Manage a document and access the latest version of the document from an article by linking the document to a Knowledge article.

Before you begin

Your administrator must have activated the following plugins:
  • Knowledge Document plugin (com.snc.knowledge_document)
  • Knowledge Management Advanced plugin (com.snc.knowledge_advanced)

The document is already uploaded and published. For more information, see Upload a document and Publish an approved revision.

You must have contribute access to the Knowledge Base within which the article linked to the document is stored.

If a Knowledge article is already linked to the document, you must have contribute access to the article.

Role required: document_management_user and knowledge

About this task

You can link the initial or revised version of a document to a Knowledge article. The document appears as an attachment to the linked article. Revising a document doesn't automatically update the document attached to the linked Knowledge article. Therefore, every time you revise a document, you must again link the revised document to the Knowledge article.
Note:

As the owner of a document or an administrator, you can link the document to a published article. If the article is checked out by another user, you can't link the document to the associated article, unless the article is published.

A managed document can only be linked to one article.

Procedure

  1. Navigate to Managed Documents > Documents > All.
  2. Click the document.
  3. In the Knowledge Settings related list, fill in the fields.
    Table 1. Knowledge settings
    Field Description
    Behavior Process performed when the Link to Knowledge related link is clicked.

    A behavior is one of the following types:

    • Always create record: A new Knowledge article is created and linked with the latest published revision of the document as an attachment.
    • Update existing record: The linked Knowledge article is updated with the latest published revision of the document as an attachment. If no Knowledge articles exist for the document, a new Knowledge article is created.
    Note: Once you select a behavior setting for a document, you can't modify it later when revising the document.
    Knowledge Base Knowledge Base in which the Knowledge article is stored. You can associate a Knowledge article with one Knowledge Base only. If you are using an article template, you can modify this value only if the template is available in the other Knowledge Base.
    Type Article template to create a Knowledge article using defined fields and values.
    Note: when a Knowledge article is created, the Type field becomes read-only.
    Valid to Date that the article expires. Adds valid to date information to the same field in the Knowledge article.
    Short description A few words or short phrase describing the Knowledge article. Adds the short description to the same field in the Knowledge article.
  4. Click the Link to Knowledge related link.
  5. (Optional) In the information message that is displayed, click the message link to view the Knowledge article.

Result

The uploaded document is added as an attachment to a Knowledge article. Depending on the Behavior field value specified in the Knowledge settings related list, the Knowledge article is created or updated with the document.