Overview
Admin users with access to Organization Settings and with the ability to create Collections can use Collections as a way to create Internal knowledge bases.
Segment part of the Library content to keep some information separate from the content used to respond to RFPs. This segmented content can be used as a reference for internal users, but not sent to clients.
This is not a typical use case for Collections, but they can be used this way as needed.
Use the process below to create a knowledge base within your Library for your internal users and hide it from the Recommendations of a project.
Select the applicable tab for your edition of Responsive.
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1. Create the Collection
Create an Internal Knowledge Collection and then add the internal use only content to the Collection. Click here to learn how to Create a Collection.
2. Filter the Collection out of Project Recommendations
If you do not want this information to be sent to a requester, and only be used for internal purposes, you must have this collection filtered out of Recommendations provided in projects. You need Organization Settings access to complete this task.
- Go to Organization Settings > Project >Preferences and click Edit next to Answer Library Search Criteria.
- Turn on the Answer Library Search Criteria toggle.
- Choose Exclude from the drop-down list and enter the collection you wish to exclude, then click Submit.
This will filter out the selected collection and this data will not be displayed in the Project side. If a user removes the default filter in the Project, the Collection will then be searchable.
3. Star Rating
To ensure that your Internal Knowledge Base does not appear in the Recommendations, you can mark the star rating of all contents as 0. Any Q&A pairs with a 0 Star Rating will not appear in the Recommendation Engine in the Project. This content, however, will still be searchable in the Answer Library for your internal users to utilize.
4. Alert Text
To ensure that your Internal Knowledge Base is clearly identified, the Alert Text feature can be used to notify users (state This Q&A Pair is for internal use only, for example). The use of the Alert Text also adds a warning sign (see below).
Alert Text can be applied to the content in bulk using the Bulk Update feature in the Menu.
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Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.
1. Create the Collection
Create an Internal Knowledge Collection, then add the internal use only content to the Collection. Click here to learn how to Create a Collection.
2. Star Rating
To ensure that your Internal Knowledge Base does not appear in the Recommendations, you can mark the star rating of all contents as 0. Any Q&A pairs with a 0 Star Rating will not appear in the Recommendation Engine in the Project. This content, however, will still be searchable in the Answer Library for your internal users to utilize.
3. Alert Text
To ensure that your Internal Knowledge Base is clearly identified, the Alert Text feature can be used to notify users (state This Q&A Pair is for internal use only, for example). The use of the Alert Text also adds a warning sign (see below).
Alert Text can be applied to content in bulk using the Bulk Update feature in the Menu.