Document creation and publication process

HRSD Knowledgebase contains a standard process for creating and publishing content documents. The process includes these phases:
  • Adding a document to the content management system
  • Adding, configuring, and editing content within the document
  • Mapping the document to the associated landing page
  • Assigning groups to the document
  • Publishing the document to your Knowledgebase

Within this process, users can configure document settings as necessary.

Creating a document

The portal organizes documents through a navigational structure based on landing pages that follow a common taxonomy, such as Benefits, Careers, Leave & Time Off, and Pay. You must map each content document to one or more landing pages to determine where the content is displayed in the portal.

Before creating a document, you must perform these tasks:

  • Determine the location of the document in the portal, including the landing page and the section of the landing page
  • Determine the landing page subject
  • Define the meta tagging strategy
  • Identify the source document or related link source document
  • Determine the document type, such as child, copy, or reference

Each landing page includes nine main sections and two sidebar sections. You can use the Landing Page Planner to plan and organize the content on the landing page before mapping documents in the portal. The planner lists the available landing pages, the portal mapping strategy, and the source documents for new content.

The same mapping approach applies to all document and landing pages in the portal.

  1. Log in to the Stage environment with your HRSD Knowledgebase Content Management user account.
  2. Click the ellipsis icon.
  3. Select Document Manager.
  4. Select Add New Document > Add From Organization.
  5. In the Add Method section, select a document type.

    In general, users use the Copy method to add documents and the Reference method to add integration and related links.

  6. Select one or more documents from the list. You can use the search field to locate a document.
  7. Click Add.
  8. Click the exit icon to return to Document Manager.
  9. Click Refresh to update the Document Manager.
  10. Update the information of the document:
    1. On the Document Manager, locate the recently created document.
    2. Click Edit.
    3. Select Tools > Details.
    4. On the Details page, update any field as necessary.
    5. Click Update.
    6. Click the exit icon to return to the Edit page.

Managing user group access to a document

  1. On the Document Manager, select a document from the list. If it's not yet published, click Edit to check the document out.
  2. Assign access to a user group:
    1. Select Tools > Access.
    2. On the Portal Access tab, select UnAssigned Groups.
    3. Select one or more groups from the list.
    4. Click Assign Group.
  3. Remove the access of a user group:
    1. Select Tools > Access.
    2. On the Portal Access tab, select Assigned Groups.
    3. Select one or more groups from the list.
    4. Click UnAssign Group.

Managing the data items of a document

Note: Users can configure different data items depending on the source document.
  1. On the Document Manager, locate the document from the list.
  2. Click Edit.
  3. Click the menu icon.
  4. Select Data Items.

    On the Data Items page, you can specify the values for the subject and the section of the document to map the document to the portal. In most documents, the subject value is predefined and configured. However, non-standard landing pages do not have predefined subject and section values.

  5. To configure a data item:
    1. On the Configure tab, select a data item from the list.
    2. In the text field, specify the value. Depending on the document, you can select a predefined value if available.
    3. Click OK.

Updating a topic name

  1. On the Document Manager, locate the document from the list.
  2. Click Edit.
  3. Click the menu icon for a topic.
  4. Select Topic Properties.
  5. Specify a short topic name and full topic name for the document.
    Note: The short topic name and full topic name can be the same.
  6. Click Save.

Updating the content of the document

  1. On the Document Manager, locate the document from the list.
  2. Click Edit.
  3. To add text content:
    1. Click on the text section of the topic.
    2. Specify the content in the text editor field. You can use the text editor to update the text formatting of the content.
    3. Click Save.
  4. To upload a new image:
    1. In the text editor, place your cursor to where you are adding the image.
    2. Click the insert image icon.
    3. Click the folder icon to access the image library for the portal.
    4. Click the Browse field.
    5. On your computer, locate and select the image to upload to the image library.
      Note: Before uploading the image, rename the image file name to remove all spaces and special characters.
    6. Click Open.
    7. Click Upload.
    8. Locate and select the image in the image library.
    9. Click Insert.
    10. Provide a simple description for the image in the Image description field.
    11. In the first Dimensions field, specify 100%. Leave the second Dimensions field blank.
    12. Select the Constrain proportions check box.
    13. Click the Advanced tab.
    14. In the Style field, specify max-width: <###>px;.
    15. Click Ok.
    16. Click Save Contents.

Publishing a document

You can publish a document to the Stage and Live environments. Portal users on the Live environment cannot view the document on Stage.

For new documents, you must publish the document to the Stage environment before checking it in. If you update an existing document, you can check in the document and then publish it.

  1. On the Document Manager, scroll through the list or use the search bar to find the document to publish.
  2. Confirm that the document is either checked out or already published on the Stage environment.
  3. Publish to the Stage environment:
    1. On the same row as the document, click Edit.
    2. Click Publish.
    3. Select Publish Draft > Stage.
    4. Click OK.
  4. On the Edit page, click Check In.
  5. Select Check In.
  6. Optionally, in the dialog box, you can add notes on the changes to the document.

    We recommend that you specify a note for audit tracking.

  7. Click Save & Check In.
  8. Publish to the Live environment:
    1. Select the name of the document.
      If the document is not yet published to the Stage environment, follow the steps for publishing to the Stage environment in Step 4. You must publish the document to Stage and check it in before you publish it to Live.
    2. Click Publish.
    3. Select Live.