knowledgewise user guide -...

KnowledgeWise User Guide


Chapter 1--Knowledge Management with KnowledgeWise 1What is KnowledgeWise? 2The Role of KnowledgeWise with/without DevSpec 3How to access KnowledgeWise?

Chapter 2--KnowledgeWise Web Client Basics 1Getting Started

1.1Login 1.2Project Selection 1.3Exiting KnowledgeWise Web Client

2Understanding the KnowledgeWise Web user Interface 2.1Views 2.2Bars 2.3Panes

3Understanding the Two Edit Modes: Wiki Mode and Task Mode 3.1Working in the Wiki Mode 3.2Working in the Task Mode 3.3Wiki Mode Versus Task Mode

4KnowledgeWise Personalization 4.1Default project on login 4.2List View Customization

4.2.1Adding and removing fields 4.2.2Number of items in list

4.3History Section Customization 4.4Date/Time Customization

Chapter 3--Working in the Wiki View 1Managing KnowledgeFolders

1.1Operations on Knowledge Folders 1.1.1New Child 1.1.2New Sibling above 1.1.3New Sibling below 1.1.4Delete Folder 1.1.5Edit Folder 1.1.6Move Folder 1.1.7Edit Order 1.1.8Show and Hide Templates 1.1.9Setup and View Wiki Book 1.1.10Refresh Tree

2Knowledge Folder Properties

Chapter 4--Working in the Task View 1Knowledge Management in DevSpec 2Knowledge Folder Tree

2.1Knowledge Folder Properties 3Knowledge Items

3.1Submitting a New Knowledge Item 3.2Forwarding a Knowledge Item 3.3Editing a Knowledge Item 3.4Deleting a Knowledge Item 3.5Knowledge Properties 3.6Creating a Knowledge Template

4Linking Knowledge Items 5Knowledge Item Attachments

5.1Attaching a File 5.2Downloading and Opening a File 5.3Checking Out and Locking a File 5.4Checking In and Unlocking a File

Chapter 5--Searches and Queries 1Quick Filters

1.1Filtering Using the Folder Tree 1.2Quick Keyword(s) Search 1.3Sorting

2Defining Search 2.1Search by Keyword 2.2Search by Dates 2.3Search by Owner and Status 2.4Search by Product/Version 2.5Search by Event 2.6Search by Field

2.6.1Dropdown Field Search 2.6.2Edit Box/Text Field Search 2.6.3Date-Time Field Search 2.6.4Search by ID

3Using Queries 3.1Query Types 3.2Defining and Saving Queries 3.3Loading Queries 3.4Editing/Renaming Queries 3.5Deleting Queries 3.6Adding More Search Conditions to Queries

Chapter 6--Specification Management in KnowledgeWise Web

Chapter 7--KnowledgeWise and DevSuite Integration

Author: TechExcel co.Ltd

Date:

Table of Content


KnowledgeWise empowers every employee of an organization to efficiently capture innovations and to manage documents, notes, emails, images, and any other digital assets with definable workflow, user interface, and other process automations.

KnowledgeWise enables organizations to apply todays new and exciting Web 2.0 technology to their most important intellectual property management. KnowledgeWise provides: Enterprise Wiki in a powerful, yet fun to use , method for editing knowledge. Wiki book support for creating user guides and online help directories Image base support for standardizing image management Multi- media support for video, audio, and slide presentation Integration with TechExcel Community for publishing Wiki-based user guides and Online Help so your customers have the opportunity to vote and provide comments to foster overall improvement

Chapter1--Knowledge Management with KnowledgeWise

This chapter talks about the essential concepts about KnowledgeWise.

1WhatisKnowledgeWise?

KnowledgeWise is the knowledge management tool within the DevSuite module. KnowledgeWise empowers every employee of an organization to efficiently capture innovations and to manage documents, notes, emails, images, and any other digital assets with definable workflow, user interface, and other process automations. Knowledge items are then shared with all resources involved in the execution of the project allowing for an uncompromised vision to direct the path of any development project.

KnowledgeWise also enables organizations to apply todays new and exciting Web 2.0 technology to their most important intellectual property management. KnowledgeWise provides: Enterprise Wiki in a powerful, yet fun to use, method for editing knowledge. Wiki book support for creating user guides and online help directories Image base support for standardizing image management Multi- media support for video, audio, and slide presentation Integration with TechExcel Community for publishing Wiki-based user guides and Online Help so your customers have the opportunity to vote and provide comments to foster overall improvement

2TheRoleofKnowledgeWisewith/withoutDevSpec

KnowledgeWiseisaknowlegemanagementtoolthatenablescoporationstoefficientlymanagetheirdigitalassets.Knowledgeitemscanbedocuments,references,pictures,videoesoranythingthatisvaluabletothecoporation.

KnowledgeWisewithoutDevSpecturnedoncanalsobeservedasarequirement/specificationmanagementtool.DocumentsonproductrequirementsorspecificationsarestoredinKnowledgeWiseasknowledgeitemsandcanbelinkedtorelateddevelopmentworkitemsinDevTrackandDevTest. TheroleofKnowledgeWisechangeswhenDevSpecmoduleisused.WhenDevSpecisenabled,requirements/specificationscomingeitherinternallyorfromcustomersarehandledandrefinedinDevSpec.ByusingthetemplatetoolinDevSpec,spcificationdocumentscanbebrokendownintomultiplesmallrequirement and spec items and can be organized and managed in folders and levels. Once the specfication items are ready for implementation, they can be placedinthebacklog,waitingtobescheduledbytheproductmanagementteamusingDevPlanandtobeworkedonbythedevelopmentteaminDevTrack.

3HowtoaccessKnowledgeWise?

KnowledgeWise is a core module within DevSuite and thus can be accessed through various ways:

KnowledgeWise appears as a view in each DevSuite component. For example, in DevTrack web client, KnowledgeWise can be accessed through the Knowledge View. Knowledge items stored in KnowledgeWise are managed centrally and can be shared and used within all the DevSuite modules.

KnowledgeWisehasitsownwebversionthatallowsDevSuiteuserstoaccessthisdigitalrepositoryeasily.ThedefaultKnowledgeWiseWebURL is:http://%7bserver_name%7d/knowledgewiseweb/login.aspx

Chapter2--KnowledgeWise Web Client Basics

ThischapterprovidesanintroductiononusingtheKnowledgeWisewebclient,includinghowtologin,howtheKnowledgeWisewebisdesignedgraphically,andhowKnowledgeWisewebcanbecustomizedforeachuser.

1GettingStarted Just like any other DevSuite components, KnowledgeWiseimplements project-level security by assigning a unique username, password, and account type to all project team members. Individual logins enable theKnowledgeWisewebsystem to identify, control, and track the changes that each user makes to project data. Passwords provide accountability for all transactions and other changes to project data and enable the organization to ensure that only authorized individuals may access and change project data. Every user is assigned an account type that defines the role and responsibilities of that user in theKnowledgeWiseproject.

1.1Login 1. To login toKnowledgeWise web, select the icon from your DevSuite program folder.Or users can directly launch their preferred browser and type in the URL. The default URL to access KnowledgeWise web is: http://{servername}/KnowledgeWiseWeb/Login.aspx

2.KnowledgeWise weblogin screen will be prompted. Enter aset of validusername and password. Click theLoginbutton.

Users who do not have a username and password can login with the built-insampleuserthatTechExceloffers:

User Name: terry-j Password: terry-j

Note:Additional control such asLanguagewould also be displayed in the login dialog box if themulti-languagefeature isturnedonbythesystemadministrator:

Language:To choose the language used in the KnowledgeWise web, select an option from theLanguagedropdownlist.

1.2ProjectSelection If the user is a member of multipleKnowledgeWiseprojects,a list of projects that users are eligible to enter is then displayed in the web page. Select aKnowledgeWiseproject from thelist and click theGo Tobuttonnext to the name of that project.The user is then brought to the selected KnowledgeWise project.

Note:To bypass this project selection page, users can define the project they wish to auto login themselves to using theAuto login to the following project on logincheckbox. Select the check box and choose a project from the dropdown list. This setting can also be defined in thePreferencesTab in theSettingsView.

1.3ExitingKnowledgeWiseWebClient To exitKnowledgeWise web, selecttheLog outbutton on the top of the web page.

2UnderstandingtheKnowledgeWiseWebuserInterface

The KnowledgeWise web client is a browser-based thin clientthat users can connect to using a standard web browser such as Firefox or Internet Explorer. Project team members may organize, manage, and track project knowledge including documents and images, create links between related knowledge items, and schedule events such asmeetings, presentations, and design reviews in support of knowledge management processes. In KnowledgeWise, all project knowledge is managed and tracked as records called knowledge items. The web client workspace is organized into views (knowledge view, requirement view), panes (the tree pane, list pane, and detail pane) and bars (the view bar and search bar).

2.1Views TheKnowledgeWisewebmaydisplaytwoviews:theKnowledgeviewandtheRequirementview.

Knowledge View:

The knowledge view is the primary view for creating, managing, and trackingknowledge itemsin the KnowledgeWise web. This is the most important view in the KnowledgeWise webclient.

To switch to the knowledge view, click on theKnowledgebutton intheviewbar.

Requirement View:

KnowledgeWise web allows users to get access to DevSpec data through therequirementview.Therequirementviewistheprimaryviewforcreating, managing, and trackingrequirements/specificationsin theKnowledgeWiseweb.

To switch to the requirement view, click on theRequirementbutton in the view bar.

Note:Views are privilege controlled, so users may only see the knowledge View but not the requirement view. Contact your administrator if you wish to see the requirement view in KnowledgwWise web.

2.2Bars In both the knowledge view and the requirement view, two bars--the view bar and the search bar--are always presented, enabling the users to perform common taskstotheitemsintheview: View Bar:The view bar displays buttons that enable users to perform tasks such as switching between views. Search Bar: The search bar displays buttons and controls that enable users to perform common tasks, such as changing the edit mode, filtering the items usingsearchfunctionsandcreatinganewworkitem. ViewBarFunctions

The Home button navigates users back to the project selection page where they can choose the KnowledgeWise project they'd like to

enter.

The Requirement button allows users to navigate to the requirement view where DevSpec data can be accessed. .

The Knowledge button allows users to navigate to the knowledge view. .

The Settings button navigates users to the user configuration page where they can manage user preferences

Search Bar Functions The search bar displays buttons and controls that enable users to perform common tasks to the work items in the view (knowledge view or requirement view) where users are currently situated.

TheEdit Modebuttons enable the user to switch between theWiki Viewand theTask View.

Formoreinformationonusingthesetwoviews,pleasesee

TheKeyword(s) searchbox enables the user to search through the work items using any string. TheFull

Textcheckboxgivestheusertheoptiontosearchjustthetitleortheentiretext.

TheGobutton executes the command entered in theKeyword(s)search box.

TheSearchbutton enables the user to define a query that filters the items displayed in the list pane based on issue property values.

TheClearbutton enables the user to cancel any queries or searches previously applied to the list pane.

TheNewbuttonenablestheusertoquicklycreateaworkitem.

2.3Panes Panes are important concepts in both the knowledge view and the requirement view. The workspace in both views is divided into two, or sometimes three, panes for efficient data management. Tree Pane:The tree pane is a hierarchical structure composed of folders and sub-folders that organize work items into distinct areas of work. List Pane:The list pane shows high-level information for multiple work items in a tabular format of rows and columns. Detail Pane:The detail pane displays detailed information for a single work item or work item folder in multiple tabs. Detail pane is only presented when users switch to the Task View mode.

Tree Pane The tree pane is a hierarchical structure composed of folders and sub-folders that organizes work items into distinct areas of work. To perform actions to the folders,selectafolderandrightclicktoaccesstheactionmenu. Formoreinformationaboutthetreepane,pleasesee. List Pane The list pane enables the user to quickly view high-level information for multiple work items (knowledge items in the knowledge view and requirement/specification items in the requirement view) in a tabular list of rows and intersecting columns. Usingcontrolsandbuttonsinthesearchbar,usersmayfilterandsortrecordsbasedonvariousworkitempropertyvalues.Formoreinformationaboutthelistpane, please see .

Detail Pane When users choose to work in KnowledgeWise using the task view, a third pane called detail pane will be available at the bottom of the page. The detail pane displays detailed information for a single work item or work item folder. The data displayed in the detail panel is view-specific: knowledge item data is displayed intheknowledgeview,andrequirementandspecificationdataintherequirementview. TheList modeandFolder modebuttonsembeddedinthetreepaneenabletheusertoswitchthedisplayofdetailedinformationinthedetailpanebetweenaselectedworkitemandaworkitemfolder.WhentheList modebutton is clicked, the detail pane will display the detailed information about the highlighted work item in the list panel. And when the Folder mode button is clicked, the detail pane will display the detailed information for the highlighted work item folder in the tree pane.

Detail pane is composed of multiple tabs. For more information about the detail pane, please seeChapter 4: Working in the Task View

3UnderstandingtheTwoEditModes:WikiModeandTaskMode KnowledgeWiseweballowsuserstoworkundertwokindsofuserinterfacesbasedontheirpreferenceandneeds.Inboththeknowledgeviewandtherequirement view, there are two edit modes available for selection:

Wiki Mode Task Mode

Users can switch between these two modes by using the edit mode buttons in the tool bar.

3.1WorkingintheWikiMode WikiModeisthedefaultworkingmodeuponlogin.Itconsistsofaknowledgefoldertreepaneontheleft.Therightpanedisplaystheknowledgeitemlist(inatabular manner) for the highlighted knowledge folder. It also displays other details of the highlighted knowledge folder, such asDescription,SectionsandComments.

Users can easily create new knowledge folders and sub-folders by right-clicking on a knowledge folder as shown below:

It allows users to perform other operations on knowledge folders, such asDelete Folder,Edit Folder,Edit Order, etc. These operations are controlled based on user privileges. These operations will be elaborated inChapter-3: Working in the Wiki Mode. In the right pane of theWiki Mode, thePropertylink (as shown below) allows users to view various properties of the highlighted knowledge folder. Users with sufficient privileges may be able to edit these properties, such as FolderNameandDescription,Folder Access Control,Applicable ProductandApplicable Owner. Each one of these properties will be elaborated inChapter-3: Working in the Wiki Mode.

TheActionsbutton (as shown below) allows users to work on knowledge items that belong to the highlighted knowledge folder. Each one of these actions will be elaborated inChapter-3: Working in the Wiki Mode.

The button (as shown below) allows users to hide the folder tree view and utilize more space for working on knowledge items and knowledge folder properties.

The button (as shown below) allows users to show previously hidden folder tree.

3.2WorkingintheTaskMode When working in the task mode, users work on a web page divided into three panes:

-TheFolder Treepane on the top-left -TheList Viewpane on the top-right -TheDetail Viewpane at the bottom

TheFolder Treepane displays the knowledge folder tree and theList Viewpane lists the knowledge items for the highlighted folder. These two panes are exactly the same as described in the previous sectionWorking in the Wiki Mode. By default, theDetailpane provides complete details about the highlighted knowledge item. This pane can also provide complete details about the highlighted

knowledge folder. To display the properties of the knowledge folders in theDetailpane, click theFolder Modebutton in theFolder Treepane.

To display the properties of the knowledge items in theDetailpane, click theList Modebutton in theFolder Treepane.

3.3WikiModeVersusTaskMode KnowledgeWise users can be divided into two broad categories:

Users who merely create, modify and re-organize knowledge items and folders. Working in the Wiki mode will be ideal for this type of users due to its simple and intuitive layout. Users who are responsible for maintaining the integrity of the knowledge items and folders.These users have the ability to control certain processes within the lifecycle of a knowledge item. These users can control who is allowed what permissions for the items under the knowledge folders. Working in the Task mode will be ideal for this type of users who perform more advanced operations on knowledge items and folders. They can easily view and edit the property details of any knowledge item or folder in theDetail Viewpane.

4KnowledgeWisePersonalization KnowledgeWise users are able to easily customize their own personal KnowledgeWise interface. Since each user has their own set of unique needs, it is important that everyone is able to use KnowledgeWise in a way that is optimal to them individuallythus saving time and maximizing efficiency. Note: This section covers howuserscustomize KnowledgeWise. For more information on howproject administratorscustomize KnowledgeWise, please see theDevSuite Admin Guide. Users can define their preferences by clicking on theSettingsbutton in the top panel.

4.1Defaultprojectonlogin Users have the option to bypass the project selection page after login, and be automatically logged in to a specific project. 1. Click thePreferencesbutton in the settings menu. 2. Check theAuto login to the following project on logincheckbox. 3. Select a KnowledgeWise project from the dropdown list. 4. Click theSavebutton to commit the change.

This setting can also be set at the project select page after login, or by clicking on theHomebutton in the top panel.

4.2ListViewCustomization Users can set how they view the list panel: adding, removing, and ordering visible property fields; and setting the number of items that are displayed per page.

4.2.1Addingandremovingfields

1. Click theList Viewbutton in the settings menu. All changes made under theKnowledgeorRequirementsection are unique to that particular view. 2. If applicable, select a project from the dropdown list. All changes that are saved while a particular project is select are unique to that project. 3. Toadda field, highlight a field name from theAvailablelist, and then click the right arrow button to move it to theIssue List View Columnslist. 4. Toremovea field, highlight a field name from theIssue List View Columnslist, and then click the left arrow button to move it back to theAvailablelist. 5. Todefinethe field order, highlight a field name from theIssue List View Columnlist, and use theUpandDownbuttons to set the fields position. 6. Click theSubmitbutton to commit the changes, or click theResetbutton to restore the projects default settings, as defined by the project administrator.

4.2.2Numberofitemsinlist

1. Click theList Viewbutton in the settings menu. All changes made under theKnowledgeorRequirementsection are unique to that particular view. 2. If applicable, select a project from the dropdown list. All changes that are saved while a particular project is select are unique to that project. 3. Enter a number between 1 and 500 in theNumber of Issues Per Issue List Pagefield. The list panel will not show more than 500 items in order to preserve

optimal performance. 4. Click theSubmitbutton to commit the changes, or click theResetbutton to restore the projects default settings, as defined by the project administrator.

4.3HistorySectionCustomization Users can add and remove sections to theHistorytab in the detail panel of the task view. The five available sections are: Summary Owner and State Change History Tracking History Change Log All Links 1. Click theHistorybutton in the settings menu. All changes made under theKnowledgeorRequirementsection are unique to that particular view. 2. If applicable, select a project from the dropdown list. All changes that are saved while a particular project is select are unique to that project. 3. To add a section, highlight a section name from theAvailable history sectionslist, and then click the right arrow button to move it to theHistory section

displayedlist. 4. To remove a section, highlight a field name from theHistory section displayedlist, and then click the left arrow button to move it back to theAvailable history

sectionslist. 5. To define the section order, highlight a field name from theHistory section displayedlist, and use theUpandDownbuttons to set the sections position. 6. Click theSubmitbutton to commit the changes, or click theResetbutton to restore the projects default settings, as defined by the project administrator.

Note: If no section is added to theHistory section displayedlist, the list will revert to the last time saved.

4.4Date/TimeCustomization Users can define the format of time stamps, including selecting a time zone. These settings can be set only when the project administrator allows it. If not allowed, these controls are inactive, or grayed-out. 1. Click theHistorybutton in the settings menu. All changes made under theKnowledgeorRequirementsection are unique to that particular view. 2. If applicable, select a project from the dropdown list. All changes that are saved while a particular project is select are unique to that project.

3. To select a time zone, choose a time zone from theTime Zonedropdown control.

4. To select a date format, choose a format from theDatesection. The current date will appear as a sample of the selected format.

5. To select a time format, choose a format from theTimesection. The current time will appear as a sample of the selected format.

6. Click theSavebutton to commit the changes. Note: Regardless of who submits, forwards, or edits a work item, or even where it happened, time stamps in KnowledgeWise, when the format is user-defined, will always be displayed according to the time zone defined by the user who is viewing the time stamp.

Chapter3--Working in the Wiki View

KnowledgeWise Wiki View allows users to easily create, modify and organize knowledge content in a collaborative manner. The layout of the Wiki View has been designed to simplify knowledge/wiki management. For basic overview of Wiki View layout, please refer to Chapter-2 Section 2.3.1

1ManagingKnowledgeFolders

All items inWiki Vieware organized via folder tree. Each folder can have several knowledge items and can have multiple sub-folders underneath. Each sub-folder can have several knowledge items and can have multiple sub-folders underneath. This can repeat based on hierarchical requirements of knowledge management structure.

There are 3 different types of folders in the tree view:

Regular Knowledge or Wiki folder Wiki Book folder ImageBase folder

Wiki Book and ImageBase folders are special type of Knowledge folders and will be discussed later in this chapter.

1.1OperationsonKnowledgeFolders Users can perform variety of operations on knowledge folders by right-clicking on the desired folder. Each operation available in knowledge tree is described below.

1.1.1NewChild

Use this operation to create a new sub-folder underneath the highlighted knowledge folder.

1.1.2NewSiblingabove

Use this operation to create a new sibling folder at the same hierarchical level as the highlighted knowledge folder. The newly created folder will appear prior to the current folder.

1.1.3NewSiblingbelow

Use this operation to create a new sibling folder at the same hierarchical level as the highlighted knowledge folder. The newly created folder will appear after the current folder.

1.1.4DeleteFolder

Use this operation to delete the highlighted knowledge folder. 1.1.5EditFolder

Use this operation to edit or modify the properties of the highlighted knowledge folder.

1.1.6MoveFolder

Use this operation to move a folder within the folder tree. This is done by selecting a target folder under which the desired folder needs to be moved.

1.1.7EditOrder

Use this operation to edit the folder order within a parent folder. To change the folder order right-click the parent folder and selectEdit Order. In the pop-up window, change the order by selecting a folder and clicking eitherUporDownbuttons.

1.1.8ShowandHideTemplates

Use this operation to show the template folder and its sub folders. This operation can be performed by right-clicking on any folder in the folder Tree.

A Template folder is displayed with icon in the folder tree. To hide the template folder and its sub folders, use Hide Template operation as shown below.

Details on Template folder will be discussed in section3.3 Template Folder 1.1.9SetupandViewWikiBook

Use theSetup Wiki Bookoperation to convert a knowledge folder intoWiki Book. Details on setting up Wiki book will be discussed in section3.4 Wiki Book Folder.

A Wiki Book folder is displayed with icon in the folder tree. All Wiki Book folders get an additional operation calledView Wiki Bookto get a preview of the actual Wiki Book.

1.1.10RefreshTree

To view most updated folder tree with latest additions, deletions or updates, use theRefresh Treeoperation.

2KnowledgeFolderProperties

Please input description.

Chapter4--Working in the Task View

In DevSpec, and throughout all DevSuite components, the core of any product development initiative is knowledge management: from ideas, to formal specifications, to competitive information, to issue resolution and customer insight. The DevSuite knowledge-centric strategy enables improved communication, ensures users are up-to-date on changes, and reduces the development cycles, so that businesses may deliver the right products for the right markets in the shortest possible time.

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KnowledgeWisewithoutDevSpecturnedoncanalsobeservedasarequirement/specificationmanagementtool.DocumentsonproductrequirementsorspecificationsarestoredinKnowledgeWiseasknowledgeitemsandcanbelinkedtorelateddevelopmentworkitemsinDevTrackandDevTest. TheroleofKnowledgeWisechangeswhenDevSpecmoduleisused.WhenDevSpecisenabled,requirements/specificationscomingeitherinternallyorfromcustomersarehandledandrefinedinDevSpec.Byusingthete