Atlas Gold Grading (CPGrading) Overview

Overview

There are often times where you may need to highlight specific curated content as 'important', 'trusted', or 'peer reviewed'. Perhaps this content makes up part of your IP or USPs, such as a Precedent or a Client Letter Template. But maybe it's an internal document such as the latest version of a policy or an overview of a certain internal process. Depending on your knowledge management needs and the content you want to more effectively manage for your user community, without Atlas there are often no easy ways  to mark or highlight content, especially when searching across your content management platforms.

However, with Atlas, there is a Grading choice column which can be leveraged to mark content as a type of Grade, e.g. 'Gold' or 'Silver', or perhaps just as 'Trusted' or 'Approved'. Your own terminology can be applied here.

This column is part of a 'knowledge base' content type created for documents, pages and other content as needed.

Please note that a "Knowledge Base" workspace is not the same as a "Knowledge" workspace.

This Grading architecture will allow you to ringfence this content more easily  to show to your users or for your users to find themselves when searching. The Grading columns and also the related content type will allow you to leverage a functional 'marker' to categorize or present in a more user-friendly fashion.

Out of the box with Atlas, all content added to an Atlas Knowledge Base workspace's "Published" library can be tagged with a ‘Grade’ of your choosing. So when a user wants to be find ‘curated’ content they can be given the options of a ‘vertical’ (a tab/button defaulted to show just this content) and/or a filter to reduce the overall data.

If a person is already “within” a knowledge base space, then possibly there is no need for this additional step, as all content is considered to be curated and therefore confirmed as graded, e.g. ‘gold’.  It becomes useful when they are doing a global search across all content in SPO that this option is then required.

On the content management side, the grading is managed via a column in the library view. This can be applied and viewed in a number of ways.

ClearPeople may recommended multiple Knowledge Base workspaces for different topics that need to be managed. This allows you to have different owners responsible for maintaining and allows for more targeted searches (and use of Atlas AI) where someone is only interested in a specific collection of knowledge. This is based on the logic that different knowledge workers are responsible for subsets of the knowledge and will want ‘ownership’ of that set of content.

There will also be an overall knowledge landing page from where you can search all knowledge related content. This landing page will be its own workspace. You could keep in this workspace content that is relevant to everyone that multiple knowledge workers have the responsibility of maintaining.

Ensuring validity

A core benefit of the Grading status column is that it's attached to the Atlas Knowledge Base content type - not the standard content type, so if the content is moved or re-uploaded to another area, the additional grading column will not be carried over, providing a way to identify those documents which might have been edited by users and is no longer assured as 'Gold' or 'Approved', for example.

Migration considerations

When migrating content from existing SP sites or other locations, the Atlas metadata will not be included.

This can be manually added direct to the documents that have been added to an Atlas Knowledge Base workspace, or using by Metadata applied to the workspace and/or folders that the content is saved into it can be ‘automatically’ tagged.

Using a tool such as ShareGate may also provide you with the opportunity to map these values ahead of migration.

Once content is added it is also possible to “bulk” update items using the SPO document library view, selecting multiple documents, and updating the properties to set values as required, i.e. update Grading.