Registering and modifying knowledge sources

The following source types are available for selection during the registration process:

• Searchable Item — Provides the option to register AR Systemforms as knowledge sources that are searchable only. No metadata or lifecycle is saved or managed.
• Knowledge Base Item — Provides the option to register external files or AR Systemforms. Metadata is saved and managed. Lifecycle management is optional for AR System Forms.

Prerequisites for searchable item registration

Fulfill the following list of prerequisites before you register searchable items as knowledge sources:

• Verify that the Title Relevancy field has Public permissions.
• For Relevancy fields, select a Character, Diary or Attachment field and set the field's entry mode to Optional or Required.
• For Organization and Categorization fields, select a Character field. Set the Entry Mode property to Optional or Required and the Permission property to Public.
• Verify that you have permission to access the forms and fields that the Registration Wizard provides for selection during the registration process.
• For Content fields, select a Character, Diary, Attachment or Table field. Set the Entry Mode property to Optional or Required.
• Verify that the forms you are registering are Regular forms. (Audit, Display-Only and View forms cannot be registered.)

When you register a searchable item as a source, the existing values in the Multi Form Search (MFS) and FTS fields are cleared. To keep existing MFS values, you must re-enter them in Developers Studio. To keep existing FTS values, either enter the values in Registration Wizard content fields, or re-enter in Developers Studio.

Tasks for managing knowledge sources

When you add or modify a source, the Registration Wizard opens. The following table provides a list of the tasks that are available for managing knowledge sources.

Tasks cannot be simultaneously performed by multiple users on the same source.

You can follow the progress of the registration process in the Status column of the Manage Knowledge Sources page. For more information, see Viewing-registration-and-indexing-statuses. When the status of the registration process is Ready, you can use the knowledge source.

After you add or modify a source, you do not have to wait until the indexing or registration process is complete before you re-run the Registration Wizard.

To register a new knowledge source

1. In the IT Home page, click Knowledge Management > Knowledge Management Console.
2. In Functions, click Manage Knowledge Sources.
3. Click Add.
4. On the Welcome page, select the knowledge source type for registration.
5. Click Next.
6. On each page, enter the appropriate information as shown in Registration-Wizard-parameters, and click Next.
7. In the Completion screen, click Finish.

To modify a knowledge source

1. In the IT Home screen, click Knowledge Management > Knowledge Management Console.
2. Under Functions, click Manage Knowledge Sources.
3. In the Manage Knowledge Sources screen, select the source to modify and click Modify.

4. In the Knowledge Registration Wizard, enter the appropriate information as shown in Registration-Wizard-parameters, and click Next.

   Not all fields are available for modification.

5. In the Completion screen, click Finish.

To delete knowledge sources

1. In the IT Home screen, click Knowledge Management > Knowledge Management Console.
2. Under Functions, click Manage Knowledge Sources.
3. In the Manage Knowledge Sources screen, select the source to delete and click Remove.
4. Click OK to continue. The registration wizard displays the number of published knowledge article, and total number of knowledge articles that belong to the knowledge source.
5. Click OK to delete the knowledge source.

To hide retired articles from search

Follow these steps to change the default setting and not display the retired articles in the search results:

1. Log in to the RKM: CFG Status For Search form (http://<hostName>:/<PortNumber>/arsys/forms/<hostName>/RKM%3ACFG-StatusForSearch/Default+Administrator+View) with Knowledge Admin permissions.
2. Click New Request.
3. In Article Status, select Retired. 
4. In Status String For Search field, select Not Searchable.
5. Click Save.
   The retired articles are now non-searchable.