Manage knowledge

Learn how to create and customize knowledge statements used to build job descriptions

In this article:

• About knowledge
• Creating knowledge in libraries
• Adding knowledge to jobs
• Defining knowledge on jobs
• Managing knowledge

About knowledge

Knowledge is a type of library item such as “Accounting Principles” or “Sales Software”. These library items can be added to an optional Knowledge category on job descriptions. They’re included in job descriptions purchased from HRSG, but you can also create your own. You can: 

• Add the same knowledge statement to as many job descriptions as you’d like.
• Add knowledge that best matches a job based on suggestions from our AI.
• Create knowledge directly on a job.
• Add descriptive text around knowledge statements on a job.
• Customize a scale to define the level of knowledge required on a job.
• Add equivalent knowledge statements on a job.
• Rename the “Knowledge” library type. Learn more

Creating knowledge in libraries

Knowledge is stored in groups and sub-groups in the Knowledge library. You might place all knowledge statements in one group, or divide them into groups such as “Technology” or “Industry Standards”. Knowledge statements can be created and managed in Libraries, but Jobs is where they’re used. When you’re building a job description, you can add knowledge from the Knowledge library.

To create a knowledge group or sub-group

1. Navigate to Content > Libraries.
2. Select Knowledge in the drop-down at the top of the page.
3. Click Create and select Group.
4. Leave (Create as top level group) selected or select a parent group and click Next.
5. Enter a group name and click Save.

To create knowledge

1. Navigate to Content > Libraries.
2. Select Knowledge in the drop-down at the top of the page.
3. Click Create and select Knowledge.
4. Select a group to place them in and click Next.
5. Type in or paste a knowledge statement such as “Accounting Principles”.
6. Press Enter on your keyboard to create a new line that’s treated as a separate item. If you paste a list, each bullet is a separate item. This means you can paste content copied from other formats like Microsoft Word to create those items all at once.
7. Click Save Draft or Publish. Only published items can be added to jobs.

Adding knowledge to jobs

To add knowledge from the library to a job

1. Navigate to Content > Jobs.
2. Click a job title in the Jobs table.
3. If published, click Edit to create a draft copy.
4. Click the plus icon.
5. Click the search icon or use the # keyboard shortcut to search.
6. Click the folder icon to browse.
7. Select a library and group in the filters.
8. Select the items to add and close the window.
9. Click the check mark to save.

To add AI-suggested knowledge

AI-powered suggestions help you find the best knowledge for each job. This tool suggests ten knowledge statements from up to three jobs that best match your job title.

1. Navigate to Content > Jobs.
2. Click a job title in the Jobs table.
3. If published, click Edit to create a draft copy.
4. Expand the Knowledge section.
5. Click the light bulb icon to open a side panel with suggestions.
6. Switch jobs in the drop-down if available to browse other suggestions.
7. Click Add All Suggestions or select specific items.
8. Click the refresh icon to update suggestions.

To create knowledge on a job

1. Navigate to Content > Jobs.
2. Click a job title in the Jobs table.
3. If published, click Edit to create a draft copy.
4. Click the plus icon and start typing, or paste a list of requirements.
5. Click the check mark to save. Words underlined in blue are identified as library items. New items are created in the Uncategorized library group.

Defining knowledge on jobs

To add descriptive text

Knowledge can include descriptive text to make the job more informative and readable. Words underlined in blue have been identified as library items. Descriptive text has no underline.

1. Click a knowledge statement that you’ve added to the job.
2. Type a phrase like “Needs to have knowledge of” before or after the item.
3. Click the check mark to save.
4. Highlight text that’s mistakenly identified as an item and click the x folder icon.
5. Highlight text you want to convert to an item and click the + folder icon.

To select knowledge levels

You can define the level of a knowledge requirement as Basic, Intermediate, or Advanced. To make changes to these level options, check out the Manage scales article.

1. Add a knowledge statement to the job.
2. Click the check mark to save.
3. Click the properties icon.
4. Select a level and click Done.

To make knowledge items equivalent

In some cases, two items might satisfy the same job requirement. For example, knowledge of Excel or Google Sheets might be marked as equivalent items on a job description.

1. Add two or more knowledge statements on the same line.
2. Click the check mark to save.
3. Click the properties icon.
4. Select the Equivalent items checkbox and click Done.

Managing knowledge

To edit, clone, move, publish, archive, or delete knowledge

1. Navigate to Content > Libraries.
2. Select Knowledge in the drop-down at the top of the page.
3. Point to an item and click the 3-dot icon OR
4. Select multiple items and click Actions.

• Edit: Opens a window to edit the item. Choose how to apply your changes to jobs.
• Clone: Copies the item as a draft named with the prefix “Copy of…”.
• Move: Opens a window to select a different group or sub-group. Items cannot be placed directly in groups that also have sub-groups.
• Publish: Makes the item available to add to jobs; it can no longer be deleted.
• Archive: Removes the item from libraries and from jobs. If you archive from the 3-dot icon, you can use version control so the item remains on published jobs but is removed from draft copies. If you archive in bulk, jobs are updated without version control.
• Delete: Permanently removes the item from your site; only drafts can be deleted.

To restore archived knowledge

1. Navigate to Content > Libraries.
2. Click the 3-dot icon on the top right of the page.
3. Select Archived Items in the drop-down.
4. Select Knowledge in the drop-down at the top of the page.
5. Point to an item, click the 3-dot icon, and select Restore.
6. Select a group to place the item and click Restore OR
7. Select multiple items and click Actions. Select Restore and click OK to confirm.