Setup of Your New Use Case

Name your use case

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.

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Show further information about Knowledge Assets and -Sources

• We need to map sources to assets.
• Each asset must have at least one source.
• Only one knowledge system (SharePoint, Jira, Websearch or Confluence) can be referenced for each source.
• Permissions and content synchronisation are both assigned at the knowledge source level.
• Managing multiple sources is time-consuming, and the price per user request increases with each additional source.
• The number of sources to be created therefore depends on the authorization concept, the number of knowledge systems, and the process for synchronizing and updating the connected documents and files.

You can define your knowledge assets and sources using the following table:Taking the example above, the resulting table would be:

Knowledge Asset Name	Knowledge Source Name	Knowledge System Folder / Site (optional, but best practice)	Remarks on Permissions
General Information	product-finormation- everyone-general-product-information	SharePoint A/product	Everyone
	product-information-germany	Jira/projectGER	Group GER
	product-information-uk	Jira/projectUK	Group UK
	product-information-everyone-learning-materials	SharePoint B/LearningMaterials	Everyone
Delivery Times	product-information-everyone-delivery-times	Confluence	Everyone
Example Asset 3	Example Source	One of SharePoint, Jira or Confluence (or external systems)	…
…	…	…	…

• In the shown example, three groups will be needed for end users (add. one admin group).
• The total amount of knowlegde sources is 5 (for the General Information and Delivery Times asset)
• For each knowledge asset, a name and a description in both English and German are required and will be displayed to the user.

After your use case have been created, you can then select your data management system and the scope for each knowledge source:

Manage your knowledge - getting started

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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.

Identify users

Prepare you data