• Introduction
• Finding a document:
  • From the "expiring documents" email link
  • Searching for documents
    • Search by filter (most complete search)
    • Search by document status
    • Search by age / expiration status
• What do to: 
  • No changes are needed 
  • The document needs to be edited / updated:
• Additional Help

Introduction

The KnowledgeBase (KB) is setup to be a central repository for information, both internal and external. 

• "External" documents are available to the world, with no access restrictions. 
• "Internal" documents require a University login to access.  Individual documents can be further restricted to only certain people.  

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. 

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.  

There are 2 ways to locate documents that will be expiring soon:

• From an email - you should get an email ~4 weeks, 2 weeks, and 1 week before a document expires.
• Searching in the KB Admin Tools

What to do when a document is expiring: 

• No changes are needed
• Updates are needed

Finding a document:

From the "expiring documents" email link

1. When documents that you "own" are within 4 weeks of expiring, you'Il receive an email from "knowledge-base_at_lists.wisc.edu via the KB System <kb-notifications@doit.wisc.edu>" titled "Knowledge Base Content Expiring".  This email will list all of the documents, each with a link that takes you directly to that document's page in the KB Admin Tools. 
    
2. Click on a document's link in the email to open the document in the KB Admin Tools. 
   
    
   
   
3. Go to What To Do below, for the next steps.

Searching for documents

Rather than waiting on the email that documents are expiring, you may wish to find a document to edit it at any time. 

To do this: 

1. Go to the KB Admin Tools (https://answers.uillinois.edu/kbAdmin/) and login.  
   
   
2. 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 (see red arrow, below)  
     • Change the "Default tab" to Documents
     • You can also change which tab within "Documents" is shown by default ("Doc Default Tab") - "Active Docs" is recommended

Search by filter (most complete search)

The most "complete" way to find a document is to use the filters at the top of the Documents window. You can mix and match all of the drop-downs. 

• ID or comma delimited IDs: only use this if you know the document ID
• Search term: Type a word related to the document you want to find.  This could be part of the title or a keyword. 
• Status:

Search by document status

You can select the "status" of a document you wish to search for in the left navigation.  

 For a list of status definitions (Active, In Review, etc.), see https://kbadmin.apps.uillinois.edu/kbGuide/5234. 

Search by age / expiration status

"Expiring" is selected below, as shown in the blue bar on the left navigation. 

3. Search for the document you'd like using the search fields (circled in red, below).   
   
   
   
   
4. Click on the title of the document you want to review. 

What do to: 

Read through the document.  Make sure it's formatted well and decide if edits are needed or not. 

• No changes are needed
• Updates are needed

No changes are needed 

1. Click on the Mark as reviewed button (circled in red, below). 

2. A notice will pop up asking if you want to extend the expiration.  Click OK.  
   
   
   

The document needs to be edited / updated: