KnowSystem

by
Odoo          
v 12.0 Third Party 21

190.00 €

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Technical name knowsystem
LicenseSee License tab
Websitehttps://odootools.com/apps/12.0/knowsystem-287
Read description for v 11.0
Technical name knowsystem
LicenseSee License tab
Websitehttps://odootools.com/apps/12.0/knowsystem-287
Read description for v 11.0

This is a full-featured knowledge management tool to be used in any industry and by any firm. The app serves to accumulate, to curate, to utilize, and to share organizational knowledge within your company and outside it. The tool consists of the core module and two extra optional add-ons:

  1. KnowSystem - the core of knowledge management. It might be used stand-alone as a complete internal knowledge base system. The price is 190 Euro
  2. KnowSystem Website and Portal - the optional module, which let you publish articles to website, share them with portal users, and use website builder to update articles. The features assumed by this add-on are marked by the icon . The price is 40 Euro
  3. KnowSystem: Multi Languages - the optional module, which let you translate articles, sections and tags for installed in Odoo languages. The features assumed by this add-on are marked by the icon . The price is 10 Euro

The tool is compatible with both Odoo Enterprise and Odoo Community.

Prepare articles using building blocks and comfortable HTML editor. The process is simple, while the result is professional looking, compatible for printing and emailing
Structure knowledge by sections and tags through innovative single-view interface. Use the system for quick and accurate search results
Secure your intellectual assets with WIKI-like revision system. Breaking is harder than restoring
Inspire interactions for continuous knowledge base improvements. Take part in discussions, follow revisions, evaluate articles by your likes and dislikes, plan activities
Open articles from any document and utilize knowledge specified for this object type
Share knowledge in messaging: add printing versions of article(s), include whole contents in email body, or provide public links
Print an article or articles as a PDF file with your company individual Odoo layout
Update an unlimited number of articles simultaneously: change tags or section, print as a single PDF, follow / unfollow, archive / restore, publish / unpublish, add to tours or mark favourite
Prepare article templates with pre-defined styles and structure to keep your knowledge base standardized and nice looking
Manage learning tours and control your employees progress of studying instructions and manuals
Organize individual customer knowledge base in portal as a set of public or especially-designed-for-this-client articles
Share knowledge base with community as website public available pages
Control user groups access to articles. Look at the section Knowsystem Security
Translate articles to installed in Odoo languages
The module features depend on your Odoo version. Please select required one on the top right of this page
KnowSystem innovative kanban
Articles HTML editor

Knowsystem Security

KnowSystem works across the whole organisation: any Odoo user may rely upon knowledge base. Simultaneously you can simply restrict accesses to major KnowSystem documents.

To that end assign Odoo user groups for articles, sections and tours. Look at the tab 'Restrict to' on forms of those objects. If that field is not defined, a document is considered 'global': each internal user may read it.

Rights to administrate KnowSystem belongs to 2 user roles: KnowSystem Editor and KnowSystem Administrator. If you want a user to create and edit articles, a user should belong to one of those groups.


Odoo user


KnowSystem Editor


KnowSystem Admin


Portal user


Public user


Articles read related to his/her user groups and sections read, create, edit, archive related to his/her user groups and sections read, create, edit, delete any read published articles and articles related to partner-related tags read published articles
Sections read related to his/her user groups read, create, edit, archive related to his/her user groups and sections read, create, edit, delete any read all sections of available articles read all sections of published articles
Tags read any read, create, edit, archive any read, create, edit, delete any no access no access
Tours read related to his/her user groups read, create, edit, delete related to his/her user groups read, create, edit, delete any no access no access
Misc may like / dislike, add to favourites, print, take part in discussions may configure options may like / dislike an article

Take into account two peculiarities:

  • Odoo user always may access an article of which he is an author disregarding further restrictions
  • Rights for section is defined not only according to this section but also according to all its parents. For example, if user can't access 'sales', he/she would not be able to access 'sales / crm' disregarding whether 'crm' is available for his/her user group

Typical use cases

  • Helpdesk: once faced a challenge, its solution might be recorded in KnowSystem for repeated usage by co-workers and for self-service by clients
  • Sales & CRM: salesperson helper to find information about products, offers, frequently asked customer questions
  • Project management: to keep and easily retrieve knowledge of existing solutions, tools, hints, and experiments
  • HR: to prepare instructions, guidelines, learning tours and trainings, and any codified knowledge of routine in your company
  • Marketing: to organize online library of product use cases, expert knowledge and well structured documentation
  • Legal issues: systematize your policies, contract and approval managements, keep the full classifier of trademarks, licenses
  • Informational technologies: share easy-reached manuals and configuration guidelines
The KnowSystem serves for all use cases simultaneously and for each user group individually

FAQ

How to prepare a new article template for repeated usage?


If you already have an article to be used as template: push the button 'Actions > Make template', edit and save a new template

If you wanted to prepare a brand new template, go to KnowSystem > Configuration > Templates and prepare a new one using building blocks

How to use a template to write a new article?


Push the button 'Create from template' from KnowSystem kanban or form views

How to recover the previous article version?


  1. Go to the article and push the button 'revisions'
  2. Find a required one and push the button 'Observe'
  3. Push the button 'Restore this revision'

How to change PDF layout?


The styles for articles printing is assigned according to Odoo standard layout configuration. Go to Odoo general settings > the section Business Documents > the option Document Template.

How to show articles for a definite document type, e.g. sales order or helpdesk ticket?


  1. Turn on the setting 'Articles by Documents' (the top menu entry above a document) or 'Articles in Email Composers' (a quick link in message composer editor)
  2. Create a new tag (e.g. 'odoo / helpdesk'). In the table 'Applied to' use a required model (e.g. 'helpdesk ticket') or use it for all documents (the check box 'Apply to all documents'). As advanced option you can apply filters: for example, to show articles only for 'new' tickets, not for 'in progress' ones
  3. Assign this tag for required articles (for a few articles use the mass action 'Mass update')
  4. Now when you access a quick article search from a document, this tag(s) would be set by default, and articles search is limited by this document type / domain

How to add an article in Odoo message?


  1. Turn on the setting 'Articles in Email Composers'
  2. Create a new tag (e.g. 'odoo / helpdesk'). In the table 'Applied to' use a required model (e.g. 'helpdesk ticket') or use it for all documents (the check box 'Apply to all documents'). As advanced option you can apply filters: for example, to show articles only for 'new' tickets, not for 'in progress' ones
  3. Assign this tag for required articles (for a few articles use the mass action 'Mass update')
  4. Go to discussion under instance of this document type, press the button 'Send message', open 'Full composer' (arrows in the bottom right corner)
  5. Push the button 'knowsystem' in a message editor, select required article(s)
  6. Choose an action: to update message body with article contents, to attach a PDF version, to share a public url

What is a learning tour and how to use it?


A tour is a set of articles in predefined order. The idea is to follow certain steps of study. For example, all new employees should get acquainted with a number of instructions. With help of tours, you may control employees progress. Do they really confirm that articles are read? To make/update a tour:

  1. Turn on the setting 'Tours'
  2. Go to KnowSystem interface and select required articles
  3. Press the mass action button 'Add to tour' and select / create a tour. Press save
  4. Re-order articles to comply with required sequence
  5. Define groups of users who should go through a tour on the tab 'Restrict access'

How to restore previously archived article?


  1. Open the KnowSystem interface and apply the filter 'Archived'
  2. Select required articles and press the mass action button 'Mass update'
  3. In the field 'Update state' choose 'Restore'. Press 'Save'

How to use website builder for editing articles and when it is not recommended?


KnowSystem provides you with a backend articles' builder, which is comfortable and safe to use. Odoo website builder is richer in features to prepare complex HTML structures. To edit articles through the website:

  1. Install the optional add-on 'KnowSystem Website and Portal'
  2. Turn on the setting 'Edit on website'
  3. Push the button 'Edit on website' on this article form

Be cautious: if you are going to print this article or add its contents to emails, website building blocks are not suitable. Their advanced styles contradict printing and composer layouts and would not be correctly shown. In such a case use the safe backend builder.

How to make an article available for customer without publishing it for everyone?


  1. Install the optional add-on 'KnowSystem Website and Portal'
  2. Turn on the setting 'Portal KnowSystem'
  3. Create a tag for this customer (e.g 'clients / John Brown') and indicate this company in the field 'Allowed partners'
  4. Assign this tag for required articles (for a few articles use the mass action 'Mass update')
  5. Now portal users related to this partner may access those articles

How to make an article available for website visitors?


  1. Install the optional add-on 'KnowSystem Website and Portal'
  2. Turn on the setting 'Public KnowSystem'
  3. Publish required articles using the mass action 'Publish' or the individual article button 'Actions > Publish on website'
  4. Now any website visitor can read those articles

How to make an article available for a few languages?


In case you use Odoo multi languages, you might want to translate the same article for those languages. In that case:

  1. Install the optional add-on 'KnowSystem: Multi Languages'
  2. Change your user language for a needed one
  3. Update this article
  4. Now it is available in both source and this language

Make sure you really require a few languages. In that case you almost double the work of KnowSystem editors. All articles should be kept updated in all Odoo languages.

KnowSystem articles overview, search and mass actions
KnowSystem innovative kanban
Building blocks for knowledge base articles
Articles HTML editor
Single entry for knowledge management actions
Edit sections and tags
Quick access for knowledge system from any Odoo document
Articles quick search
Knowledge base for portal and public use
Articles on website
KnowSystem articles on website
Website and portal article
KnowSystem configuration
Knowledge base options
Article read mode
Article form view
Knowledge base interactions, discussion, and activities
Articles thread
Wiki-style revisions history
Knowledge base revisions
To restore is easier than to break
Restore revision
Article info and statistics
Article info popup
Manage access to this article
Article user groups
Article misc actions
KnowSystem multiple actions
Knowledge base link from email composer
Use articles while messaging
Articles from any document
Form view access
Article(s) PDF printing
KnowSystem report
Mass actions for selected articles
Mass update of knowledge base
Article in a learning tour
KnowSystem tour
Control tour progress by users
Tours for users
KnowSystem tour welcome page
Learning tour start
Section update and user rights
Section form
Tag: document types and portal partners
Knowledge base tags
KnowSystem from portal
Portal entry for articles interface
Small screen KnowSystem interface
Knowledge base adaptive

Installation Tips

In order the widget works correctly, re-start Odoo server. If you faced the error 'Qweb2: Template is not found': restart Odoo server > refresh the page (Ctrl+Shift+R)

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