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Knowledge Base Management

How to Create Enterprise Spaces and Knowledge Bases?​

In the Knowledge module, users can create "Enterprise Spaces" and "Knowledge Bases" to support multi-level knowledge management. Before starting the creation process, it is recommended to understand the following core concepts for more efficient use of related features.

  • No spaces can be created in My Space, only Knowledge Bases can be created. There is a built-in default knowledge base
  • Different Spaces can be created under an Enterprise Space, and only under these created spaces can Knowledge Bases be created

The table below compares the creation of spaces and knowledge bases between "My Space" and "Enterprise Space":

My SpaceEnterprise Space
Space✅
Knowledge Base✅✅
Folder✅✅

How to Create a New Enterprise Space?​

After fully understanding the above concepts, you can start creating an Enterprise Space to embark on an efficient knowledge management journey.

💡 Tip: Creating an enterprise space requires the relevant space creation permission. Please ensure you have this permission before creating.

Steps to create an enterprise space:

  • First, navigate to "Management -> Knowledge Management -> Enterprise Space", click the "⚙️" next to Enterprise Space
  • In the popped-up Enterprise Space page, click "Add New"
  • Enter the ID, Name, Icon, Description, Sort Order of the enterprise space, then click "Save" to successfully create the enterprise space (the example in the image is creating "Test Enterprise Space New")

How to Create a New Knowledge Base?​

💡 Tip: Creating a knowledge base in personal space does not require related permissions.

Creating a Knowledge Base in My Space​

Steps to create a knowledge base in My Space:

  • First, navigate to the My Space overview page, click "Create Knowledge Base"
  • Fill in the knowledge base Name and Description, click "Confirm" to successfully create a knowledge base in the personal space (the example in the image is creating "Test Knowledge Base")

Creating a Knowledge Base in Enterprise Space​

💡 Tip: Creating a knowledge base in an enterprise space requires relevant permissions. Please ensure you have creation permission before proceeding.

Steps to create a knowledge base in an Enterprise Space:

  • First, navigate to "Management -> Knowledge Management -> Enterprise Space", enter the enterprise space where the new knowledge base will be created

  • Click "Add New" on the right side of the knowledge base section

  • In the popped-up create knowledge base page, enter the knowledge base Name, Security Level, Description, etc., then click "Confirm" to create successfully

    • Security Level: The default levels are public and Highly confidential
    • Storage Quota: 0-1GB
    • File Size Limit: Supports custom upload file size per knowledge base
    • Supported File Formats: Supports custom file formats per knowledge base

    💡 Tip: After customizing upload file size and file formats, if the uploaded file does not meet the restrictions, the system will prompt accordingly

How to Configure Knowledge Base Space Settings?​

💡 Tip: Knowledge base space settings require enterprise space management permissions. Please ensure you have this permission before modifying knowledge base settings.

Knowledge base space settings can be accessed from multiple entry points:

  • On the knowledge base overview page of the enterprise space, click the "✏️" on the knowledge base card to open
  • After entering the knowledge base, click the ⚙️ button at the top left of the page to open
  • Navigate to "Management -> Knowledge Management -> Enterprise Space", select the knowledge base to edit, click the right side "···", and select "Manage" to open

General Settings​

General settings of the knowledge base are the information filled in when creating the knowledge base, including knowledge base Name, Type, Security Level, Description, Storage Quota, File Size Limit, Supported File Formats.

File Settings​

Indexing Method:

  • Basic Parsing: Suitable for general text recognition, choose basic parsing when files do not contain tables or images
  • OCR Intelligent Parsing: Calls integrated models to process documents, suitable for documents containing many tables; within OCR intelligent parsing, you can choose intelligent model parsing mode or Azure AI Document Intelligence
    • Intelligent Model Parsing: Uses built-in system models for semantic recognition and structured extraction, suitable for documents with tables or complex layouts
    • Azure AI Document Intelligence:
      • Basic: Provides more accurate text extraction, suitable for complex documents. Extracts printed and handwritten text
      • Layout: Has text recognition, table reconstruction, and image recognition capabilities. High-precision parsing to preserve document layout structure

Segmentation Mode:

  • Default Segmentation: The system splits text according to the default segmentation method
  • Fine Segmentation Mode: Text is first split by a maximum of 1024 characters, then each segment is further subdivided by 200 characters, each small segment has an independent index
  • Custom Mode: Users can customize the maximum number of characters per segment, for example, setting it to 500 will split every 500 characters into one segment

Retrieval Settings:

  • File Preview: Controls whether files (documents, images, videos, audio) in the knowledge base support online preview
  • File Indexing: Sets whether various resources (documents, images, videos, audio) in the knowledge base are included in the global search index. If turned off, the corresponding resources cannot be found by keyword search.

File Summary Generation: Automatically generates content summaries for documents in the knowledge base to facilitate quick browsing of core information. If turned off, newly uploaded documents will no longer automatically generate summaries.

Metadata​

Metadata is data used to describe data, such as file size, name, location, etc. In SERVICEME, metadata is used to enhance file management and knowledge base retrieval capabilities.

The Role of Metadata in SERVICEME​

File-level Metadata:

  • When uploading files, the system automatically saves basic metadata such as file size, name, storage location, etc.
  • Users can customize metadata, such as tags, categories, uploader, to manage files more precisely.
  • When retrieving knowledge base files, filtering based on metadata can improve search hit rates.

Knowledge Base-level Metadata:

  • The knowledge base itself can also be configured with metadata, such as theme, industry category, permission information, etc.
  • Through knowledge base metadata, more advanced classification and retrieval can be achieved, improving knowledge management efficiency.

Automatic Inheritance and Filling Mechanism of Metadata​

  • In the knowledge base structure of SERVICEME, if a folder is configured with a metadata template (i.e., specific Keys are defined), newly uploaded or synchronized files under that folder will automatically inherit these metadata Keys.

  • If a file has the "Summarization" feature enabled, during file processing and parsing, the system will automatically fill related field information based on the file content and metadata, making the file's semantic features and business tags more consistent, thereby improving the accuracy and contextual relevance of AI summarization and retrieval.

User Management​

Owner: The knowledge base owner has all permissions for this knowledge base, including management, editing, and access permissions.

Editor: Knowledge base editors have full operational rights on files, such as uploading, deleting files, etc.

Visitor: Visitors can only view the knowledge base content and cannot make any modifications.

tip
  • Member permissions can be managed through roles, but the role permissions page is only accessible by administrators
  • For specific operations on managing member permissions through roles, see the following section "How to Manage Knowledge Base Member Permissions through Roles"

Knowledge Base Member Permission Configuration​

Before understanding how to manage knowledge base member permissions through roles, it is necessary to understand three concepts: Role, User Authorization, Function Authorization

  • Role: Roles are created by administrators and can be created for different scenarios
  • User Authorization: After creating a role, users can be added to this role, which can also be understood as assigning a role to a user
  • Function Authorization: Function authorization of a role refers to what functions this role can have

💡 Tip: From the above, it can be seen that: Function Authorization + Role Authorization = Granting a certain permission to a user

⏳ Specific example: Grant DemoUser the Management permission for the Demo knowledge base

  • Click "Add New" on the right side of the role list to create a new role named "Knowledge Base Management"
  • After creating the knowledge base management role, click "Function Authorization" corresponding to the role, find "Space Management", under space management find and check "Demo" in knowledge bases, then click "Confirm"
  • Next, add the test account to this role by clicking "User Authorization" after the corresponding role, find and check DemoUser according to the test account's organization, then click "Confirm"
  • After completing the above operations, DemoUser will be successfully granted Management permission for the Demo knowledge base.

How to Delete Enterprise Spaces and Knowledge Bases?​

Delete Knowledge Base​

To delete a knowledge base, simply navigate to the knowledge base overview page, find the corresponding knowledge base card, and click the "🗑️" at the bottom right of the card to delete the knowledge base. The deletion method is the same for both My Space and Enterprise Space.

As shown below:

Delete Enterprise Space​

Deleting an enterprise space requires a user with space management permissions to navigate to "Settings -> Knowledge Management -> Enterprise Space", click the "⚙️" next to the enterprise space, select the enterprise space to delete in the popped-up enterprise space page, click "Delete" at the top right, and confirm the deletion.

As shown below:

My SpaceEnterprise Space
Download✅✅
Favorite✅✅
Delete✅✅
Rename✅✅
Re-preview✅✅
Re-segmentation✅✅
File Properties✅✅
Move to❌✅
Copy to❌✅
Add Shortcut❌✅
Tags❌✅
Metadata Properties❌✅