Knowbler-Salesforce: Configuration in Knowbler

The first step to creating knowledge with Knowbler is to link your Salesforce org to Knowbler and then map case fields to knowledge articles for auto-populating article drafts. This article covers both linking and mapping.

Prerequisites

• Activate a Knowbler Subscription

• Ensure that you're a Knowledge User in Salesforce. Check out the official Salesforce documentation on how to become a Knowledge User: Lightning Knowledge User Access

• Enable Lightning Knowledge. Checkout the official Salesforce documentation: Enable Lightning Knowledge

• Create at least one Record Type in the Knowledge object

Add Connection

Knowbler uses a password management system to simplify authorization. The system stores the passwords linked to your Salesforce orgs. It's recommended to store the passwords first. The alternative is to take a detour during configuration.

1. Log into Knowbler.

2. Expand Administration, open Connection, and click Add Connection.

   

3. "Salesforce" is selected by default in Choose Your Platform.

   

4. In Connection Name, insert a descriptive label. Labels help you distinguish passwords from one another when you have stored several of them.

   

5. In Client URL, select Production or Sandbox.

   

6. Click Connect & Save.

   

7. A pop-up appears. If you aren't already logged into Salesforce in a new tab, you will be asked to log in. Log into your org and allow SearchUnify to connect with the org.

8. After successful linking, a "Connection Successful" message greets you. Click Next.

   

You can now view the saved Connection in Added Connections.

Use and in Action to edit and delete a saved credential. Editing is necessary when your login credentials change.

NOTE.

Editing impacts mapping. If you have edited a Connection, don't forget to review mapping.

Configure Service Desk and Knowledge Management Tool

Two terms have been used multiple times in this section: Service Desk and Knowledge Management Tool.

A Service Desk is where support agents work and resolve cases. In comparison, a Knowledge Management Tool is where support articles are drafted and published. Salesforce fulfills both functions, therefore it's a Service Desk and a Knowledge Management Tool.

1. Log into Knowbler.

2. Go to Clients, and click Add Client. NOTE. First time users can use Get Started.

   

3. Select Salesforce.

   

4. Knowbler can be configured for multiple service desks. Each service desk has a unique name inside the app. Give your service desk a descriptive label in Name.

   

5. From Connection, select the Connection added in the previous section.

   NOTE. If you haven't added a Connection, click Add New and follow the instructions from the previous section.

   

6. Click Next.

   

7. Give your Knowledge Management System a label in Name and click Next.

   NOTE. Next remains disabled until data has been entered in both fields—Name and Connection—and a link between Knowbler and Salesforce has been established successfully.

   

You land on the mapping screen now. Enter knowledge__kav in Object API. Two configurations can be seen now:

• Article Sharing Settings is used to configure public article URLs. What goes into the public URLs is configured in this section.

• Field Mapping is used to map article fields to either a custom template or a Master template in your Salesforce org.

NOTE. If you get an error at this stage, return to the Prerequisites section and ensure that all the conditions have been fulfilled. Especially important is to create at least one Record Type in the Knowledge object.

Article Sharing Settings

NOTE.

Without this configuration, articles cannot be shared with customers through a public URL.

Articles stored in Salesforce Knowledge have static public URLs in the format: https://example.lightning.force.com/lightning/articles/Knowledge/{{custom}}. Through Article Sharing Settings, admins can configure the data that goes into the last part, {{custom}}. If we assume that an admin has mapped the title field to the {{custom}}, then the new public format is going to be https://example.lightning.force.com/lightning/articles/Knowledge/title. Mapping is easy. To start, click Article Sharing Settings.

The first setting is Reference or Resolution (Article Type Input). It's inactive in the default state. When you turn it on, the agent composing an article in Knowbler gets a pop-up each time he shares an article. The pop-up asks the agent if the article is a reference or a resolution. Turning this setting on is not compulsory.

The next configuration is Create Base HREF, which features all the article fields in the gray box. Drag them to the white box below to create a public URL. Everything that is in the white box goes into {{custom}}. Based on the dragged fields in the next image, the URL is going to be https://example.lightning.force.com/lightning/articles/Knowledge/id-comments.

Now, proceed to click Save.

Map Fields

The key advantage of Knowbler is that it gives support agents a template for writing support articles. You can think of a template as a form where each blank is a field. The fields can be Article Title, Article Body, and Article Category. You can pull data into each article field from Salesforce. For example, Article Title can be pulled from Case Subject and Article Body from Case Description.

NOTE.

For Knowbler to function, map Title, URL and other fields essential in your org.

In Mapping, an admin creates a template, adds fields, and configures where those fields are going to get data from. Successful mapping assists agents. They get the right data to write articles. An illustration is in the next image where the case subject "Easy installation process" has been imported into the article title field.

After making changes in the mapped data fields, agents can send an article for review. A well-crafted template eases knowledge production. This section covers how to map fields from a Salesforce case into an article. Admins can create more than one template.

NOTE.

Knowbler supports custom templates in Knowledge. If you don't have a custom template in your org, then you can use the Master template. The fields mandatory fields—essential for creating an article in Knowledge—in the Master template are mapped by default. You can add new fields to it.

You can use either the Master template or custom templates from Salesforce, but not both.

1. From Knowledge Type, select Lightning.

   NOTE. Knowbler on Classic is no longer supported.

   

2. Configure visibility settings in Configure Article List View. Two options are available:

   1. All Draft Articles. All agents can view each others' drafts.

   2. Agent's Own Draft Articles. An agent can view only the articles they have drafted.

      

3. Click to open the mapping screen.

   

4. A window opens in which knowledge__kav fields are on the left and a section named Field Mapping is on the right. To create a template, drag knowledge__kav fields from to Field Mapping.

   

   Each field in the template has up to four properties: 

   1. Name, which is equivalent to the field name in Salesforce. For example, Language.

      

   2. Label, which is the Name that support reps see. In the image, Name and Label are the same, namely Language.

      

   3. Value are the fields whose data is pulled into the template. You can map more than one case fields to an article field. In the image, the value for Attachment field is kept empty because it is case-dependent. Don't enter any value for such fields. However, the value for Language is 'en_US'. It means that this isn't a multilingual database and all the Knowledge articles are in English.

      

   4. Section can be Create Article or Access Control and Other Settings. Select the Create Article for data fields, such as tags and descriptions, and Access Control and Other Settings for access-control fields, such as visibility permissions.

      

   5. Through the edit function in Action, you can configure a field. The ability to delete a field is part of Action.

      

   When you edit, the dialog that opens is similar to the one that opens when you drag a field. The dialog varies with the fields. Here are the dialogues for the fields URLName, Language, and Attachment.

   

   For the field URLName

   

   For the field Language.

   

   For the field Attachment

5. Drag all fields except Title and, if the Knowbler-liked LLM is active, Summary. Both are covered in the next section.

Auto-Generation and Mapping

On Field Mapping, the first two fields—Title and Summary—look different from the others. That's because mapping isn't compulsory for these fields.

NOTE.

If Knowbler is not connected with a partner-provisioned LLM or a third-party LLM, then only the Title field has a unique appearance.

Title is generated by an LLM when Knowbler is connected with a third-party LLM, such as OpenAI, or with a partner-provisioned LLM, such as Claude by AWS, or with Knowbler AI.

Summary generation is currently in beta. Summaries can be generated when a partner-provisioned LLM or a third-party LLM is connected with Knowbler and activated.

RELATED.

To learn how to connect Knowbler with an LLM, check out Configure LLM Integration

To autogenerate titles, drag the title field to the Title row. A window opens. Enter the details:

• Map case field: Use the search function to add any two text fields. LLM uses the data stored in the fields to compose a title. All text fields in standard and custom Salesforce objects are supported.

• Enter Label: In your Salesforce Knowledge a title may have another name, such as "Heading" or "Article Name." Write that term in Enter Label to maintain front-end consistency.

• Section can be Create Article or Access Control and Other Settings. Select the Create Article for data fields, such as tags and descriptions, and Access Control and Other Settings for access-control fields, such as visibility permissions.

• Maximum character limit for the title field: The default is 60, but you can change it to the maximum character limit available in your platform. When the maximum character limit is in place, then Knowbler stresses that the titles received from the third-party LLM are within this limit. In the absence of a limit, the titles can be arbitrarily long and not fit into the title field of your platform. It means that the platform will crop the title at a random point, resulting in the loss of context and information.

The process to autogenerate summaries is the same. The only differences are:

• The default Maximum character limit for the summary field is 250 instead of 60. When the maximum character limit is in place, then Knowbler stresses that the summaries received from the third-party LLM are within this limit. In the absence of a limit, the summaries can be arbitrarily long and not fit into the summary field of your platform. It means that the platform will crop the summary at a random point, resulting in the loss of context and information.

• You can check Generate a description in the format of a problem statement followed by resolution. It produces precise, accurate, and structured summaries.

Another difference lies in their behavior. Knowbler AI can only generate Titles, not Summaries, when the third-party LLM is deactivated or down. When the third-party LLM isn't accessible, then Summary is generated in the traditional manner: Through mapping.

To understand the difference, consider the following image: Case comment, Description, and Subject have been mapped. When the LLM works, then the data in those three fields is analyzed and then a summary is generated. When the LLM is down, then you receive an error.

To use traditional mapping instead of AI for Title and Description, use Remove Auto-generation.

Activation

Once all the fields, including Title and Summary, have been mapped in the template, return to Map Fields to Templates, and activate the template. Then click Complete.

Next, on Your Knowbler Clients, activate the client.

Activate Knowbler for Support Agents

After configuring Knowbler, you have done much of the heavy lifting; such as subscribing to the app, connecting the app with Salesforce, and creating at least one template that support agents can use to write articles. All this configuration is useful only when the agents can actually see Knowbler in their org. For that to happen, install Knowbler from AppExchange, create two remote sites to share data between Knowbler and SearchUnify, and ensure that both you and your agents are knowledge users because the app is visible to only knowledge user roles. Activation has been detailed in the article Install Knowbler in Salesforce.