How to use Categories VS Subjects for knowledgebase articles

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Posted on by HangryMapache

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It's unclear how to use the Subject and Category entities when setting up a knowledge base. On the one hand, Subject is a required field for an Article, while Category is not.

But when browsing KB Articles on the Employee or Customer service portals, the default KB section is organized by Category. not Subject.

Having to explain to users why there are 2 was of categorized KB articles is confusing.

How are these meant to be used? What is the best practice?

Thanks !

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HangryMapache 112 on at

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RE: How to use Categories VS Subjects for knowledgebase articles

Thanks again !

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RE: How to use Categories VS Subjects for knowledgebase articles

Hi HangryMapache,

Yes, the subject field is required in the BPF--New Process.

As you said, you can use Subject for internal taxonomy and using Categories for Knowledge base external users,there is no microsoft documentation on how you must do this, so you can customize it to your actual needs.

Note: the portal is organized by Category, which is by-design.

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HangryMapache 112 on at

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RE: How to use Categories VS Subjects for knowledgebase articles

Thanks ! This is very helpful.

However Subject seems to be required by the Business process to pass the Author step:

In the context of Knowledge management, what would be the best practises when using these entities?

I was leaning to use Subject for internal taxonomy and using Categories for Knowledge base external users, but it's not clear.

Thank you for sharing that link.

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RE: How to use Categories VS Subjects for knowledgebase articles

Hi HangryMapache,

1. Subject is not a required field for an Article by default.

2.Subject and KB Article is 1:N relationship, Category and KB Article is N:N relationship.

One article can associate with only one subject, but can associate with many categories.

You can refer following link for more details about difference between subject and category:

Differences between Subject and Category Entity in Dynamics 365 – Nishant Rana's Weblog

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