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FAQ: Personal Knowbase Features



What files do I need to back up to protect my PK data?

Mainly, you need to backup the "KNO" data files. Custom import formats and file attachments are also separate files. For complete information, please see our help topic Backing Up and Restoring Data Files.



Can I open multiple Knowbase files at once?

You can have as many copies (instances) of Personal Knowbase open at once as you need, each viewing a different Knowbase file.

Note, however, that if you make changes to the user preferences in one copy, it won't affect other copies. The last copy of the program to be closed determines which preferences and window locations are saved.



How many articles can Personal Knowbase hold?

There is no set limit to the number of articles that you can store in a Knowbase data file.

There may be file size limitations due to your hardware type or Windows version. For example, if you store your files on a USB drive, be aware that many USB drives limit file sizes to 4 GB.

In files with very large numbers (tens of thousands) of articles, you may notice delays in program response when displaying the Index Window, searching, or exporting. When you notice slowness will depend on your computer speed.



How many keywords can Personal Knowbase hold?

There is no set limit to the number of keywords that you can store in a Knowbase data file.

In files with very large numbers of keywords, you may notice delays in program response when displaying the Index Window. When you notice slowness will depend on your computer speed.

In Windows Vista, delays displaying the keyword lists have been reported when your number of keywords exceeds about 10,000.



How large can a Personal Knowbase article be?

There is no set limit to the size of a Personal Knowbase article.

When working with very large articles, you will encounter slowness when displaying the article, saving it, or exporting a group of articles including the large article. At what size you experience delays in program response depends on the speed of your computer, its memory, and your version of Windows.

We have tested with an article with over 17 million characters (17 MB), and opening and working with the article was very slow.

If you start having problems with response time, consider dividing each large article into multiple smaller articles.



Can I insert images into my articles?

No, Personal Knowbase does not currently support graphics inside articles. It works only with text information. You can link to external graphics files using article attachments or hypertext links.

When article attachments link to image files, thumbnails of the images are displayed along the bottom of the Article Window when the Image Gallery option is turned on.



Can I export my articles to a tabled or delimited format?

Yes. As of version 3.1, you can export Personal Knowbase articles to standard CSV files. Simply select the Export command, use the Export What options to choose which article attributes to export, then export to file type CSV (Comma-Separated Values).

The resulting file can be loaded into a spreadsheet program or imported to a database program. Text formatting is removed.



Can I use my scanner to scan pages into Personal Knowbase?

Personal Knowbase does not include its own scanner or OCR (optical character recognition) functionality, but it interfaces easily with most OCR programs which work with paper scanners. How this interface works depends on the abilities of your OCR program. Once you have scanned or imported your documents into Personal Knowbase, you can assign keywords to each document so that you can easily find the pages you need. In this way, Personal Knowbase can be used as a simple document manager.

For more information, please see our help topic Using OCR Software with Personal Knowbase.


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