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Your use case will be created by system admins of your company’s Genow platform. This article describes all the needed information and steps you have to think about before finishing the setup of your use case (setp 1-4). After the creation of the use case, you normally will be able to assign knowlegde yourself via the admin panel (step 5). If you have any questions regarding the setup of your use case, contact your system admin for the Genow platform first.

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Use Case Setup Preparation

1

Name Your Use Case

  • Name of your use case in both english and german.
  • Description of your use case in both english and german.
Both field will be displayed to the end user.
2

Think About the Scope of Your Use Case

For this second step, it is crucial to understand the differences between use cases, knowledge assets and knowledge sources and the implications on syncs and user permissions. For this reason, please read this article first! Based on the planned distribution of knowledge in assets and sources, the system administrator creates the necessary groups and assigns them the necessary permissions. Regarding user permissions, we integrate in your EntraID if available.
After your use case have been created, you can then select your data management system and the scope for each knowledge source.
For each data systems, there are steps required before the setup can be completed in the use case settings via the Genow admin panel. Make sure, that you perform the necessary steps beforehand.
  • SharePoint (Contact your IT department so that Genow can be granted access to your SharePoint site),
  • Jira (Genow will need the credentials for a service user),
  • Confluence (Genow will need a user email and the associated API token), and
  • Google Drive (You will need to grant access to the relevant folders for our service account).

Manage your knowledge - getting started

Please keep in mind that only data or documents from folders that are fully selected are synced. Documents from a parent folder that is not fully selected will not be synced. In this case, please move all relevant data into fully selected folders.
3

Identify Required Permission Groups and Users

Genow can handle complex permission groups down to folder (SharePoint or Google Drive) or section level. For each permission group, one permission role will be needed, which groups the necessary access permission to knowledge.
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.
Before setting up your use case, consider the needs of the various end user groups, bearing in mind that they will be assigned different role permissions later in the process. For every user the following information is needed:
  • Name of the user
  • E-mail
  • Permission Group (Admin? End user? Regional user?)
4

Prepare Your Data

Data quality and availablity is a crucial topic when it comes to ask questions on internal company knowledge. We recommend having a look into our Data Maintanance Documentation. You will also find information about supported file formats in this article.

Data Maintanance

Improve your data quality!
5

Configure Your Use Case

After your system admin has created the use case, you can assign knowledge via the admin panel. For this, follow our detailed guide:

Create New Knowledge Sources and Assets

Sucessfull Use Case Guide

Are you interested in learning the next steps to ensure the success of your use case?