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Proposals

To ensure the sustainability and consistency of the knowledge base, the process of adding articles is divided into two phases:

  • Submitting a draft – can be done by all users with permission to create articles
  • Adding an article – can only be done by space administrators, either by adding the article directly or by approving a submitted draft

In this section of the documentation, we take a detailed look at creating drafts and further working with these records.

Creating a design

You can add a suggestion to the knowledge base in several ways:

  • From the list of spaces – in the upper right corner, you will find the button Add. Clicking it opens the selection + Add Space and + Add Article. Select the option + Add Article.
Image: Button for creating a new entry in the list of spaces
  • From the list of categories under a space – open the space to access the list of categories under it. In the upper-right corner, you’ll find the Add button. Clicking it opens the selection + Add Category and + Add Article. Select the + Add Article option.
Image: Button for creating an article in the category list below the space
  • Via the category – open the space to access the list of categories under the space. Then open a specific category and click + Add Article in the upper-right corner.
Image: Button for creating an article in a category

The button for adding a proposal or article is visible only to users with permission to create new records. You can configure permissions at Users and Groups → User Details → Permissions tab → Knowledge Base → Records.

Clicking the “+ Add Article” button at will open a form for entering a new entry. Required fields are marked with a • next to the field name.

Image: Form for creating a new article draft

The form contains the following fields:

  • Space – select the space under which the entry will be classified. If you are entering the entry via the list of categories under a specific space, or via a category under a space, the space will be pre-filled in the field. Click in the field to change this setting.
  • Category – select the category under which the entry will be classified. If you are entering the entry via a category under a space, that category will be pre-filled in the field. You can change this setting by clicking in the field.
  • Article title – a brief and concise description of the article.
  • Article text – the content of the article.
  • Type – the field for selecting the type is displayed only when creating a record from the list of categories under a space or under a category. The selection includes types defined in the section Global Settings → Knowledge Base.
  • Visibility – this option is displayed only when creating a record via a category. It is used to set access to the record.
    • Public – the record will also be accessible to people who do not have access to CDESK.
    • Internal – the record will be accessible only to users with access to CDESK who also have permissions set to access the category. You can set permissions in the section Users and Groups → User Details → Permissions tab → Knowledge Base → Categories.
  • Keywords – this option is displayed only when creating a record from the category list under the section and when creating a record under a selected category. Keywords are used to identify an article. You can search for a record using keywords in the full-text search.
  • Comment Log – this option is displayed only when creating a record from the category list under the space and when creating a record under a selected category. If the toggle is set to on , it will be possible to add comments to the article after saving the draft as an article. The procedure for saving a draft as an article is covered in the documentation section Articles.
To save your draft, click the Save draft button located in the lower-right corner. Click the Cancel button to close the form without saving your entry. All drafts are available in the list of drafts, where you can also save your draft as an article.

The Save article button in this window is accessible only to those responsible for the selected area and the application administrator, provided that all fields in the article form are filled out, with the exception of keywords, which are optional but recommended.

Editing the design

To edit a proposal, click the context menu and select Edit. After clicking, a form will open, similar to the one used when submitting a proposal. You can edit all fields.

Image: Button for editing the design

Only users with permission to edit records can edit a draft. If a user does not have this permission, the edit button will not be displayed. You can configure permissions at Users and Groups → User Details → Permissions tab → Knowledge Base → Records.

Save the draft as an article

There are two different ways to save a draft as an article:

  • You can save a draft as an article directly while creating it, provided you have the necessary permissions.
  • From the list of drafts, where you can search for and open the draft.

In both cases, the form must have the following fields filled out: Category and Type. Once these fields are filled out, the “Save Article” button will become available in the lower-right corner of the record. Clicking this button will save the record as an article under the selected section and category.

Image: Button to save the article

List of suggestions in the knowledge base

To open the list of suggestions in the knowledge base, open the Knowledge Base module. You will then be redirected to the list of Spaces to which you have access. To view the suggestions, click the “” button Suggestions in the knowledge base, located in the upper-right corner of the window.

Image: Button to view suggestions in the knowledge base

When you click, a list of all the proposals you have access to will appear.

Figure: List of suggestions in the knowledge base

In the upper-right corner, you will find the + Add Article button, which is used to add articles. Below them is the full-text search. We discuss the search topic in the list of suggestions in detail in the section Searching in the list of suggestions.

Search in designs

For an effective search, you can use the Search field located above the list of suggestions to enter the desired term. This so-called full-text search searches the following columns:

  • Number
  • Title
  • Article text
  • Section
  • Category
Image: Searching the list of suggestions

If you need to search for designs based on multiple criteria, you can use the advanced search filter, which you can access by clicking the + button next to the Search field. In this filter, you can specify specific search conditions over the following columns:

  • Any column
  • Category
  • Title
  • Space
  • Status
  • Type
  • Created
  • Created by
  • Modified
  • Modified by
  • Article text
Figure: Filtering criteria in the list of suggestions

Depending on the column type, you can choose between “contains” or “does not contain” conditions for the search term or part of it; for dropdown lists, select one of the available values. You can freely combine and expand search conditions using the logical operators AND (and) and OR (or). You can save frequently used or otherwise specific filtering conditions under a name of your choice, and they will be available with a single click above the list of approval rules for future use.

For more information on how to use filters effectively in CDESK, see the following links: Search and Advanced Filters.

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