Document upload configuration

On the Create Uploaded Document form, you must specify the primary landing page for the document and apply meta tags that control where links to the document are displayed on the site.

This table shows the components of the Create Uploaded Document form:
Component Description
Document details Use this component to name the document, select the file to upload, and select the article that defines the primary landing page.
Meta tags Use this component to map the document to the primary landing page and additional locations, and to assign keywords used for search.
Groups Use this component to assign access groups to the document. You must assign at least one group before you can create the document.
This table shows the types of meta tags that you can use:
Meta tag key Description
Keywords

Use this meta tag key to associate the uploaded document with search terms. For example, to associate the word adoption with an uploaded document, add the keyword meta tag adoption.

You can assign multiple keyword tags to an uploaded document. To assign multiple keywords, separate each with a comma without spaces. Keywords must be lowercase. Do not use special characters in keyword names. The character limit is 250 characters.

For example, keyword1,keyword2,keyword3.
Subject Preset by the article use in the uploading document process to map to the same subject.
Section The section of the landing page to which you associate the uploaded file.
Widget Use this meta tag key to place a link to the uploaded document on the selected widget. For example, to add a link to the Benefits widget, add the benefits meta tag.

If you see a meta tag key in the system that is not described here, disregard it.

Uploading and tagging documents

After you upload a file, you must publish the uploaded document to make it available on the site.
  1. Log in to the HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. Click Add New Document > Create Uploaded Document.
  5. Specify this information:
    Document Name
    Specify the name of the document as shown on the site. You can rename a document after you create it.
    Do not use these characters in the Document Name field:
    • Forward slash: /
    • Backward slash: \
    • Less than: <
    • Greater than: >
    • Pipe: |
    • Dollar sign: $
    • Double quotes: "
    • Colon: :
    Article Source

    Select the source article for the landing page, not a document you already created. We recommend that you select Library to access the standard landing page articles. If you use custom landing pages, select Organization when the article is not in the Library.

    Article
    Use your Landing Page Planner to identify the source document or article to use for the landing page to which the document is mapped. For example, use the Pay Content Page for a document to be placed on the Pay landing page. The selected article determines these factors:
    • Primary landing page where a link to the uploaded document is available
    • The area to which the document is assigned

    When you select an article, its meta tags are displayed in the Meta Tags portion of the Create Document Upload form.

  6. Click Browse then locate and select the file to upload.
  7. To assign new meta tags:
    Note: If you select an article for the new uploaded document, skip this step.
    1. In the Meta Tags section, select the type of meta tag from the Key drop-down. For additional meta tags, use the Key drop-down to select from the more common choices or specify a custom Key into the Key field.
    2. In the Value field, specify the value that corresponds to the selected Key. Depending on the Key, this field can provide a list of options or require text input.
    3. Click Add.
    4. To remove tags, click the X icon that is associated with the meta tag.
  8. To assign groups:
    1. Select the Groups tab.
    2. Select Unassigned Groups.
    3. Select one or more groups from the list.
    4. Click Assign.
    5. To remove groups, select Assigned Groups.
    6. Select one or more groups from the list.
    7. Click Unassign.
  9. Click Create.
  10. Click the X icon to close the Create Document Upload form.

Updating an uploaded document

You can update an uploaded document by replacing the uploaded document with a new file, adding new meta tags or editing the existing meta tags. You can also download the current version of the document.

  1. Log in to the HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. If the document is not yet published, click Edit. If it is published, select the name of the document.
    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. Click the drop-down menu beside the title of the uploaded document and select Upload.
  6. Click Browse, locate the file that you want to update and click Open.
  7. Click Upload.
  8. Click Meta Tags to update, add, or delete meta tags.
  9. Click Download to download the current version of the document.
  10. Check in the document. When you are ready to make it available on the live portal, publish it.