Using collections to create internal knowledge bases

Overview

You can create collections can use collections as a way to create internal knowledge bases. Use the process below to create a knowledge base within your Content Library for internal users and hide it from the project recommendations.

Segment part of the Content 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.

Permissions

You must be an Admin with access to Organization Settings in order to create and edit collections

Select the applicable tab for your edition of Responsive.

• Creating internal knowledge bases

  1. Create a collection and add the internal use only content to it. See Creating and adding content to collections for more information.
  2. Do the following to help ensure the information in the collection stays internal use only and can't be sent to requesters. 
     • Filter the collection out of the project recommendations.
       Note: If a user removes the default filter in the project, the collection will become searchable.
       1. Go to Organization Settings > Response Projects >Preferences and turn on the Answer Library Search Criteria toggle.
       2. Click Configure, then select Exclude from the Collections drop-down list and select the collection you want to exclude.
       3. Click Submit.
     • Apply star ratings to the collection content.
       • Change the star rating of all contents in the collections to zero.
       • Q&A Pairs with a zero rating don't appear in the Recommendation Engine of the project; however, the content is still searchable in the Content Library for internal users.
     • Set up alert text to notify users that the content is for internal use only.
       
       • The use of the alert text also adds a warning sign:
         
       • Alert text can be applied to content in bulk using the Bulk Update feature in the menu.

• Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

  Creating internal knowledge bases

  1. Create a collection and add the internal use only content to it. See Creating and adding content to collections for more information.
  2. Do the following to help ensure the information in the collection stays internal use only and can't be sent to requesters. 
     • Filter the collection out of the project recommendations.
       Note: If a user removes the default filter in the project, the collection will become searchable.
       1. Go to Organization Settings > Response Projects >Preferences and turn on the Answer Library Search Criteria toggle.
       2. Click Configure, then select Exclude from the Collections drop-down list and select the collection you want to exclude.
       3. Click Submit.
     • Apply star ratings to the collection content.
       • Change the star rating of all contents in the collections to zero.
       • Q&A Pairs with a zero rating don't appear in the Recommendation Engine of the project; however, the content is still searchable in the Content Library for internal users.
     • Set up alert text to notify users that the content is for internal use only.
       
       • The use of the alert text also adds a warning sign:
         
       • Alert text can be applied to content in bulk using the Bulk Update feature in the menu.