Creating a New Document

When creating a new document in the Training KnowledgeBase, it is strongly recommended to draft the document in the KnowledgeBase and not in Microsoft Word. By drafting content directly in the KB, you will greatly reduce the risk of creating "junk" code that is often the result of copying and pasting content from Word into the KB. Additionally, the KB editor provides additional tools not available in Word that you may find useful when creating content. When in doubt, please contact System Offices Shared Services for assistance in creating new KB documents. 

For a detailed description of the editor, please see KB User's Guide - Documents Tab - Guide to TinyMCE Editor Buttons.

For detailed instructions on creating new documents, please see KB Author Training - Creating a New Document. 

Document Fields

1. Title
   KB document titles should be in the format of system or unit name, then a dash, and finally a short descriptive title for the document.
   1. Example 1: iBuy – Completing the Purchase Requisition Form
   2. Example 2: UPB – Creating a Proxy for a Time Entry Role
2. Keywords
   Keywords are a crucial part of ensuring accurate search results. They must be unique words that are not used in the title. No comma or other form of separator is needed between keywords.
3. Search Priority
   All documents default to Normal as the setting, and this setting should not be changed for most documents. If needed, You can set the Search Priority to Exclude while you are drafting a new document, as this will allow you to publish and share the link to the doc without it showing up in search results. If you do this, it is crucial to change the setting to Normal when you are ready and ready to publish.
4. Summary
   This should be a short 1-2 sentence description of the document. You can see the fist stance of this document for an example.
5. Attachments
   If you need to add an image to your document or what to include a file that users can download from your document, you must add those as attachments. Do not use the shared attachment folder. For detailed instructions on adding attachments and inserting them into your document, please see KB User's Guide - Documents Tab - Adding Images and Other Files to Your Documents.
6. Topics
   The topic field is broken down into a list of topics and subtopics. To see and select the subtopics use the + icon to expand the list. If you are not sure what topic or subtopic to select, look at existing documents.
7. Audience
   This is not currently being used. Please do not change the audience setting.
8. Write Access
   Typically, the Write Access does not need to be changed and you can leave it set it's default setting. However, if write access to a document needs to be allowed for users outside of System Offices Shared Services, it is appropriate to use the + icon to expand the list and select the group(s) who require access. Please Note: when setting custom Write Access, you must always select the SOSS group.
9. Read Access
   The Read Access should always be left set to its default setting. Do not change the Read Access.
10. Site Access
    The default setting for Site Access is U of I TrainingKnowledgeBase-External. This should only be changed when a document has to be protected behind Single Sign-On authentication. In the rare instance a document needs to be behind SSO, you may select UIllinois-TrainingKnowledgeBase-Internal.
11. Campus Access
    The default setting is Defer to SiteAccess. This should only be changed when a document is set to internal-only access, as mentioned above. When setting a doc to internal-only access, you must select the Ext/Internal with campus login setting.
12. Status
    The Status selection defaults to In Progress. You may leave a document in its default In Progress status while you are creating it. When you are ready to publish a document, you must change the status to Active if you have publishing rights in the Training KB. If you do not have publishing rights, then you must select Request activation. 
13. Show additional fields
    Settings within this section should be left unchanged for the vast majority of documents. The only setting that should be changed when creating a new document is the Owner. The Owner field will default to you as the creator of the document. If you are an SOSS employee, you should change this setting to the proper individual or group that owns the content. If no owner outside of SOSS has been identified, you must select Learning Systems Support.