knowledge_article_system/USER_GUIDE.md

Knowledge Article System - User Guide

Overview

The Knowledge Article System is a simple desktop application for documenting and searching IT processes, troubleshooting steps, and other technical knowledge.

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Getting Started

Starting the Application

1. Start the backend server:

   • Navigate to the server folder
   • Run the server executable or node server.js
   • Server will run on port 9000

2. Start the frontend:

   • Navigate to the frontend folder
   • Run npm run dev
   • Open your browser to http://localhost:5173

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Using the System

Searching for Articles

1. When you first open the application, you'll see a list of all knowledge articles

2. Use the search bar at the top to find specific articles

3. You can search by:

   • KA Number (e.g., "KA001")
   • Article Title (e.g., "password reset")
   • Article Content (e.g., "printer")

4. Search results update automatically

5. Clear the search box to see all articles again

Viewing an Article

1. Click on any article in the list to view it
2. The article will display:
   • KA Number (e.g., KA001)
   • Title
   • Creation date
   • Full content
3. Click the ← Back button to return to the article list

Creating a New Article

1. From the article list view, click the + Create New Article button
2. Enter the article information:
   • Title: Brief description of the issue or process
   • Content: Detailed steps, troubleshooting tips, or explanations
3. Click Save to create the article
   • The system will automatically assign a KA number (KA001, KA002, etc.)
4. Click Cancel to discard and return to the list

Editing an Article

1. Open the article you want to edit
2. Click the Edit button
3. Make your changes to the title or content
4. Click Save to save your changes
5. Click Cancel to discard changes and return to viewing the article

Deleting an Article

1. Open the article you want to delete
2. Click the Delete button
3. Confirm that you want to delete the article
4. The article will be permanently removed

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Best Practices

Writing Good Knowledge Articles

Use Clear Titles

• ✅ "How to Reset User Password in Active Directory"
• ❌ "Password Thing"

Structure Your Content

• Start with a brief description of the issue or process
• List steps clearly and in order
• Include any important warnings or notes
• Add troubleshooting tips if applicable

Example Format:

Issue: User cannot access shared network drive

Solution:
1. Verify user has correct permissions
2. Check network connectivity
3. Restart Windows File Explorer
4. If issue persists, check group policy settings

Notes:
- This issue commonly occurs after Windows updates
- Always verify the drive is mapped correctly first

Keep It Updated

• When you discover new information or better solutions, edit the article
• Delete outdated articles that are no longer relevant

Use Consistent Naming

• Keep KA titles consistent (e.g., all start with "How to..." or describe the issue)
• This makes searching easier

Search Tips

Use Keywords

• Search for the most unique or specific term
• Example: Search "VPN" instead of "connection issue"

Search by KA Number

• If you know the KA number, search for it directly (e.g., "KA015")
• This is the fastest way to find a specific article

Try Different Terms

• If you don't find what you need, try synonyms
• Example: "login" vs "sign in" vs "authentication"

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Common Workflows

Documenting a New Process

1. Click + Create New Article
2. Title: "How to [process name]"
3. Write step-by-step instructions in the content area
4. Save the article
5. Share the KA number with your team

Solving a Recurring Issue

1. Search for existing articles about the issue first
2. If found: Review the solution and update if needed
3. If not found: Create a new article documenting the solution
4. Next time someone has the issue, just search and share the KA number

Quick Reference During Support Calls

1. While on a support call, search for the relevant issue
2. Open the article and follow the documented steps
3. Update the article after the call if you discovered anything new

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Troubleshooting

"No articles found"

• Check your search term - try a broader search
• Clear the search box to see all articles
• If truly no articles exist, create the first one!

Can't save an article

• Make sure you've entered a title (content is optional)
• Check that the backend server is running
• Refresh the page and try again

Article list not updating after creating/editing

• Refresh the browser page
• Check that both frontend and backend are running

Server won't start

• Make sure port 9000 is not in use by another application
• Check that all dependencies are installed (npm install in the server folder)

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Technical Details

Data Storage

• All articles are stored in a local SQLite database (ka.db)
• Located in the server folder
• Important: Back up this file regularly to prevent data loss

System Requirements

• Node.js installed
• Modern web browser (Chrome, Firefox, Edge)
• Ports 9000 (backend) and 5173 (frontend) available

Backing Up Your Knowledge Base

Manual Backup:

1. Stop the backend server
2. Copy the ka.db file to a backup location
3. Restart the server

Recommended Schedule:

• Weekly backups at minimum
• Daily backups if creating/editing articles frequently

Restoring from Backup

1. Stop the backend server
2. Replace ka.db with your backup copy
3. Restart the server
4. Refresh the frontend

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Quick Reference

Action	How To
Search	Type in the search bar at the top
View article	Click on an article in the list
Create new	Click "+ Create New Article" button
Edit	Open article → Click "Edit"
Delete	Open article → Click "Delete" → Confirm
Go back	Click "← Back" button

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Need Help?

Since this is an internal tool for our IT team:

• Ask a team member who has used it before
• Check this guide for common tasks
• If you find a bug or have a feature request, let Matt know

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Version History

• v0.0.1 (MVP) - Basic CRUD operations, search functionality
  • Create, view, edit, delete articles
  • Search by title, content, or KA number
  • Auto-generated KA numbers