Choose which shared knowledge bases a QMS standard draws on, set the order they are consulted in, and search them.
Use a standard's Knowledge page to choose which of the organisation's shared knowledge bases the standard draws on, set the order in which they are consulted, and search across them. The knowledge bases themselves are created, configured and synchronised in the Knowledge Hub.
Product location: /qms/{standardCode}/knowledge (fallback: /qms/standards). Select Knowledge in the standard's navigation; confirm the standard named in the subtitle.
Select Knowledge in the standard's navigation, or open /qms/{standardCode}/knowledge using the standard's actual code, for example /qms/ISO-9001/knowledge. The subtitle names the standard: "The knowledge bases … draws on, and a search across them." Confirm it before changing anything.
Viewing the page requires QMS View settings access. Changing which sources the standard uses, or their order, requires Manage settings. Without it, the page says You can see which sources this standard uses but not change them. Ask your QMS administrator to check your role if the page is unavailable.
To create, configure, synchronise or inspect a knowledge base, choose Manage sources in the Knowledge Hub; see Connect and monitor knowledge sources. Use Knowledge indexing policies for document-vault indexing.
Product location: /qms/{standardCode}/knowledge (fallback: /qms/standards). Select Sources or Search.
Tab | Use it to |
|---|---|
Sources | See the knowledge bases this standard may draw on, in the order they are consulted, and choose which are in use. |
Search | Search the sources this standard uses and read the returned passages. |
The number beside Sources counts the sources in use. No knowledge sources yet means the standard has not been given access to any knowledge base. Sources are created in the Knowledge Hub and granted to a standard from there.
Product location: /qms/{standardCode}/knowledge (fallback: /qms/standards). Select Sources and find the source by name.
Each row shows its position, the source's name, its type (Official documentation or Your organisation) and its description. A row marked Not in use is withdrawn from this standard.
A caption explains when a source cannot be searched here: official documentation is not indexed in this workspace, although the assistant still uses it, or the knowledge base is no longer available in this workspace. Another caption appears when a source is still being prepared; it returns nothing until that finishes.
A source name alone does not identify the edition or content it contains. Check a source's configuration, synchronisation and content in the Knowledge Hub, where its running, completed or failed synchronisation is shown.
Product location: /qms/{standardCode}/knowledge (fallback: /qms/standards). Select Sources, change In use on the named source, then choose Save.
Select or clear In use on a row to include or withdraw that source for this standard. Turning one off withdraws this standard's access only; the source itself and every other standard's access to it stay as they are.
Changes are staged: the page shows how many changes are unsaved, and nothing is stored until you choose Save. Cancel returns to the stored settings. Knowledge access saved. confirms the save, and the list then shows the stored state.
Coordinate changes with the people using this standard's AI workflows. To retire or delete the underlying source itself, use the Knowledge Hub.
Product location: /qms/{standardCode}/knowledge (fallback: /qms/standards). Select Sources, move the named source with its arrows, then choose Save.
Use a row's up and down arrows (Consult this source earlier / Consult this source later) to move it, then choose Save. Position 1 is consulted first, and the assistant consults the sources in the saved order.
For example, place the organisation's current controlled procedures above general background guidance so that they are consulted first. The order also decides which sources a search covers when the standard uses more than twenty.
Product location: /qms/{standardCode}/knowledge (fallback: /qms/standards). Select Search, enter the phrase and choose Search.
Select Search.
Enter a phrase of at least two characters in Search this standard's knowledge.
Choose Search or press Enter.
Wait for the search to finish and read the passages.
The line under the box states the scope, for example "Searching 3 source(s) this standard uses." The search covers every source in use that can be searched, up to twenty, in the consultation order. There is no per-source selection. Choose Clear to empty the query and the results.
When none of the standard's sources can be searched, the Search tab says so before you type: official documentation is not indexed in this workspace, and a source has to be in use before it can be searched.
For example, search for a named procedure, requirement clause or distinctive phrase from a source that has finished synchronising.
Product location: /qms/{standardCode}/knowledge (fallback: /qms/standards). Select Search, run the search and find the named result.
Each result shows the source name, a match percentage, the passage and, where available, its location. A summary line gives the number of results and the number of sources searched. The match percentage describes how closely the passage matches your query; assess the passage's suitability for the decision you are making.
If some sources in use could not be searched, Some sources were not searched lists each one with its reason, for example a source beyond the number one search can cover.
Use in chat, on a result or on a source row, opens the standard's chat with that knowledge base in use, confirmed by "The assistant is now using …". It does not quote the passage: ask your question there, then review the answer and its sources before using it in a document or quality decision.
Product location: /qms/{standardCode}/knowledge (fallback: /qms/standards). Select the tab that shows the message; confirm the standard code.
A search that ran and matched nothing reads "Nothing matched … in this standard's sources." Broaden the phrase, try a known title, or check in the Knowledge Hub that the source has finished synchronising.
A failed search shows the reason, or The search could not be completed., keeps your query and offers Try Again. A failed request needs attention before its search outcome can be assessed.
If a save fails, the page shows the reason, or The knowledge access could not be saved. Your changes are still here. No part of the change was stored; correct the cause and save again, or choose Cancel to return to the stored settings. If the page cannot load, Could not load knowledge sources offers Try Again.
When asking for help, include /qms/{standardCode}/knowledge, the actual standard code, source name, attempted action and visible message.
