For licensed Collaborators with permission for this task. Check the selected organisation; feature availability and record access still apply.
What you will achieve
Capture useful knowledge in the record where it belongs and distinguish evidence, interpretation, requests and decisions.
Before you start
Identify the owning project, policy, risk or other governed record. Gather the source, its date/version and any restrictions on sharing it. Confirm who has authority to make the decision if one is needed.
The main Knowledge page directs creation into an entity's Knowledge workspace. Context is part of the record, not an afterthought.
Capture the knowledge
- Open the relevant entity and Knowledge.
- From the creation controls, choose the dedicated Fact or Article action. Use a Fact for a concise reference claim and an Article for a longer explanation.
- Give it a specific Title. In Content, state the claim or explanation and include the source reference, date/version and relevant scope.
- Separate source facts from your interpretation. Use a stable document reference or permitted link, not a private session URL. If the source is incomplete or disputed, say so.
- For a Fact, review Category, Confidence Level and Expires At. Confidence is your recorded judgement, not an automatic verification.
- For an Article, review Category, Status and Visibility, and add an Excerpt if helpful.
- Check the context panel names the intended parent record, then select Create Fact or Create Article. Reopen it from that record and verify the content and context.
Do not call an unsupported assertion a fact merely because that is the selected item type.
Request or record a decision
From the same entity context, use the dedicated Decision action. Choose Request Decision when someone still needs to decide. State the question, select the decision maker, review priority and visibility, then select Submit.
Choose Record Decision only for a decision already made. Record what was decided and preserve the basis and authority through the associated context/evidence, then Submit. A recorded choice does not automatically execute a workflow transition, supplier change or other operational action.
This guide uses the dedicated forms. Do not assume a similarly named option in the generic Knowledge Item form has the same fields or creates an already-made decision.
Check it worked
Find the item through the parent record and verify its source reference can be opened by the intended readers. Check whether a decision is pending or recorded and whether the correct person is responsible.
If something goes wrong
| Problem | Next action |
|---|---|
| The item is in the wrong context | Correct its supported association before others rely on it |
| The source is restricted | Keep a permitted reference and request appropriate access; do not copy it into a broader audience |
| A fact becomes outdated | Record the correction and review status/expiry, preserving the reason |
| A decision is disputed | Escalate to the authorised owner and retain the evidence trail |
Human judgement matters
AI summaries, meeting recollections and verified source records have different evidential weight. Name that difference instead of flattening everything into certainty.
What next?
For the wider context, see Manage projects, goals, assets and knowledge.
Link the resulting follow-up tasks and revisit the knowledge when its source or the underlying decision changes.
Get help
Ask your Organisation Administrator about access or the task owner about the content. For a platform error, include this guide reference, the affected page and a sanitised message, not confidential evidence or session details.