadata fields that are associated with the document's current document type, and metadata that applies to all document types in the system.

1. Do you want to...
   • Change the document type? Click the document type link to open the Change Document Type page. Select a document type from the New Document Type pick list; then, click Update Document. You will need to update the metadata associated with the new document type. Update the document metadata, now including metadata specific to this document type.
   • Edit existing metadata? View existing metadata values on the page, and make the changes in the various fields as required.
2. When you're done, click Update Document.

Search

This procedure searches the KnowledgeTree repository, returns results based on predefined search criteria and user-selected search methods, displays your last search results, creates new saved searches, and displays existing saved searches.

Perform the following steps:

1. Log in to KnowledgeTree's web interface; then, locate the Search portlet at the top right of the page, beneath the navigation bar.
2. Note:
   • Search results exclude words less than 4 characters, e.g. 'the', 'for'
   • Displayed results are permission-based - you need at least the 'read' permission on returned items
   • The Search function relies on data extracted during indexing
3. Do you want to ...
   • view the results of a recent search? Click the down arrow adjacent to the search button to open the drop down menu; then, select Previous Search Results. The results of the last search you ran displays on the page.
   • run a quick search on content and metadata? Enter simple search criteria in the search field;then, click search. The results of your search displays on the page. Note: The default quick search is on 'content and metadata'.
   • run a quick search on metadata only? Enter simple search criteria in the search field. Click the down arrow adjacent to the search button to open the drop down menu; then, select Quick Search Options - metadata. Click search. The results of your search displays on the page.
   • set up an advanced search? Click the down arrow adjacent to the search button to open the drop down menu; then, select Advanced Search. On the Advanced Search page you can define one or more sets of criteria for your search. When you're done, click Search. The results of your search displays on the page.
   • create a complex search expression? Click the down arrow adjacent to the search button to open the drop down menu; then, select Advanced Search. On the Advanced Search page, click Search Criteria Editor to open the Search Criteria Editor, where you can set up a search using KnowledgeTree's search grammar. For more information on setting up complex searches, see the KnowledgeTree Wiki.
   • save a search? Having run a search - quick, advanced, or complex - on the search results page, define a name for the search in the section headed 'You can save this search'; then, click Save.
   • run a saved search? Click Browse Documents to enter the folder structure. Scroll down to the bottom of the page to the Search menu. Saved searches are listed on the menu. Click on a saved search to run the search. The results of your search displays on the page.
   • manage your existing saved searches? Click Browse Documents to enter the folder structure. Scroll down to the bottom of the page to the Search menu.Saved searches are listed on the menu. Click Manage Saved Search to open the Manage Saved Search Criteria page. On this page you can: create a new advanced or complex search; edit your saved search (using the Search Criteria Editor), delete your saved search, share your saved search with others (if this option is enabled), and run a saved search to view results.