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Before reading this article, please read our article about our knowledge abstractions.
A use case admin can manage exisiting knowledge sources and assets as well create new ones via the admin panel.
Where to find this functionality:
  • Go to the admin panel and select Use Cases in the lefthand menu. Find your use case and click configure. You will find yourself in the use case settings.
  • You can configure your knowledge sources via Data Integration and your assets via Knowledge Organization.
If you want to create new sources and make them available to your use cases, you need to follow four steps:
  1. Create a new source and add knowledge to it,
  2. Synchronize the knowledge,
  3. Assign the knowledge source to an asset, and
  4. Request the needed permissions.
In the following, the four steps are described in detail.

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(1) Manage Existing Knowledge Source or Create a New One

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Manage Exisiting Sources and Their Scope

  • Select Data Integration in the use case settings.
  • In this screen, all the existing sources with data syncs will be displayed.
  • You can either enlarge or reduce the scope the scope of a source or synchronize data using the exisiting scope. Simply click on a source to do this. Find more information on data synchronizations here.

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Create A New Source

Press Synchronize new data to create a new knowledge source with a data sync.
Select your data system and add all required information:

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Preparation

  • Connect your SharePoint at the highest site level (yourcompany.sharepoint.com/site/siteName) with an SPN you will receive from your company. Your IT or internal contact person probably will be able to help you with that. This allows the Genow platform to access your SharePoint Site.
  • When setting up the SharePoint connector or creating sources, you will need the full site link on the highest level.
  • Syncing new or updated documents is possible in the admin panel or via scheduled syncs.

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Create a New SharePoint Source:

  1. The name of your sync, which will also be the name of the knowledge source.
Naming convention: To ensure your IT team can easily comprehend how the source will be utilized in your specific use case and identify the individuals who require permission, it’s crucial to provide clear naming for your knowledge source: [UseCaseName]-[UserGroup]-[DataSystemName]-[Knowledge]. Example: compliance-endusersgermany-sharepoint-regulations
  1. Service Connection: Select your service connection. If nothing is displayed, contact your IT department. The service connection refers to the SPN connected to your SharePoint site.
  2. SharePoint Link: We will use the relevant part of your url and cut off the rest. Minimum amount of information: yourcompanyname.sharepoint.com/sites/SiteName
Go to the next screen with “Continue” to select the scope of the data synchronisation.

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(2) Synchronize Your Data

You can now synchronize your data. Find our article here. Synchronizing your data is done in two steps:
  • Select your scope via the folder selection (SharePoint) or JQL statement (Jira).
  • You can trigger a synchronization by pressing the Save&Sync button in the content selection screen of a knowledge source. Pressing Save will complete the creation of the knowledge source without synchronization.
Syncs cause costs (as of January 2026: $10 per 1000 pages) and can change the use case database. Extreme caution is required in this area. Unintentionally selecting the wrong folders or areas can result in incalculable costs and incorrectly change the use case database.
Only supported file formats can be synced. Find our documentation about data maintenance, supported file formats and limitations here.
Data is synchronised incrementally. This means that only new or changed data will be synchronised.

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(3) Add a Source to a Asset to Make It Available to Your Use Case

In general, knowledge assets group knowledge sources in larger knowledge packages and make them available to users.
After creating the source, you need to assign it to an asset. Otherwise, the information stored in the source cannot be retrieved in the use case! For this, go back to the use case settings and select Knowledge Organization. ou can then either create new assets and assign your knowledge sources to them or manage existing ones.
If you want to create a new knowledge asset follow these three steps:
  1. First, click on create new knowledge asset.
  2. Enter a name for your knowledge asset - the name will be visible to the end users of the use case.
  3. Enter a description for your knowledge asset.
You can select sources to be grouped in existing or new assets.
  • Select whether the asset should be preselected by default when opening the use case.
  • Connect your knowledge sources (“data sources”) - you can select multiple ones.

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(4) Request the Needed Permissions to Use the Knowledge Source in Your Use Case

Permission roles, which hold a specific set of permissions for a knowledge source, are assigned to a permission group from your company’s IAM system. Contact your IT department to assign new permissions to groups or add new users to existing ones. One role is needed per user group.
1

Export Required Permission

We distinguish between two scenarious:1. All users (or a specific user group) should be able to access all the knowledge sources assigned to the use case:
  • In this case, you can use our standard roles which hold the permission for all sources.
  • The needed role permission can be exported from the use case overview screen in the admin panel.
  • Notation: useCase.[UseCaseID].User
2. A user group should only have access to a specific set of knowledge sources:
  • Please reach out to Genow for help to create the specific role.
2

Contact Your It Department to Have the Permission Created.

Your IT will need the information about which users / user groups will need the permission. Provide them with a list of users or, if you already know about a group where all your users are already managed, provide the name of this group.
Provide your IT departman / internal contact person with:
  • Permission
  • List of users (names, emails, permission group per user (i.e. admin, end-user, …)). We would suggest using a table for this.