KB User's Guide - Documents Tab - Import & Export

You must have full user permissions for your space to perform these steps.

The Import & Export function allows you Export active content available to your group as HTML and XML. You may also import XML content into your KB. This document will show you how to do this. To access this tool, log into the KB Admin Tools, then go to the Documents Tab > Import & Export link.


Export Active Content Available to Your Group as HTML

The HTML Export tool is useful in creating an offline backup of important KB content. This allows you to store your content as a static file that would remain accessible in the event of a network outage or service interruption. This is particularly important if you use your KB to store critical procedures that you might use in the event of an emergency, or that you might otherwise rely on for key aspects of your work.

Because your KB content is updated regularly, you may wish to schedule a reminder to export a fresh backup on a regular basis. For instructions on setting up this notification, please see: KB User's Guide - SitePref Tab - Notification Settings

The image below shows the fields in the Export active documents available to your group as HTML section. We will review each field.

ExpActDocasHTML.png

Export active documents available to your group as XML

You may also export active content available to your KB group as an *.xml file.

The image below shows the fields in the Export active documents available to your group as XML section. We will review each field.

exportactdocXML.png


Import XML content with multiple kb_document elements as multiple documents:

1. Follow the format as prescribed in the window below when creating your *.xml file. Please be mindful that the asterisks indicate required fields. If you do not have data for the required fields, enter a space in that field as a placeholder.

<?xml version="1.0"?>
<kb_documents>
<kb_document>
<kb_title>.........</kb_title>
<kb_keywords>.........</kb_keywords>
<kb_summary>.........</kb_summary>
<kb_body>.........</kb_body>
<kb_int_notes>.........</kb_int_notes>
<img_base_url>.........</img_base_url>
</kb_document>
<kb_document>
.........
</kb_document>
.........
</kb_documents>


Note: The img_base_url is made up of the base URL and a relative path.

Find the XML document you created as per the prescribed format and click on the Browse button and then the Continue button.


exportcontentfromanxml.png


The documents created from your import will be set to the status of "In Progress". The person who performed the import will be the owner of the document(s).


Best Practices

Here are some examples how other KB groups have used the Import & Export feature:

Import

Export

See Also: