Rename a knowledgebase

Tam_Mailley
Tera Contributor

Hi,

 

I am in the process of recategorizing our existing Knowledgebases that I inherited and am looking to streamline and cut out unrequired KB's and categories. 

 

I am wondering the best way to do this. 

 

  • Is it best to set up the new KB's with the new categories and transfer articles into them or can the KB's be renamed and then the new index set up within?
  • What impact would this have on the articles based on the fact we have version control enabled.
  • Can the old categories be removed once all articles have been moved over to a new one?

Thanks for your time. 

5 REPLIES 5

Eoghan Sinnott
Kilo Sage
Kilo Sage

Hi Tam, 

 

As having had to do something similar recently, I would like to share my experience.

I would recommend setting up new Knowledge Bases, and moving the articles in as required and I would also recommend creating new categories as opposed to renaming existing ones.

Knowledge Categories exist on the knowledge base level, so will always have a "Parent" of the Knowledge Base they are associated to. These can be renamed and you can move existing Categories over to new knowledge bases, but to avoid confusion I think it is best to start the categories from scratch on the new Knowledge Base.

 

If you were to rename the Knowledge Base, the process of moving/renaming Categories could get very hard to manage. As the categories will still exist on the same "Parent" level you will only be renaming the categories for Published articles. Outdated versions will show the old Category name, and it could get confusing then for Authors when selecting a Category. By adding new categories to a new Knowledge Base, it removes the risk of the old categories showing up.

 

Versioning should not have an impact, as previous versions of the articles will still display the old category. This can be useful from an auditing or record retention standpoint, as you can always go back and see how many articles were moved over, or what category they used to be a part of.

 

So in summary I would recommend creating new Knowledge Bases and new Categories as required, and marking the old ones as Inactive once completed moving everything over.

 

Regards,