Click on the links below to jump to the settings included in each of the below sections:

• Access
• Searchability
• Activation and Expiration
• Related Documents
• Header and Footer
• Notification Settings
• Advanced

For a guide to the rest of the edit screen, including the main text fields, status and workflow management, and other document tools, please see KB User's Guide - Document Edit Screen (Beta) Overview.

Access

The Access section contains the following settings, which control who is able to access your in the KB Admin Tools and on your live site(s):

Site access

The "Site access" field allows you to choose where a document is published. This section will always show your KB live site(s), and it can also display other groups' live sites if you establish a sharing relationship as described in KB User's Guide - Settings Tab - Managing Group Relationships.

• Note: Group admins can make opt have their internal and/or external site pre-selected by default via the Default doc site access setting on the Group Spaces page.

Clicking on "Show other site access" will display a list of other KB sites with whom you may share documents. You will also see which group spaces have opted to Trust Activation for documents you share with them. To add sites to this section, a group admin will need to establish a sharing relationship via the Group Relationships page.

Campus access

The "Campus access" field allows individual documents to be put behind a general campus login and therefore not accessible to the general public.

Documents that are behind a general campus login (i.e. one of the latter two options are selected) are accessible to anyone with valid campus credentials. When a user attempts to access a campus access-restricted document, they will be prompted to log in (if they aren't logged in already) before the document content is shown.

For a detailed overview of how Campus Access works and how it relates to Site Access, please see KB User's Guide - Documents Tab - Using the Campus Access Setting to Protect Content.

Read access

Access Options

The "Read access" field specifies which users have are allowed to view the contents of the document. This is controlled by the same User Access Groups and document-specific Group Authorization rules that are used to customize write access for documents. Please note that read access restrictions cannot be applied to documents that are published to your external site.

To view available groups that can be used to restrict read access, expand the Show all read access section.

If no read access groups are selected, then a document's read access is strictly determined by site access, i.e., a document published to an internal site is accessible to relevant your internal users, and an external document is accessible to the world.

Access Effects

Once a document is restricted to one or more read access groups, it is only viewable to members of those groups, even within the KB Admin Tools. If a user is not a member of the group(s) checked for read access, they will see the following:

• Internal KB Site: Standard "Page Not Found" error

• KB Admin Tools: All authors will be able to see the document title, but if they attempt to navigate directly to the document to view it, they will see the message "Sorry, you do not have access to view document ###### in this group space."
  
  If the user has publish permissions, they will be able to access the document edit screen, though the text fields will all read, "Content hidden because you do not have read access. You may, however, as an admin with publish right, change the topic assignment and status of this document."

Edit access

Standard Access Options

The "Edit access" field controls which authors have permissions to edit the content of the document. When a user without edit access or publish rights attempts to edit the document, they will get an error message. If they have publish rights but not edit access, they will only be able to change select document settings, such as topics and status. All content fields will be grayed out.

There are four standard options:

• Owner group: Allows all members of the owner group to make edits. This includes all authors who have been granted GroupDocs (gDocs) rights, regardless of whether they have Publish rights. This will also include users with OwnerDocs (oDocs) rights, provided they are the current owner of the document.

• Owner group admins + owner: Allows all admins of the owner group to make edits; this includes all authors who have been granted both GroupDocs (gDocs) rights and Publish rights, regardless of whether they have access to all tabs in the Admin Tools. This will also include users with OwnerDocs (oDocs) rights, provided they are the current owner of the document.

• Owner only: Allows only the owner of the document to make edits.

Custom Access Options

If you need to customize edit access beyond the four standard options, KB admins can define User Access Groups or document-specific Group Authorization rules, and these custom groups will appear as checkboxes after the four standard options. By default, they will be collapsed, but you can view them by clicking Show other edit access.

If the main edit access option is set to "Owner group admins", selecting a custom edit access group will grant edit permissions to both users with publish rights as well as members of the group. If the "Owner group" or "Owner only" edit access options are selected, editing rights will be granted only to members of the custom group.

The owner of the document will always have edit access, regardless of which standard access setting is chosen and whether a custom group is used.

Searchability

The Searchability section contains the following settings, all of which pertain to how end users search for and filter your content on your live site(s):

Search priority

The Search priority dropdown list contains a number of options:

• If Top priority is selected when the document is activated. The document will appear before all documents with lower (High, Normal, and Low) search priority levels in KB search results. Top search priority should generally be reserved for documents that cover core concepts and point users to other more specific documents, essentially, documents that serve as a starting point.
  
  
• If High priority is selected when the document is activated, the document will appear in after any results with Top priority, and above any documents with Normal and Low search priority levels. High search priority is useful for particularly popular documents, as well as documents that link out to others.
  
  
• If Normal priority is selected when the document is activated. The document will appear after any High or Top priority results, and before all documents with Low search priority. By default, all documents are set to Normal priority.
  
  
• If Low priority is selected when the document is activated, the document will follow all documents with higher (Normal, High, and Top) search priority levels. By default, glossary items are set to Low priority.
  
  
• If Exclude from search is selected when the document is activated, that document will not appear in search results on the live site, nor will it be included in the "Top Documents of the Week" or "Most Recently Updated Documents" feeds. Documents with this setting can only be accessed by going directly to the page URL or by entering the document ID number in the search. The Exclude from search option can be particularly useful for short documents/texts (e.g., disclaimers, warnings, and credits) that are meant to be included in other KB documents and not intended to be viewed on their own.

Topics

The "Topics" section is used to categorize documents in your site. You will only see topics listed in this area that have been created and are active under the Topics tab. Please see KB User's Guide - Topics Tab - Adding, Editing, and Deleting Topics for more information on building a topics tree for your group.

KB documents can be categorized under more than one topic as appropriate. If your topics tree uses multiple levels, child topics will be collapsed under the (plus) button, which you can then click to expand. Topics may be selected from any level in the hierarchy, and in general, you only need to choose the most specific topic that applies, i.e. you do not need to check parent topics in a branch where a child topic is already selected.

The "Topics" section is one that can be edited by any group with whom a document is shared, as it only displays the current group's topic trees. This allows all groups with access to the document to categorize it appropriately for their sites.

Audiences

The "Audiences" field provides a way to associate a document with the population of users for whom that content is relevant. Like with topics, you can associate a document with as many of your group's audiences as appropriate. For more information on working with audiences, please see KB User's Guide - Topics Tab - Audiences.

Activation and Expiration

The Activation and Expiration section contains two timestamps, both of which control the availability of your content:

Activation

In general, the Activation timestamp will show a date and time in the past (in many cases, it will be the date and time the document was first created). As long as this date has passed, your document will be available to end users if published, and you do not need to modify this field. 

The activation timestamp is generally only changed when making use of the Schedule publish feature (available under the status dropdown menu). You do not typically need to edit the timestamp here unless you need to manually change the date and/or time of a document that is already scheduled for publishing. Clicking the calendar icon next to the field will open a calendar you can use to select a new date to populate the field. 

For details on the Schedule publish feature, please see KB User's Guide - Documents Tab - Future Activation.

Expiration

This field indicates the date and time your document will next expire. Once a document expires, it will no longer be available for searching or viewing via any KB web sites. It will still be available for searching in the KB Admin Tools as an expired document. For more information on how and why documents expire, please see KB User's Guide - Document Expiration.

There are multiple ways to extend the expiration on a document, and one of these is by selecting a new date and time in this field. You can edit the field directly, or you can select the calendar icon next to the first to select a new date, which will populate the field in the appropriate format.

For documents that do not require review (for example, a record of past events), you also have the option to prevent a document from expiring. This is done by clicking on the Set to never expire link under the field, which sets the expiration date to 3000-01-01 00:00:00—so, not exactly "never", but close enough.

Related Documents

See also

The "See also" field can be used to link to other related documents. Simply enter the document ID number(s) you wish to link to in this field separated by commas.

When the document is viewed, a "See Also" heading will be appended to the end of your document, followed by bulleted list with links to the document(s) you specified. The current document title(s) will be used as the link display text. Please note that only links to published, unexpired documents will be displayed to users.

• Note: A secondary use for the "See also" field is to create a redirect from a document you are archiving to one that is still published. Please see KB User's Guide - Documents Tab - Redirecting a Document for instructions on using this feature.

Guided navigation

The "Overview document", "Previous document", and "Next document" fields can be used to link documents in a logical sequential order. This may be useful when creating training documents or when creating longer documents that need to be broken up into separate pages.

Like with "See also" links, if a user does not have access to a document that is referenced in one of these fields due to status or restriction, that link will not be displayed for that user.

• Overview document: Use this field to link back to the "parent" document in the series of documents (e.g., a table of contents). This might be blank if no parent document exists, or if this is the first document in the sequence.

• Previous document: Use this field to reference the document ID that precedes the current document in the desired sequence. This would be blank for the first document in the sequence.

• Next document: Use this field to reference the document ID that follows the current document in the desired sequence. This would be blank for the last document in the sequence.

You can see a working example of this feature in our KB Author Training document. Starting with the KB Author Training - Overview, you can click through the links in the table of contents and see how the links at the bottom of each page guide you through the documents in order.

Header and Footer

The Page header and Page footer dropdowns allow authors to apply predefined headers and footers to their documents using a dropdown list. Users with publish rights can also define new headers and footers or edit existing options using these links.

For instructions on how to apply, define, and edit headers and footers, please see: KB User's Guide - Documents Tab - Creating and Using Document Headers and Footers

Notification Settings

Owner

The Owner field indicates the name of the person who has authored or provided the original content. Expiration notifications, review reminders, and comments in the KB Admin Tools are all directed to the document owner. Depending on your group's notification settings, they may also be the primary recipient of document feedback.

It is very important to transfer ownership of someone's documents when they leave your organization so that your documents are maintained appropriately. Please see KB User's Guide - Documents Tab - Transfer Ownership of One or Multiple Documents for information on transferring ownership.

Change notification

This dropdown allows you to send a notification to document owner, the authors in your group, or all authors in groups with whom the document is shared when a significant change is made to the document. Whether the changes you make are considered "significant" depends on what percentage of the document content is changed and whether it is above the threshold set in the Change notification threshold described below.

Change notification threshold

This dropdown allows you to override the group-level change threshold for what is considered a "significant" change to the document. Significant changes:

• Trigger change notifications to subscribers
• Trigger a change notification to the person or group selected in the Change notification dropdown described above (if set)
• Require groups with whom the document is shared to review the changes before re-publishing the document for their group space

For more information on how these changes are tracked, please see KB User's Guide - Documents Tab - Minor vs Major Document Changes

Send user comment to

This field allows you to include one or more email recipients for document feedback submitted by end users. The email address(es) listed here will be added to the recipients defined by your group notification settings for feedback.

This field is optional and should contain valid, comma delimited email addresses only. There is no need for a comma if there is only one email address.

Allow review reminder

This option is enabled by default. If desired, you can disable it to turn off review reminders for the document. This is helpful for documents that are unlikely to need updates (e.g. a record of past events, like meeting minutes).

Allow keyword suggestion

This option is enabled by default. If desired, you can disable it to hide the "Suggest keywords" button from end users when the document is viewed on your live site(s). This is helpful for documents that tend to attract a large number of unhelpful or problematic suggestions (e.g. if users are frequently submitting their passwords on a document about password resets).

Allow user comment

This option is enabled by default. If desired, you can disable it to hide the "Comment" button from end users when the document is viewed on your live site(s). This is helpful for documents that tend to attract a large number of unhelpful or problematic comments (similar to keyword suggestions).

Advanced

JavaScript/CSS

Placing code in this field allows you to include page-specific JavaScript and CSS. This helps you keep this code separate from the body of the document to avoid accidental deletion. You can enter code directly in the text field, or click the Edit link to open a modal with a larger text field.

Please note that code entered here should be wrapped in <script> </script> tags or <style> </style> tags, respectively. You may also use this field to call external JavaScript or CSS files that you have uploaded to your document's attachment folder or group's Shared Attachment folder. This is recommended for cases where you want to apply the same styling or JavaScript to multiple documents, since you only need to update the contents of the single attachment when changes are needed.

Custom / redirect URL

This field serves two purposes:

• Creating a human-readable, text-based alternative URL for your document. The text will follow the last slash in your document where you would typically see the document ID number (e.g. kb.wisc.edu/my-clean-url/). For more information, see KB User's Guide - Documents Tab - Custom URL Field.

• Configuring a redirect from the KB document to a different website (i.e. when your content has moved from the KB to a new source). For more information, please see KB User's Guide - Documents Tab - Redirecting a Document.

Document type

In addition to a standard document, there are two other document "types"—templates and glossary items. The "Type" dropdown can be used to change the type. The most common use case for this dropdown is to create a new template, though it is also useful if you decide that you need to change a document to a glossary item (or vice-versa). Please note that glossary items can also be directly created via the "Create a Glossary Item" link in the side navigation for the Documents tab.

• For more information on templates, see KB User's Guide - Documents Tab - Creating and Using Templates
• For more information on glossary items, see KB User's Guide - Documents Tab - Glossary and Glossary Items

Group note

This field allows you to add information to a document that will only be visible on your group's live site(s), and not on any other sites where it might also be published. It is the only text field that is editable by groups with whom a document is shared. You may enter plain text or HTML directly into the field, or you can click the Edit button to open a modal with a larger text field.

Information entered in this field will be visible to your own group's internal and/or external sites. The "Group note" field is group-specific, so if a document is shared across multiple groups, each of these groups can enter their own content in this field.

The Group note position dropdown allows you to choose whether the note appears Above Summary or Under Body (default). 

Use HTML source editor

This option is disabled by default. Enabling it replaces the TinyMCE rich text editor with the KB's native HTML editor. This is intended for instances where the doc body must contain JavaScript that can't be processed by the rich text editor, or if you would like to ensure that your HTML will not be modified the rich text editor for any other reason.

Allow internal discussion

This option is disabled by default. It can be used to enable the internal discussion feature for your document, which appears when the document is viewed on your internal live site. For more information, see KB User's Guide - Documents Tab - Blogging.