111 lines
4.5 KiB
Markdown
111 lines
4.5 KiB
Markdown
# Articles management
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Managing articles effectively is key to maximizing the value of your knowledge resources, whether
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working on a research project, studying for an exam, or building a knowledge database for your
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business. Knowledge allows you to fully manage your articles, from
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{ref}`creation <management/create>` to {ref}`removal <management/remove>`, through {ref}`sharing
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<management/share>` and {ref}`structure <management/structure>`.
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You can find most tools to manage articles by clicking the vertical ellipsis button ({guilabel}`⋮`)
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at the right side of the top bar. From there, you can move, lock, delete, or duplicate an article.
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```{image} management/toolbox.png
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:alt: Menu with tools for the management of articles
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```
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## Creation, sharing, and removal of articles
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(management-create)=
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### Creation
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To create articles, click the {guilabel}`+ New` button on the right side of the top bar or the
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{guilabel}`+` button next to a category or another article.
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:::{tip}
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Create private articles quickly with the Alt/Option + C keyboard shortcut.
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:::
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(management-share)=
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### Sharing
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You can share articles with internal or external users. To do so, open the share menu by clicking
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{guilabel}`Share` in the top-right menu of articles.
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#### Invite users
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To share articles with specific users (internal or external, such as a partner or a customer), click
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{guilabel}`Invite`. This opens a pop-up window in which you can choose the {guilabel}`Permission`
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{ref}`(i.e, access rights) <management/categories>` and enter the {guilabel}`Recipients`' name or
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email.
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You can also restrict a specific user from accessing the article by selecting {guilabel}`No access`
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permission.
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```{image} management/invite.png
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:alt: pop-up window to invite users to access a Knowledge article
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```
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#### Share online
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To share articles **online**, activate the {guilabel}`Share to web` button. Doing so generates a URL
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link anyone can use to view the article.
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Additionally, the share menu displays the default permission for internal members along with all the
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users who have been granted specific permission.
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```{image} management/share-menu.png
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:alt: Sharing menu with URL for online sharing and the list of members.
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```
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(management-remove)=
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### Removal
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To remove an article, you can either **delete** it or **archive** it.
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To delete an article, open it and click the vertical ellipsis button {menuselection}`(⋮) -->
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Delete`. The article is moved to the trash for 30 days before being permanently deleted. To restore
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it, click {guilabel}`Open the Trash`, select the article, and click {guilabel}`Restore`.
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To archive articles, click {guilabel}`Search`, select the article(s), and click
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{menuselection}`Action --> Archive --> Archive`. Archived articles are hidden from the search menu.
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To retrieve an archived article, add a custom filter to display them ({menuselection}`Search -->
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Filters --> Add Custom Filter`, and set {guilabel}`Active` as {guilabel}`is No`). Then, select the
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article(s) and go to {menuselection}`Action --> Unarchive`.
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(management-structure)=
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## Structure of articles
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Articles are organized into a hierarchical structure wherein the article on top is a parent article,
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and those underneath are called nested articles. This structure allows the grouping of related
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articles.
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To establish this hierarchy, create new articles by clicking the {guilabel}`+` button next to the
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parent-to-be article, or move existing articles by either dragging and dropping them under the
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parent-to-be or by clicking the vertical ellipsis button ({guilabel}`⋮`), clicking {guilabel}`Move
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To` on the toolbox and selecting the article to use as a parent.
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(management-categories)=
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### Categories
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Additionally, articles are divided into four categories that can be found on the left sidebar. These
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categories give articles default **access rights**.
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- {guilabel}`Favorites`: You can set any article you can access as a favorite. To do so, click the
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star-shaped icon ({guilabel}`★`) in the top-right menu of articles. Marking articles as
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**favorites** is user-specific and does not affect other users.
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- {guilabel}`Workspace`: Articles displayed in that category are available to all internal users.
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These users have the right to read, modify or share these articles.
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- {guilabel}`Shared`: Articles displayed in that category are those you shared with internal users,
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external users, or shared with you.
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- {guilabel}`Private`: Articles displayed in that category are only available to you.
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```{image} management/left-sidebar-cat.png
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:alt: Categories displayed in the left sidebar of Odoo Knowledge
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```
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