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About adding KB records

Add KB records

Methods

QuestionPoint provides several ways to add records to a KB:

  • You can add multiple records when you select questions in a question list in the Ask a Librarian module.
  • You can add a record when you view a Full Question in the Ask a Librarian module.
  • You can add a record using an entry form in the Knowledge Base module.
  • You can add a Global record when you view a local record in the Knowledge Base module.

Inactive status

When a record is added to a KB, it has inactive status until it is activated by a KB editor.

Only active records are found when someone searches for information in a KB. You cannot find an active record until it is indexed. (Records are indexed within 24 hours after they are activated.)

However, active and inactive records are available when someone browses a KB.

Options and tools

QuestionPoint provides several options and tools for adding records to a KB:

  • Control the amount of information. Some information is required when you add a record. Other information, including a source citation, is optional. When you add a record from a question list or Full Question, QuestionPoint automatically copies information from the question to the record.
  • Add a record to one or more KBs at a time. You can add copies of a record to the Global KB and any local KBs to which you may add records.
  • Make a record available to patrons. You indicate whether you want to make the record available for public access so patrons can search and view it.
  • Add records without editing them first. When you add records from a question list, you can add them without editing or you can view and edit each one.
  • Activate records as you add them. If you are a KB editor, you can activate records as you add them so others can search and view them.
  • Save a draft. You can save a draft of a record so you can return later to complete your work and add the record.

Can my library add KB records?

The following information lists the steps that must be completed before anyone at your library can add records to a KB.

Global KB

Your library can add records to the Global KB if:

  1. Your institution administrator submits your library's QuestionPoint profile to the Global Network and the Global administrator activates the profile.
  2. Your institution administrator gives Add/Submit privileges for the Global KB to each librarian who will add records.

Local KB of your library's subscription group

If your library is a QuestionPoint full subscriber that participates in a subscription group, your library can add records to the group's local KB if:

  1. Your institution administrator submits your library's QuestionPoint profile to the group.
  2. The group administrator activates your library's profile.
  3. The group administrator gives your institution administrator one of the following privileges for the group's local KB: Add/Submit, Edit, or Edit/Delete.
  4. Your institution administrator gives one of the following privileges for the group's local KB to each librarian who will add records: Add/Submit, Edit, or Edit/Delete.

Local KB of your library

If your library is a QuestionPoint full subscriber that does not participate in a subscription group, your library can add records to its own local KB if:

  1. Your institution administrator activates your library's QuestionPoint profile.
  2. Your institution administrator gives one of the following privileges for the local KB to each librarian who will add records: Add/Submit, Edit, or Edit/Delete.

Local KB of a group that your library joined online

If your library joins a group online that has a local KB, each of your library's accounts automatically receives Add/Submit privileges for the group's local KB when the group administrator activates your library's membership.

To which KBs can I add records?

To learn whether you can add KB records and to which KBs you can add them:

  1. Select Knowledge Base in the Select Service drop-down menu.
  2. Is there an Add/Edit tab next to the Search and Browse tabs?
    • If yes, go to step 3.
    • If no, stop. You cannot add records to any KB.
  3. Click Add/Edit. QuestionPoint displays the Add New Record page.
  4. Look at the Add To field in the Required Fields area. It lists the KBs to which you can add records.

 Note: The Add To field also contains:

What should I do if I cannot add KB records?

Contact your institution administrator if you cannot add records to a KB.

If you cannot add records to a KB but others at your library can, your institution administrator needs to give you Add/Submit privileges for the KB.

If no one at your library can add records to a KB, your institution administrator may need to complete and submit your library's profile.

View my KB privileges

  1. Click My QuestionPoint at the top of any QuestionPoint page. QuestionPoint displays the My QuestionPoint screen.
  2. Click My Settings. QuestionPoint displays the View/Change My Settings page.
  3. View the Account Privileges for Knowledge Base.
  4. Contact your institution administrator if you need to request changes to your KB privileges.

Abilities of the KB privileges

The following table describes the abilities of the KB privileges.

KB privileges abilities
View KB Abilities:
  • Search active records
  • Copy or forward active records to answer questions
  • Browse all records
Add/Submit All the abilities of View KB privileges plus:
  • Add inactive records
Edit KB All the abilities of Add/Submit privileges plus:
  • Edit inactive records
  • Activate inactive records
  • Update active records
Edit/Delete KB All the abilities of Edit KB privileges plus:
  • Remove records from the KB

 

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