Knowledgebase & FAQ
Do barcode readers work with Knowledgeone K1?
Q: Do barcode readers work with Knowledgeone K1?
A: In short, Yes.
Are configuration settings lost when you do the final data import?
Q: When you are in a test environment you import your data and do your configuring, prior to going live after test and configuring is completed, you import your data for the final time, do you lose your configuration settings, meaning do you need to configure twice?
A: The configuring of the RecFind data will be
done automatically by the RecFind2K1 conversion program. It is
always brought across in a standard way. You cannot alter the
way the RecFind data is imported into K1, (and nor would you
want to because it is a very complex process as the two database
designs are totally, absolutely different).
In a test environment, do you only have 45 days to configure?
Q: In test environment, do you only have 45 days to configure?
A: Yes you have 45 days to test Knowledgeone
K1 in a test environment, after that you must activate
your license to continue using Knowledgeone K1.
Can the Knowledgeone K1 interface be configured to look like RecFind?
Q: Is the interface configurable to ease the transition for users from RecFind to Knowledgeone K1, e.g. by adding some familiar menu options etc to simplify user training etc?
A: With Knowledgeone K1 you can customize each user’s interface to a highly personalized look and feel, although as stated before there is no one for one comparison of features between RecFind and Knowledgeone K1. But, you cannot alter the standard user interface.
Can Knowledgeone K1 integrate with content management systems?
Q: Does Knowledgeone K1 have any relationships or ability to integrate with any (web) Content Management Systems (to act as the document repository for material published and/or dynamically linked to web sites?)
A: Knowledgeone K1 is a content management repository, storing, indexing and managing documents of any type. Version 2.0 will add WCM abilities and Knowledgeone K1 can also easily integrate to any other WCM using Xchange K1.
Can Knowledgeone K1 create any object types (such as files, documents etc)?
Q: Can Knowledgeone K1 be used to create any object types (such as files, documents etc) without restrictions like the ones that exist in RecFind (3 basic objects supported only, then sub-types)?
If so, can the hierarchical relationships between these objects be defined by the Records Manager / Knowledgeone K1 Administrator?
A: Yes Knowledgeone K1 can create any object types and there are no restrictions.
Yes, the hierarchical relationships between these objects be defined infinitely more so than in RecFind.
Can the screen layouts and forms in Knowledgeone K1 be customized?
Q: The default screen layout of objects' metadata is not conducive to easy visual scanning or recognition (e.g. a single list of fields scrolling off the bottom of the screen). Can the screen layouts be customized by Records Managers (without a need for advanced IT or programming skills) to make them easier to read/navigate, and can they be modified into custom-designed "forms" to assist in data entry when registering new items (e.g. more like RecFind and other Document management systems)?
A: Yes, Knowledgeone K1 is designed to be totally configurable to suit the requirements of the user and organization. This can be done through the DRM by the administrator or IT. Note that you cannot change the basic user interface (if that is what you are referring to) but you can change any aspect of it including fields, captions, links, colors, backgrounds, etc. We don’t agree with your comment that it is not conductive to easy visual screening or recognition; we believe it is far superior to RecFind in this aspect. You really need to do the Knowledgeone K1 course first before trying to critique its features.
Does Knowledgeone K1 support disposal triggers?
Q: Does Knowledgeone K1 support a similar range of disposal "triggers" as provided by RecFind?
A: Yes, even more as the customer can design new ones at will, using the DRM.
Can Knowledgeone K1 convert Edoc author details?
Q: Does Knowledgeone K1 bring over the Edoc author details e.g. the word profile?
A: Knowledgeone K1 automatically captures all the ‘natural’ properties of a document available through .NET calls. Strangely, .NET 2003 did not include the author property (this should be fixed in .NET 2005). Plus, author is not a standard or consistent property of all electronic documents. Sometimes it is there and sometimes it isn’t.
Can Knowledgeone K1 prevent electronic documents from being altered?
Q: Can an electronic document stored in Knowledgeone K1 be assigned a "completed" or "finalized" attribute so that it cannot be altered further (i.e. to form an electronic record)?
A: You can utilize any existing field in the
Metadata for this purpose or modify any existing field or add
any new field required using the DRM (no programming required).
You can also automate any process required using the DRM.
Can Knowledgeone K1 integrate with enterprise portal systems?
Q: Does Knowledgeone K1 have any relationships or integrations in place with enterprise portal products (e.g. for global enquiry access across multiple business systems including K1)?
A: Knowledgeone K1 is an enterprise
portal. Version 2.0 will add the ability to search across all
other systems. Xchange K1 (delivered as a standard
module with Knowledgeone K1) also allows you to
integrate to any other system, to import or export any data and
to automatically integrate to any other application. Xchange
K1 also allows you to export RM data in industry standard
Can Knowledgeone K1 utilize a "File Plan" classification scheme?
Q: Can Knowledgeone K1 utilize a "file plan" type classification scheme as an alternative to a thesaurus-based scheme?
A: Definitely, the records management ‘personality’ in Knowledgeone K1 is based on the File Plan model.
Are there any features or functions of RecFind that are not converted to Knowledgeone K1?
Q: Are there specific features or functions of RecFind that do not carry through to the converted database run under Knowledgeone K1?
A: As we are not aware of all the functions currently being used by our customers (everyone is different), we can’t give a definite answer. Everything RecFind does Knowledgeone K1 does and much, BUT no feature to feature comparison is possible because they are two completely different products.
Can a list of hard and electronic documents be viewed together?
Q: In Knowledgeone K1, can a list of all documents (both hard and electronic) for a file be viewed together in a mixed list or are they separate?
A: Just as in RecFind they are kept in separate tables. In Knowledgeone K1 ‘paper’ documents are recorded in the Metadata Profile table and all electronic documents and images are stored in the EDOC table. You can link these in any way you like. You can search for both and display both and display all electronic documents (EDOCS) linked to any Metadata Profile in a single click – far fewer steps than is required in RecFind.
Is it possible for Knowledgeone Corp to import data as a test and clearly indicate any issues?
Q: Is it possible for Knowledge Corporation to import data as a test and clearly indicate any issues?
A: K1 is supplied with a special program for
RecFind users called the “RecFind2K1” conversion program. This
is essentially a one-button conversion of any or all of your
RecFind databases into K1. The design and writing of this
program was a major part of the K1 R&D effort. It will convert
all of your data from RecFind into K1.
A major part of the Knowledgeone K1
testing plan was importing data into Knowledgeone K1.
Does Knowledgeone K1 integrate with GroupWise e-mail?
Q: Does Knowledgeone K1 integrate with GroupWise e-mail?
Can Knowledgeone K1 manage documents containing links to other documents?
Q: Support for linked documents - can Knowledgeone K1 manage documents (e.g. Word, Excel, Adobe FrameMaker) containing links to other documents? For example, if an electronic document with a link is opened in the Knowledgeone K1 environment, can users click on the link to open the associated document in K1's document store?
Does Knowledgeone K1 interface with MS Office applications?
Q: Can or does K1 interface with MS-Office applications (e.g. Word, Excel, Powerpoint) so that all electronic documents can be automatically opened from and saved to the Knowledgeone K1 electronic repository without users having to choose between the network drive structure and the Knowledgeone K1 repository (e.g. via the "button" as it existed in RecFind – and also, does the Knowledgeone K1 button function in the same manner as the RecFind button?)
A: Yes and Knowledgeone K1 is much more powerful and easier to use than RecFind for all information management functions including imaging and electronic document management. No function or feature in Knowledgeone K1 was based on a RecFind feature or function and none work the same way. No, the Knowledgeone K1 Button is not based on the RecFind Button and no it does not work in the same way. It is a brand new product based on the .NET smart client paradigm and SOAP protocol.
Can the NSW metadata standard be built into Knowledgeone K1?
Q: Has any consideration of the NSW metadata standard been built into Knowledgeone K1?
A: Yes. The Knowledgeone K1 Metadata standard is totally and easily configurable by any user to any standard, without programming, by using the standard DRM module supplied with Knowledgeone K1.
Can Knowledgeone K1 implement the mandatory OICT security requirements for NSW public agencies?
Q: How can Knowledgeone K1 implement the mandatory security requirements issued by OICT for NSW public agencies, i.e. Security Levels (hierarchical access) and various additional controls at the "X-in-Confidence level (e.g. personnel, commercial, legal, cabinet, etc)?
A: Please see the Help files on setting up security or please attend the training course to learn how to do this yourselves. The Knowledgeone K1 security system is infinitely more flexible, more powerful and easier to use than the RecFind security system BUT, it is different.
Can Knowledgeone K1 OCR retrospectively?
Q: Can you OCR retrospectively? If so how do you go about it?
A: You need a third part OCR engine. There are any number of ways to integrate this with Knowledgeone K1 but the easiest way would be to duplicate what we do with the ISYS SDK where we automatically full text index every new electronic document added to the Knowledgeone K1 database. How we actually do this will depend upon the functionality and features of the OCR engine/SDK you select. However, it is easy to do in Knowledgeone K1.
Does Knowledgeone K1 provide workflow for the assignment of "parallel tasks?
Q: Does Knowledgeone K1 include a workflow engine which provides for "parallel" assignment of tasks, e.g. if a document must be reviewed by 2 or more persons concurrently, rather than step-wise one after the other as per the RecFind workflow?
If not, does Knowledgeone K1 have any association with, or integration options involving other workflow system suppliers which can support parallel workflow?
A: Yes, and RecFind also does this too. The above highlighted statement about RecFind is incorrect. The workflow in Knowledgeone K1 is more powerful and more flexible than that in RecFind and can also be easily extended by the customer (as can all things in Knowledgeone K1).
Can revised documents be tracked in Knowledgeone K1
Q: Can Knowledgeone K1 maintain a trail of revisions to a document for complete retention of all drafts, or just for selective retention (e.g. certain key drafts)? Can the system also be used to just overwrite an existing "work in progress" document?
A: Yes, anyway you like.
Can the security function in Knowledgeone K1 group staff that are not in an organizational unit?
Q: Can Knowledgeone K1 support the grouping of staff members other than by organizational units for purposes of controlling access to information and other security privileges, e.g. to limit a users general level of system access?
A: Yes, much better than RecFind could.
Is there a standard RecFind to K1 upgrade method to support RecFind customers?
Q: Is there a standard RecFind to K1 upgrade method to support customers? For example, RecFind structures and mapping will be implemented to work when upgrading.
A: Yes, the standard RecFind2K1 conversion
program was designed to do exactly this.
What details do we need to know prior to installation as a test environment?
Q: What details do we need to know prior to installation as a test environment?
A: Please see the paper, ‘Tips on Testing
Knowledgeone K1 before upgrading from RecFind’ in our
Knowledgebase section of our website:
Can a thesaurus in Knowledgeone K1 be maintained?
Q: Can the Records Manager / Knowledgeone K1 Administrator maintain the thesaurus (e.g. can terms be modified or added, and relationships updated etc)?
Why haven't our thesaurus terms converted to the appropriate levels in the hierarchy?
Q: It appears that some of our thesaurus terms have not converted at the appropriate levels in the hierarchy, e.g. when creating a new record, the keyword list appears to contain terms that are not keywords, and did not appear to contain all keywords.
Can this be confirmed or is this because of incorrect use of the system?
If the thesaurus has not converted correctly, is this an issue with the current conversion process?
A: Without having knowledge of everyone’s specific database it is very hard to say. We would need to see how the Thesaurus is configured in RecFind. You will note that Knowledgeone K1 has a new way of handling the Corporate Vocabulary, totally unlike RecFind.
For example, the file titling and Corporate Vocabulary (called a Keyword Thesaurus in RecFind) are totally separate in Knowledgeone K1 as opposed to being part of a single feature in RecFind. The RecFind2K1 conversion program does bring across the file titling rules and phrases from RecFind and the use of this feature in Knowledgeone K1 produces a similar result to that in RecFind but in a completely different way.
There are no issues with the conversion utility or process. The RecFind2K1 conversion program does convert both the Corporate Vocabulary, standard File tiles, automatic file number generation and all other aspects. Please submit a support call with details (showing the same example from RecFind and Knowledgeone K1 after the conversion) for us to examine if you have concerns.
Is Knowledgeone K1 capable of using both version and revision numbering of documents?
Q: Is Knowledgeone K1 capable of using both version, and revision numbering of documents (as per Engineering practices), with associated numbered drafts? For example, the first Version of a document may have Revisions 1, 2, and 3 (before Revision 3 is accepted and approved). If a major modification to the document is later carried out, it is amended to a later Version number, e.g. Version 2, which may also have various minor revisions made to it over time.
The scheme essentially requires "Versions" to be assigned to the first approved document and any others involving substantial updates, whilst each "major" version may have more minor "revisions" made to it.
A: Yes, this is process driven and user
Can I apply access controls to objects in Knowledgeone K1?
Q: Can access controls be applied to other objects in the Knowledgeone K1 system, e.g. to hide thesaurus terms, user names, business units, object types, Disposal Authority entries etc from users or user groups who will not require access to them (in the interests of providing a less complex interface)?
A: Yes, the administrator determines which users have access to what tables and what fields. Knowledgeone K1 does this much better than RecFind.
Can /does Knowledgeone K1 maintain an audit trail of actions undertaken on all objects?
Q: Can / does Knowledgeone K1 maintain an audit trail of actions undertaken on all objects? Can the actions to be audited be determined or customized by an Administrator?
A: Yes, you can configure the audit trail to capture anything you like, including failed log-ins.
Can Knowledgeone K1 work with Active Directory and LDAP?
Q: Can Knowledgeone K1 work with Active Directory and LDAP?
A: This will be part of Knowledgeone K1 version 2.0. There were issues with .NET 2003 and browser support that prevented this happening with version 1.0.
Can additional access controls be applied in Knowledgeone K1
Q: Can additional access controls be applied to information on a user or user group basis (e.g. to protect certain commercial in confidence documents used in one area from access by users in other areas who may have the same security classification)?
A: Yes, the administrator can decide the access rights of all users down to specific fields and methods.
Can Knowledgeone K1 Manage AutoCAD drawings as documents?
Q: Is Knowledgeone K1 capable of managing electronic AutoCAD drawings as documents in the same way as MS-Word, for example?
Can Knowledgeone K1 automatically capture documents and e-mail?
Q: Can directories (on fileshares) and folders (in personal GroupWise structures) be set up to link to specific objects (files) in K1 to facilitate capture of documents and e-mails into Knowledgeone K1 for users who are unfamiliar with or unwilling to use the document/records management interface? If so, can end users create these links themselves in their own e-mail environments?
A: Yes, this can be done through GEM K1 for emails and Capture K1 for documents. Both these products are fully automatic, rules driven, server centric systems. K1 was designed around the .NET, thin-client, server-centric, rules-driven and fully automatic model and GEM (for emails) and Capture (for electronic documents) are fundamental components of the Knowledgeone K1 paradigm.
Can Knowledgeone K1 automatically assign retention instructions?
Q: Can Knowledgeone K1 be configured (and if so, what level of skill is required) to automatically assign a retention instruction (disposal authority class) to an object based on its classification (whether thesaurus of file-plan based)?
A: Yes, the administrator or anyone with the level of security required can do this.