Synchronizing the knowledge bases
Before you begin
Make sure you have completed the following steps:
Product | Action |
|---|---|
|
To synchronize knowledge base for the first time
- Create folders in
.
- Migrate all content from your BMC application to folders created in
.
Task 1: To create folders
- Log in to
and click Administration.
Select Knowledge Management > Knowledge Sync.
The following image shows the Knowledge Sync page:
- On the Knowledge Sync page, from the Source knowledgebase list, select one of the following values:
- Knowledge Management—If you want to migrate knowledge articles from
.
- Business Workflows—If you want to migrate knowledge articles from
.
- Knowledge Management—If you want to migrate knowledge articles from
- In the Sync options section, select Copy the folders only (Folder contents are not copied).
This synchronization option creates folders in. Articles are not copied at this stage, and you must migrate them as a separate synchronization step later on.
- Click Run job now.
Folders are created in
. Learn how the synchronization tool creates a folder structure in
in How knowledge articles are synchronized to BMC Helix Knowledge Management by ComAround folders.
You can find information about the created folders in the Migration folder mapping record definition. You cannot modify this record definition and must use it for information purposes only.
To access the Migration folder mapping record definition (3 steps)
To access the Migration folder mapping record definition, perform the following steps:
- Log in to BMC Helix Innovation Studio.
- On the Workspace tab, select Knowledge Sync > Records.
- On the Records tab, select Migration folder mapping and click Edit data.
The Migration folder mapping record definition displays the following information about the folders created:
- Portal ID—Identifier of a
portal in which a folder is created.
- ComAroundFolder—Name of the created folder.
- SourceKBArticle—BMC application from which you want to migrate knowledge articles to
.
If there are multiple folders created in , multiple records are added to the Migration folder mapping record definition for each folder.
The following image shows a sample Migration folder mapping record:
Task 2: To migrate all knowledge articles
After folders are created in , you can migrate all knowledge articles from your BMC application to . To improve the synchronization performance, the synchronization tool automatically generates subfolders for each folder created in and migrates knowledge articles directly into them. The number of articles that can be migrated into one subfolder is limited to 300 articles per folder by default. However, you can change this default setting.
- In
, select Knowledge Management > Knowledge Sync, and from the Source knowledgebase, select the BMC application for which the folders were created.
In the Sync options section, select Sync all (Override).
If some folders do not exist in, this migration option creates them too.
- Click Run job now.
You have synchronized knowledge base from your BMC application with for the first time. An entry is created for the job with the status Running. Wait until the job run is complete to view the updated status.
You can find information about the created subfolders and migrated knowledge articles in the Migration Folder Child Hierarchy record definition. You cannot modify this record definition and must use it for information purposes only.
To access the Migration Folder Child Hierarchy record definition (3 steps)
To access the Migration Folder Child Hierarchy record definition, perform the following steps:
- Log in to BMC Helix Innovation Studio.
- On the Workspace tab, select Knowledge Sync > Records.
- On the Records tab, select Migration Folder Child Hierarchy and click Edit data.
The Migration Folder Child Hierarchy record definition displays the following information about the subfolders created:
- Portal ID—Identifier of a
portal in which a subfolder is created.
- ParentNodeID—Identifier of a folder in which the subfolder is created.
- ChildNodeID—Identifier of the created subfolder.
- ChildNodeName—Name of the created subfolder.
- AllDocs—Identifiers of knowledge articles migrated in the subfolder.
If there are multiple subfolders created in the folder, multiple records are added to the Migration Folder Child Hierarchy record definition for each subfolder.
The following image shows sample Migration Folder Child Hierarchy records:
To run subsequent synchronizations
After the initial synchronization, you can run the synchronization job multiple times to synchronize any newly created or edited articles from your BMC application. If a migrated article has been updated in since the last synchronization, the system will not override its content during the subsequent synchronizations. The synchronization tool will detect such knowledge articles in and will keep their content unchanged while copying new or updated articles from your BMC application. To record the discrepancy, the system will create a conflict log. However, any metadata changes will be synchronized for such articles. For information about working with logs, see Troubleshooting.
To run the subsequent synchronization, perform the following steps:
- Log in to
and click Administration.
- Select Knowledge Management > Knowledge Sync.
- On the Knowledge Sync page, from the Source knowledgebase, select one of the following values:
- Knowledge Management—If you want to migrate knowledge articles from
.
- Business Workflows—If you want to migrate knowledge articles from
.
- Knowledge Management—If you want to migrate knowledge articles from
In the Sync options section, select Sync changes only.
This option copies only the articles that are new or have been changed since the last synchronization.- Click Run job now.
You have resynchronized the knowledge base by copying new and updated articles from your BMC application. If necessary, you can run this type of synchronization periodically or set it as a recurring job. Learn how subsequent synchronizations affect the folder structure in How knowledge articles are synchronized to BMC Helix Knowledge Management by ComAround folders.
To enable or disable periodic synchronization
- Log in to
and click Administration.
- Select Knowledge Management > Knowledge Sync.
On the Knowledge Sync page, select Sync changes only.
- Click Enable scheduled sync or Disable scheduled sync.
The scheduled synchronization job is now enabled or disabled. By default, the scheduled synchronization job is disabled.
Where to go from here