Setting up the Knowledge Base with Toufic
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This guide focuses on populating the core content of the Knowledge Base module. You will learn how to build out two key components: Articles and the company's Risk Register.
We will begin by creating Article Groups to organize content, followed by the process of writing, editing, and publishing individual Articles.
We will then configure the Risk Register, which involves first setting up essential data in the Catalogue and then using that data to create and define new risk entries.
Required Data Entry
Article Groups
Before creating an Article in the Knowledge Base, you will need to configure your Article Groups.
Think of Article Groups as folders or a similar style of organization system.
To create a new group for Articles, navigate to the Knowledge Base module.
From the Article Group submenu, you can add new Groups using the Create New Group button.
Risk Register Data Entry
To set up the Risk Register, there are six different data entry areas to complete.
- Department
- Risk Categories
- Risk Types
- Activities
- Control Measures
- Roles
Once these are set up, you can start adding risks to the Risk Register.
Each risk you add can then be used in Risk Fields when building Form Templates.
Details on setting these up in the Catalogue Module are available below:
Catalogue Basics
Setting up the Catalogue for the Risk Register - Video Overview
Catalogue Basics
The Basic Catalogue
Within the Catalogues module, the Catalogue section is where the majority of settings reside.
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In the Basic Catalogue, there are a number of settings which work the same, but display in different areas. The following list of settings all share the same steps for adding, editing, and deleting options:
Simple Settings
- Plant Fuel Categories
- Attachments
- Qualifications
- Roles
- Departments
- Risk Categories
- Risk Types
- Activities
- Control Measures
- Defect Types
- Transaction Types
- Form Statuses
Adding a New Item to a Simple Settings
From the setting section, click the Create button in the upper right corner.
This all open up the Add New Menu.
Enter the text for the related setting in the Name field.
Click the Save icon in the upper right.
To Edit a Simple Setting click the Edit pencil icon.
To Delete a Simple Setting click the Rubbish icon.
Resourcing Types
Add a new Resourcing Type
To add a new Resourcing Type, from the setting area, click the Plus icon in the upper right.
Enter the text in the Name field and select either Plant or Staff in the Resource Type dropdown.
Click Create Resource Type to update your Resource Type list.
To Edit a Resource Type click the Edit pencil icon.
To Delete a Resource Type click the Rubbish icon.
WO Types
Add a new Work Order Type
To add a new Work Order Type, from the setting area, click the Create New Group icon in the upper right.
WO Cost Types
Add a new Work Order Cost Type
To add a new Work Order Cost Type, from the setting area, click the Plus icon in the upper right.
Enter the text for the Cost Type, as well as the Code, Interval Unit, and Description text.
Click Create Cost Type in the upper right to save this Work Order Cost Type to your list.
To Edit a Work Order Cost Type click the Edit pencil icon.
To Delete a Work Order Cost Type click the Rubbish icon.
States and Territories
Add a new State and Territory
To add a new State or Territory, from the setting area, click the Plus icon in the upper right.
From the Create Menu, enter the Name and Code text as desired for your State or Territory.
Click Save to add this item to your States and Territories List.
To Edit a State or Territory click the Edit pencil icon.
To Delete a State or Territory click the Rubbish icon.
Add a new Article to the Knowledge Base
To add a new Article to the Knowledge Base, click the blue Plus button in the upper right corner of the Articles dashboard. Full details of managing Knowledge Base Articles is available below.
Managing Knowledge Base Articles
Knowledge Base Articles - Video Overview
Managing Knowledge Base Articles
The Articles Dashboard is where you can view all current and historical Articles in your Knowledge Base.
From the dashboard you can export your Articles as PDFs, create new Articles, as well as refresh your article list as needed.
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The Article Dashboard Explained
There are three major areas of the dashboard:
- Group and Role Filter - this is where filters can be applied based on specific Article Groups or Roles.
- Search Bar- Search your Article list with this text search.
- Article List - this is where your Articles are displayed.
Further details of each section are explained in following tabs.
Article Group
An Article can belong to a single Article Group within the Knowledge Base.
Add an Article Group
Click the Create New Group button from the Article Group menu.
Type the Group Name in the Details field.
Click Save Job Group to save.
Edit an Article Group
Click the Edit pencil next to the group you wish to edit.
Update the Details as needed and click Update Job Group to save your changes.
Delete an Article Group
Click the Rubbish icon next to the group you wish to delete.
A confirmation window will appear - click OK to delete the Article Group.
Roles
Roles are created and managed in the Roles Catalogue.
Click Create Role and enter the name of the role.
Click the Save icon to save the newly created Role.
Search
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Type into the Article Search bar to get a live-list based on your entered criteria. Even as-little as a single character can be used in this search field.  |
List
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The Article list will display all Articles records that have been created.
 Sorting of the columns is done by clicking on the arrow next to the column name. This will alternate between sorting Ascending and Descending sorts. |
Managing Articles in the Knowledge Base
New
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Click the Plus button to create a new Article. When creating a new Article, the only required field is the Name. An Article has the following options:
The content of the Article can be type or pasted into the HTML canvas below the Article Details.   You can Save as Draft or Publish the article immediately.
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Edit
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 To Edit an Article, from the Article list, click on the Article Name. Once you are viewing the Article, click the Edit pencil icon to change to Edit Mode. When Editing an Article, you can keep it marked as a Draft or Publish the Article. Once an Article is marked as published, it cannot be reverted to the Draft status. Minor and Major UpdatesWhen saving as a Draft or Publishing an Article after making changes, you will be presented the Revision screen. From here, select the revision as either Minor or Major.
A Minor revision will update the second digit of the Version number - ‘Version 1.3’. A Major revision will update the first digit of the Version number - ‘Version 2’. |
Actions and Files
While viewing an Article, but not in Edit Mode, you can create Article Actions or Linked Files by clicking the Plus icon in the top right corner.
Article Actions
Article Actions are Form-based activities related to the Knowledge Base Article
Each action has a Name, a Performed by Role, a Step Number, and Form Action.
An in-depth description of the related form activity can be provided in the HTML Canvas.
Linked Files
Articles can have Linked Files, providing additional context or supporting documentation for the Article.
When adding a Linked File, select a Folder as desired (but not required).
Click the Upload button to attach the specific file desired.
Click Next to attach the file to the Article.
Delete
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You can Delete an Article while in Edit Mode.
 While in Edit Mode, click the Rubbish icon next to the Save as Draft or Publish buttons. |
Adding new lines to the Risk Register
To start Adding or Editing your Risk Register, navigate to the Risk Register submenu.
Click the Edit button in the upper right corner to enter Edit mode.
Click New Row to add a blank Risk to the Register.
Each column of this row is either a drop-down selection of the data you entered in the Catalogue, or a text field for you to enter in the Potential Hazard or Consequence.
There are numeric fields for the Initial Risk Rating and the Residual Risk Rating fields.
While in Edit Mode, you can Reorder existing rows, Edit their specific details, and Delete unneeded rows.
To save changes made to the Risk Register, click the Save button in the upper right corner of the register.
Full details of Setting up the Risk Register are available below:
Set up a Risk Register
Setting up the Risk Register - Video Overview
Set up a Risk Register
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The Risk Register is a list of all known risks in your Prestartr. To set it up, you need to first complete six sections in the Catalogue:
Once these are set up, you can start adding risks to the Risk Register. Each risk added can be used in Risk Fields on Form Templates. See Catalogue Basics for details on how to set up these required items. |
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Editing the Risk Register
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To start Adding or Editing your Risk Register, click the Edit button in the upper right corner. |
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While in Edit Mode, you can Reorder existing rows, Edit their specific details, and Delete unneeded rows.
Risk Register Row Breakdown
Before setting up a Risk Register…
Fields marked with an * must be setup in the Catalogue prior to editing your Risk Register.
See Catalogue Basics for details on how to set up these required items.
Each row of the Risk Register is comprised of the following fields:
- Department*
- Risk Category*
- Risk Type*
- Activity*
- Potential Hazard
- Consequence
- Initial Risk Rating: L - C - R
- Control Measure*
- Residual Risk Rating - L - C - R
- Responsibility*
To Delete a row of your Risk Register, click the Rubbish icon on the far right.
To Add new rows to your Risk Register, click the New Row button on the bottom left.
This will conclude the creation of Article Groups, Articles, and lines of the Risk Register.