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KnowledgeBase (KB) Tutorial - How To Review Documents (extend expiration)
This document will walk you through reviewing documents in KnowledgeBase
The KnowledgeBase (KB) is setup to be a central repository for information, both internal and external. KB documents can be accessed directly through the KB interface, and can also be used as website content. KB documents have both an "owner" and an expiration date, helping ensure that they remain up-to-date.
When a KB document that you "own" is a few weeks from expiration, you will receive an email. It is also good practice to check the "In Review", "Expiring" and "Expired" tabs of KnowledgeBase every once in a while in case you missed the email(s).
NOTE: Once a document has expired, it is no longer available to end users. You will NOT receive email reminders about expired documents. The document will remain in the KB Admin site in the "Expired" tab, and can be re-enabled.
This document will focus on documents that are listed in the "Expiring" tab but the steps are the same for all tabs.
Reviewing a document from the email link
- In the email that you receive about an expiring KB document, there will be a link that takes you directly to that document's page in the KB Admin Tools.
- Go to Marking a document as reviewed
Searching for documents to review
Rather than waiting on the email that documents are expiring, you may wish to find a number of documents at one time.
To do this:
- Go to the KB Admin Tools (https://answers.uillinois.edu/kbAdmin/) and login.
- You'll first get to the "Home" screen. Click on the Documents tab at the top (circled in red).
- NOTE: Your default screen can be changed using the "My Profile" link on the left navigation.
- Select the "type" of document you wish to search for in the left navigation. "Expiring" is selected below, as shown in the blue bar on the left navigation.
- Search for the document you'd like using the search fields (circled in red, below).
- Click on the title of the document you want to review.
- Go on to the next section to mark a document as "reviewed".
- Read through the document and make sure it's formatted well and there aren't any errors. Decide if changes are needed.
- No changes: If no changes are needed, DO NOT click on the "Edit" button. Click on the Mark as reviewed button (circled in red, below), and go on to Step 3.
- Changes are needed: If changes are needed, click on the Edit button (circled in blue, below).
- A notice will pop up asking if you want to extend the expiration. Click OK.
- Repeat the process for every other document in the email.
Once you decide that changes are needed, click on the Edit button. See https://kb.wisc.edu/kbGuide/114570 for a guide to the TinyMCE editor.
If you've edited a document, be sure to mark the document as "Active" at the bottom of the screen before clicking on the Submit button (The default status will be "In Progress"). If you don't mark the document as "Active" before submitting, your changes will be saved in a draft but will not appear in the available document.