Creating Folder

folders are places used in the application for storing and organizing files citsmart citsmart knowledge bases are built using directory structures in the directories are applied the permissions of reading or reading and saving, the possible actions in the knowledge management process must also be defined review, approve, publish and archive/unarchive in addition, it is possible to pre configure the notifications that will occur in the several actions of the knowledge management process folder permissions are applied from two perspectives access profile ; and user group by using permission by accessing the profile you can control the profiles that can be read and written in the folder by using the group approach, in addition to the standard permission (read and write), you can set notification preferences for different knowledge statuses before getting started to have access to the folders, it is necessary to use a form of permission (profile or group), so, before anything else, you must configure the access profiles or create the groups (see creating access profile , see creating a group ) in addition, if you plan to create notification preferences you will need to define the e mail id that will be used when sending messages therefore, you must create/configure e mail templates and then set the parameters (see configure e mail template , see configure parameterization knowledge ) procedure access the functionality through the menu processes > knowledge management > folder ; click on " new "; complete the fields available; field description example name inform the folder name service desk top folder if you want to create a related folder select a top folder root folder notify author whether the author will be notified throughout the document's lifecycle yes/no access profile select the profiles that will have permission to read or read and write to the folder manager (reading/writing) group select the groups that will have access to reading or reading and writing to the folder and assign notification preferences knowledge managers ( reading/writing publishing, approving, and deleting) 🖊 note permission/notification by group permission permission as we saw earlier, there are two types of permission in the group option read or read/write these two permissions are used to control the type of action within a folder reading it is possible to view the knowledge registered and its content reading/writing in addition to being able to see the document and its information, it is possible to perform several actions to the knowledge management publish, approve, review, archive/unarchive and/or delete notification notification the notification option allows group members to receive e mail messages informing them about knowledge that has changed their status notify when there is a change in the knowledge status in the drawing, in review, revised, in evaluation, evaluated, in publication, published, and/or archived 4\ click on " save " 💡 t ip the settings for using notifications will only work when you define the stakeholders in a knowledge the folder settings are just a preparation (pre configuration) for use in the knowledge management phases, that is, when you start creating new knowledge or when you perform an action on an existing knowledge is, in fact, when you can use the preferences set in the folders or set new preferences these preferences are defined in the " stakeholders stakeholders " tab of each knowledge for more information access the creating knowledge documentation