Knowledge Sources

Knowledge sources serve as reference files for your Design Assistant to use when creating custom content. Knowledge sources may include organization guidelines, branding, or initiatives. Knowledge sources can be added at the workspace or project level, so when choosing where to create content, we recommend you choose the location with the required knowledge sources.

Manage Knowledge Sources

Knowledge sources may be added at the workspace or project level, but in order to manage knowledge sources, you must have edit access at that level. If you have edit access to a project or workspace, you can take the following actions regarding its knowledge sources:

Add Knowledge Sources

You can add knowledge sources at the workspace or project level.

When you add a knowledge source at the workspace level, it is shared with all projects in that workspace, including any new projects that are created later. On the Knowledge Sources page, you see both the Knowledge Sources added to the Workspace and those added to the Projects that you have access to in that workspace. Types of knowledge sources you may want to add to a workspace include corporate style guides or corporate policies.

To add a new knowledge source to a workspace:

  1. Use the drop-down at the top of the left navigation bar to select the correct workspace.
  2. From the left navigation bar, select Knowledge Sources. You are now viewing the Knowledge Sources page.
  3. From the top right corner of the page, select Upload. This opens a pop-up.
  4. Drag and drop supported files or browse from your device's saved files to add your desired knowledge sources.
  5. Select Next.
  6. Give your knowledge source a title and description. This is how it displays to users in that workspace. Select Next.
  7. Select Next again to begin processing your files.
  8. Select Got it. Your knowledge source will display shortly.

When you add a knowledge source at the project level, it can only be accessed by collaborators on that project, and is only applied when creating content in that project. On the Project Knowledge Sources tab within a specific project, you see both the knowledge sources added to the project and those added at the workspace level. Types of knowledge sources you may want to add to a project include project charters or business cases.

To add a knowledge source to a project:

  1. From the left navigation bar, select Projects.
  2. Locate the project you want to add a knowledge source to. From the Project options menu, select View project.
  3. Select to view the Project Knowledge Sources tab.
  4. Select Add from the top right.
  5. Drag and drop supported files or browse from your device's saved files to add your desired knowledge sources.
  6. Select Next.
  7. Give your knowledge source a title and description. This is how it displays to users in that project. Select Next.
  8. Select Next again to begin processing your files.
  9. Select Got it. Your knowledge source will display shortly.

Share Knowledge Sources

You can share a knowledge source to other projects or workspaces from its Source location which is where it was originally uploaded. You must have edit access in the project or workspace where the knowledge source was uploaded in order to share it.

To share a knowledge source that was uploaded at the project level:

  1. From the left navigation bar, select Projects.
  2. Locate the project where the knowledge source you wish to share is contained. Select View project.
  3. Select the Project Knowledge Sources tab and locate the knowledge source you wish to share.
  4. From the actions menu, select Manage Locations. Note, the Source location must match the project you are currently viewing in order for you to be able to share the knowledge source. In other words, the knowledge source must have been uploaded directly to that project, not shared to it from another project.
  5. Find the project or workspace to which you want to add the knowledge source.
  6. Select or deselect the check box next to a project or workspace to manage whether the knowledge source is available in that location.
  1. From the left navigation bar, select Knowledge Sources. On the Knowledge sources page, you see all knowledge sources added at the workspace level.
  2. Locate the knowledge source you wish to share. Note, the Source location must match the workspace you are currently viewing in order for you to be able to share the knowledge source. If the knowledge source was added at the project level, you must share it directly from the project.
  3. From the actions menu, select Manage Location.
  4. Find the project or workspace you wish to share the knowledge source to.
  5. Select or deselect the check box next to a project or workspace to manage whether the knowledge source is available in that location. For a document shared at the Workspace level, if a user removes sharing to one or more projects under it, the knowledge sources stops being shared at the workspace level and instead is shared with all individual projects in that workspace that are still checked.

Edit details

When you upload a knowledge source, you must give it a title and description so that you and others in your organization can easily locate it. To edit these details after it has been uploaded:

  1. Locate the knowledge source from the project or workspace level.
  2. From the Actions menu , select Edit details.
  3. Update the title and description.
  4. Select Save.

Delete Knowledge Sources

In order to delete a knowledge source, you must have edit access to the project/workspace that it was uploaded to. Additionally, the knowledge source must not be shared to any other locations. Before deleting a knowledge source, it must be removed from any shared locations by a user with edit access in that location. This can be done by selecting Remove from actions menu of the knowledge source within its shared locations. Any user with edit access to the source location can also select Manage Locations and unshare the document from all locations and then delete it.

To delete a knowledge source:

  1. Be sure the knowledge source has been removed from any locations to which it has been shared.
  2. Navigate to the project or workspace where the knowledge source was uploaded.
  3. Locate the knowledge source you wish to delete.
  4. From the Actions menu , select Delete. The deleted document moves to Deleted Items in the Profile menu. It can be restored for the next 30 days from there. The knowledge source gets permanently deleted on the 30th day after it has been deleted.
  5. A pop-up displays asking you to confirm. Select Delete knowledge source.

Move Content

If you choose to move content from one project to another:

  • The knowledge sources associated to the content item are shared with the new location.
  • The knowledge sources associated to that content remain in the source location as earlier and remained shared with all locations as earlier.
For example: You have content item in Project A in Workspace 1, and you move it to Project B in Workspace 2. The knowledge sources associated with the content are now shared with both Project A and Project B.