KnowledgeBase (KB) Tutorial - How To Review Documents (extend expiration)

Introduction

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

1. 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.
   
    
   
   
   
2. 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: 

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.  

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

Marking a document as "reviewed"

1. Read through the document and make sure it's formatted well and there aren't any errors. 
2. Decide if changes are needed. 
   • If no changes are needed, click on the Mark as reviewed button (circled in red, below).  DO NOT click on the "Edit" button.

1. • A notice will pop up asking if you want to extend the expiration.  Click OK.  
     
     
     
2. If changes are needed, click on the Edit button (circled in blue, above).
   • Edit the document.  See https://kb.wisc.edu/kbGuide/114570 for a guide to the TinyMCE editor.
   • When you're done editing the document, you must ALWAYS change the "Status" to Active (see image below) before clicking on the Submit button (the default status is "In Progress").  
     • NOTE: If you do not change the status to Active after making changes, the "Active" version will be the old version and your changes will be ketp in an "In Progress" state.