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Working with knowledge objects: visibility and favoriting

Besides using knowledge objects in queries, and to create other knowledge objects, there are two other ways to work with your knowledge objects:

Changing the visibility of knowledge objects

You can set knowledge objects to be hidden or visible

  • Visible objects can be viewed and searched for by all users in object lists, and can be used to define knowledge objects and in queries. Objects are visible by default. 
  • Hidden objects are only visible to admin users, and cannot be used in queries or to define objects. However, hidden objects will still appear in object lists. Because hidden objects are not shown in drop-downs in query and object builders, you can use this setting to keep those lists to a manageable size. You can also use the hidden setting to prevent users from using specific objects.  

Object visibility and ownership

Anyone can toggle any object to be visible or hidden. 

The visibility status is not related to object ownership. If you want to use an object in a query or when defining an object but otherwise want it hidden from lists, first make it visible, use it, then turn it back to hidden.

Other users won’t be able to accidentally use a hidden object in a query or object definition, but the data in the hidden object might be helpful as part of something else.

For example, if you have a raw context that has important data but needs to be cleaned up, you can create another context (a manual context) for the clean version and hide the original raw context. Users can then pick the right context, using the one with a friendly name.

Basically, you want to hide objects that users don't rely on things they shouldn’t use. However, there are also more complex reasons, such as needing to create a Context A that is defined by a Context B which is in turn defined by a Raw Context C. In that case, you’ll want to hide Contexts B and C.

Favoriting your knowledge objects

It's common that users from across your organization who are not familiar with your data schema will want to easily identify the right objects to use in their queries to ensure they are referencing the correct data.

When picking a knowledge object for a sentence, users in departments who weren't directly involved in instrumentation may not know which of several similarly-named objects is the correct one to use.

Useful information includes:

  • Which data objects are officially approved (in other words, which are sanctioned by a trusted authority at your organization)
  • Which objects are used most often
  • Information about each object (such as examples of values or whether it's likely to even have a value) that they can use to validate that this is the object they want to use.

Even more basically, your users simply might not know which values to select for their query sentences.

Types of favorites

There are two categories of favorites:

  • Personal favorite: This can be applied by any user, and is only visible to that user. However, an object's popularity rating is based on the number of times it has been marked as a favorite by users. Personal favorites are identified by a gold star.
  • Admin favorite: This can only be applied by admin users, but it's visible to all users. Admin favorites are identified by a gray star.

favorite_items.png 

Favorited items appear at the top of lists, in alphabetical order. Personal favorites are shown before admin favorites. 

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