Creating knowledge articles for sharing information
You can create knowledge articles in Smart IT, and share information about how you resolved an issue. It helps other service desk agents to refer and quickly resolve similar issues. You can create all known types of knowledge articles using the pre-defined BMC Knowledge Management templates available in Smart IT, except Decision Tree type of articles, and any custom templates you defined for Knowledge Management.
The following limitations apply for Smart IT:
- Following Knowledge Base Items are not supported:
- Source type File System Path
- Source type AR Form with no support for life cycle management
- Users can access only Attachment and Character fields, for custom templates created in BMC Knowledge Management.
- Service Pack 2 for BMC Knowledge Management version 8.1 provided configuration options to enable editing options for a Knowledge Submitter when the article is in Draft stage. This configuration setting is not available in Smart IT.
- Status transitions listed for a Knowledge article do not take into consideration any categorization settings defined for the article.
- Cognitive recommendations for Knowledge will work only for articles created with specific companies, not for all companies.
- In Smart IT, you can add work note in the Knowledge Articles that are in In Progress status.
You must have BMC Knowledge Management installed to create knowledge articles in Smart IT.
As a Knowledge Author, you must have minimum permissions to access Remedy with Smart IT, as explained in Smart IT Permissions.
You follow the knowledge article if you create the article. Refresh your screen as it may take a few minutes to reflect the 'Follow' status.
Click the following link to watch a short video on creating a knowledge article. The screens of the following video refer to the earlier versions of Smart IT, but the functionality are applicable for the latest version of Smart IT.
The Smart IT knowledge editor is an enhanced editor that provides the following benefits:
Enhanced editing experience
The Smart IT knowledge editor has the look and feel of commonly used documentation editors and allows you to format article content just as easily. You can maximize your view by clicking the maximize button to hide the side panes displayed and extent the editor to be displayed across the browser window. The editor automatically resizes itself if you resize your browser window avoiding display of multiple scroll bars. Sections on the article remain expanded, you cannot collapse them. You must note that due to security concerns the spell checker has been removed from the editor.
You can embed images (jpeg, gif, bmp jpg, png, bmp, tga, tif, tiff) and reference video links (embed tags) within articles. To embed videos in articles, you can copy video URL from YouTube and Vimeo, and paste it in the Paste Video URL text box. You can also specify the width and height of the video. Else, if you have the embed code of the video, you can type or paste the embed code or an iframe code in the Paste Embed Code Here text box. Note that the code must not contain script tag to avoid XSS.
Pre-defined BMC Knowledge Management templates
All existing BMC Knowledge Management templates are available in Smart IT, with the exception of the Decision Tree template. The following out of the box templates are provided:
- Known Error
- Problem Solution
- How to
- KCS Template
In Smart IT, users without KCS permissions are able to access and create knowledge articles using the KCS Template. However, through BMC Remedy IT Service Management they will not be able to view those articles and the KCS Template.
Once you select the template, you can create the content of the knowledge article, add metadata for the article and save the content.
Access to related and similar information
As you create the article, Smart IT provides a list of similar knowledge articles, allowing you view, and merge content from these similar articles to your one you are creating. You can also choose to directly edit an article from the list displayed. Retired articles will not be listed under suggested knowledge articles while creating a knowledge article. You can search for Retired articles only through the global search or advanced search using the Search for knowledge resources option.
You have the option to change the template in use when creating the knowledge article, if required. This will change the layout of the content and allow you to make changes to the content. You can also merge the already created content to the new format selected. Once saved, you can update the article, and create a new version or just update the existing version if its a minor update. As a Knowledge Author, you can view all saved versions of the article.
Creating a knowledge article on an iOS or Android OS phone is just as easy, with all options available on the device.
Metadata information for articles
All required metadata information related to the Knowledge article is now accessible on a single pane. The pane displayed when creating the Knowledge article allows users to define necessary information and settings for the Knowledge article. Article metadata allows you to define the visibility of the article, assign it, define the Company to which the article is to be associated with and define other properties from within the same pane.
- Visibility—This option provides quick options for accessing articles from a single option instead of multiple places. It controls visibility of Knowledge article based on visibility groups.
- Publish to External Audiences—The Publish to External Audiences option controls the accessibility and visibility of knowledge articles to the external users of Smart IT such as BMC Service Request Management and BMC My IT users. By default, the option is set to No. When a knowledge article is still not ready to be shared with external users, the option must be set to No. When the article is reviewed and finalized, you can change the selection to Yes. Internal users of Smart IT such as service desk agents can always view articles irrespective of the option set to Yes or No.
You can share articles through email with both the internal and external users. Both types of users must have permission to the appropriate Visibility Groups to view the articles.
- The Publish to External Audiences option must be set to Yes when you email an article as a PDF via incident ticket.
- An article can be emailed as a link (via Knowledge Article) to both the internal or external users. External users would be able to access it only if the Publish to External Audiences option is set to Yes, and they have permission to the appropriate Visibility Groups.
- Assign to me—When you create or edit a knowledge article, you can quickly assign it to yourself by using the Assign to me link. In the CTM:People form, users are associated with the support groups. The Assign to me link is based on the association between users and the support groups of which they are part.
- If you are part of only one support group, when you click the Assign to me link, the article is assigned to you without opening the Update Assignment pane.
- If you are part of multiple support groups, when you click the Assign to me link, the Update Assignment pane is displayed on the knowledge article profile. On the Update Assignment pane by default, the Assign to me check box is selected and your name is displayed in the Search box. The system searches for support groups to which you belong across all support companies, support organizations, and support groups. To refine the search, you can specify the support company, support organization, and support group to which you belong, and select the specific support group. The search result displays names of support groups to which you belong. You must select one of the search result and save the selection.
On the Update Assignment pane, when you click the Delete option to clear your name from the search box, the Assign to me check box is automatically cleared, and the search result displays the result as per the search criteria that you specified. If you have not specified the search criteria, you can search for a specific person.
- Add Attachment—When using Smart IT on mobile devices, you can attach files from the following locations:
- Files stored on the local devices
- Files stored on cloud storage such as, Google Drive, Dropbox, OneDrive, and Box.
On iOS devices, the Add Attachment option, and on Android devices, the From files and Dropbox options enables you to attach files that are on cloud storage when you create or edit change requests, and when you add a comment.
The administrator can configure the attachment criteria, and the supported file extensions in BMC Remedy ITSM, in the Attachment Security tab of the Server Information form.