Content document configuration

You can determine where a content document is displayed in the portal and how users can access a content document within the site structure through content document configuration.

You can configure a content document using subject, data items, section elements, keywords, and group access to control how to present the content document to users. Data items define the landing page subject, section placement, and navigation behavior of a content document.

You can configure a content document by performing these actions:
  • Specify a name for the document that reflects the subject matter of the document. When you name the document, the document title and any links to the document are set.
  • Assign user groups to the document to control which users can view it. Group access applies to the document wherever it appears in the portal.
  • Mapping the document to a landing page so users can access the document from the appropriate area of the portal. The landing page subject is preset based on the template used, but you can change it by reconfiguring the subject data item.
  • Adding and removing content areas.

Naming a content document

When you assign a name to a content document, the name is displayed as a link in the main navigation menu on your site.

  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. Select the document to edit.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. After the document is checked out, select Tools > Details.
  6. Specify the name in the Name field.
  7. Click Update.
  8. Click the X icon to close the Document Details menu. The document remains open for editing.
  9. Continue editing or select Check In > Check In to check in the document.

Assigning group access to an authored document or uploaded document

You can assign user group access to pre-built landing pages and content documents, and remove group access. You can use access in conjunction with group rules to make documents available only to certain groups of users. When you assign access to a group, the document and links to the document are visible to users who are members of the assigned group.

When you create a new document, you must assign access to at least one user group and publish the document before users can view the document on the site.

  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. Select the name of the document to edit.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. Select Tools > Access.
  6. On the Portal Access tab, select UnAssigned Groups.
  7. Select one or more groups from the list.
  8. Click Assign Group.
  9. To verify the group access assignments, select Assigned Groups > Refresh to display the groups you added.
  10. Click the X icon to close the Access menu.
  11. In Edit mode, click Publish
  12. Select a publishing environment.
  13. Continue editing or select Check In > Check In to check the document in.
    If you check in the document, other users with editing access can edit and publish the document.