Exploring Knowledge Management
Learn more about Knowledge Management with a sample workflow and review the benefits it can provide for different users in your organization.
Knowledge Management overview
Knowledge Management supports processes for creating, categorizing, reviewing, and approving articles. Users can search and browse articles as well as provide feedback.
To support multiple groups, knowledge bases can be assigned to individual managers. Separate workflows can be used for publishing and retiring articles, and separate access controls can be used to control reading and contributing.
Knowledge Management workflow
In this workflow:
- The knowledge user needs a new or updated knowledge article and requests it.
- The knowledge contributor creates or updates an article and then submits it for review.
- The knowledge manager reviews the article and either publishes it or sends it back to the knowledge contributor for revisions.
- The knowledge user reads and shares the article. In parallel, a knowledge manager continuously reviews articles to determine their relevancy.
- The knowledge manager marks articles that are no longer needed for retirement.
- A knowledge manager reviews and approves or rejects the article retirement.
Knowledge Management benefits
| Benefit | Feature | Users |
|---|---|---|
| Create a consistent structure for knowledge articles | Knowledge article templates | Knowledge manager |
| Create multiple knowledge bases for different groups within your organization | Knowledge bases | Knowledge administrator and manager |
| Create a category structure for each knowledge base with any number of levels | Knowledge article categories | Knowledge manager |
| Define permissions per knowledge base | User criteria, Scoped knowledge bases | Knowledge administrator and manager |
| Integrate with and search external knowledge sources | External content integration feature and Indexing and searching external content in AI Search | Administrator |
| Create knowledge articles using generative AI | Now Assist in Knowledge Management | Knowledge contributor |
| Import Word documents into knowledge articles and/or author knowledge in Word | Knowledge Management - Add-in for Microsoft Word, Word document importing | Knowledge contributor |
| Subscribe to relevant articles | Knowledge subscriptions | Knowledge user |
| Provide feedback and rate articles | Feedback and ratings | Knowledge user |
| Maintain a high quality of content and enable constant improvement | Article quality index (AQI) | Knowledge administrator (creates AQI), knowledge coach or domain expert (performs AQI reviews) |
| Identify knowledge gaps and improve the content of your knowledge base | Knowledge demand insights | Knowledge manager or domain expert |
| Determine the usage of knowledge content and confirm that the proper processes and procedures are being followed for content creation | Knowledge Management Platform Analytics Solutions | Knowledge manager |