A collection is a set of knowledge articles modeled in the form of procedures.

• It is organized and structured through a Self Help project that can also contain other resources, e.g. images, PDF files, HTML content, forms, etc.
• It includes different versions, each of which contains a set of procedures whose content is locked at a specific point in time. The last published version is the one available to users.
   

The menu is used to:

• View the content of collections and monitor progress in the writing of procedures via the decision tree.
• Import and export collection versions and metadata.
• Publish collection versions and index them.

Notes

• You can only view the content of the working version or the content of the last published version.
• When you import a collection, this will create a new collection with a working version.

Best Practice

• You can export metadata from a collection version. This enables you to view and modify it easily in Excel. Once you have updated the metadata, you can import the file to the version. All of the metadata will automatically be refreshed and propagated to the relevant content, e.g. project, procedures, resources, etc.  -  See the procedure

Menu access

• Online Studio > Knowledge > Collections

Screens description

Collections

List of all collections available on the Self Help server.

• Click one of the collections to display its details in the right pane.
• The collection name will appear at the top of the pane.

General

Description: Description of the collection.

Domain: Domain associated with the collection.

Nb versions: Number of versions present in the collection.

Working versions

Each collection can display two cards, the first one for the working version, and the second one for the last published version if it exists.

• Click the relevant card to see its details.  See the description of a version
   

Name: Collection name.

• The collection name is the same as the Self Help project name.

Modified: Last modification date of the version.

Description: Description of the version.

Available languages: Languages in which the version is available.

: Used to export the content of the version in an AAR archive.  See the procedure

: Used to export all of the version metadata in a CSV file.  See the procedure

: Used to reindex the version.  See the procedure

 (Note: Only for working versions): Used to import metadata in a CSV file to the version.  See the procedure

Publish: Used to publish the working version.  See the procedure

All versions

List of all versions in the Self Help project.

• The status shows if it is a working version, an active published version or an inactive previously published version.
   

: Used to export all of the version metadata in a CSV file.  See the procedure

: Used to reindex the version.  See the procedure

Collection versions

Access: Click one of the cards, i.e. working version or last published version.

General

Name: Collection name.

• The collection name is the same as the Self Help project name.

Alias: Alias attributed to the version.

Modified: Last modification date of the version.

Indexed: Last index date of the version.

Description: Description of the collection.

Locks: Indicates the number of procedures or resources currently open.

Available languages: Languages in which the version is available.

Project content

The tree structure of the Self Help project defined in the Desktop Studio is displayed.

 next to a procedure: Used to monitor progress in the writing of procedures via the decision tree without having to exit the Online Studio.

Metadata

List of metadata associated with the Self Help project.

+: Used to add a new item of metadata to the version.  See the procedure

Show all: This displays all of the server metadata for the Self Help project.

: Used to modify the metadata.

: Used to delete the metadata.

Procedures

How to view the content of a collection

Step 1: Display the versions in the collection

1. Select Knowledge > Collections in the Online Studio menu.

2. Click the Self Help project associated with the relevant collection.

The right pane will display the details of the collection and its versions.
 

Step 2: Display the content of a version

1. Click the card of the relevant version to view its content.

The content of the version will appear in a popup window.  See the description of a version

2. Click  next to one of the procedures to monitor progress in the writing of the procedure via the decision tree and to test the procedure.

How to export the content of a collection version

Step 1: Export the content of the version

1. Select Knowledge > Collections in the Online Studio menu.

2. Click the Self Help project associated with the relevant collection.

The right pane will display the details of the collection and its versions.

3 Click  in the icon bar in the card of the relevant version.

A notification at the bottom of the screen will inform you if the export was successful.
        

Step 2: Download the archive

1. Click the Download link in the notification.

 The AAR archive will be downloaded to your workstation.

How to import a collection

Step 1: Run the import wizard

1. Select Knowledge > Collections in the Online Studio menu.

2. Click Import in the toolbar at the top of the list of collections.

The import wizard will appear.

3. Select the type of import you want, i.e. Archive or FAQ.

The options specific to the type of import will appear.
 

Step 2: Specify the information on the import

1. Specify the information required based on the type of import.

Archive import		FAQ import
(1) Drag and drop the AAR file here or click to browse for your file (2) Select the domain to which the collection will be imported		(1) Drag and drop the XLS file here or click to browse for your file (2) Select the writing language of the project (3) Enter the name of the project to be created (by default, it is the name of the XLS file) (4) Select the domain to which the collection will be imported

2. Click Import.

A notification at the bottom of the screen will inform you if the import was successful.
        
 

Step 3: Open the imported collection

1. Click the Open link in the notification.

 The imported collection will be selected in the list of collections.

2. Click the name of the associated Self Help project.

The right pane will display the details of the collection and the working version.

How to export and import the metadata of a collection version

       See the procedure

How to add an item of metadata to a collection version

Step 1: Select the collection version

1. Select Knowledge > Collections in the Online Studio menu.

2. Click the Self Help project associated with the relevant collection.

The right pane will display the details of the collection and its versions.

1. Click the card of the relevant version.

The content of the version will appear in a popup window.
 

Step 2: Add the new item of metadata

1. Select the Metadata section of the version.

2. Click +.

The properties pane of the new metadata will appear.

3. Specify the information on the new metadata.

Fields

Description

(1) Unique ID of the metadata. This field will not appear in the Metadata section. Once it is entered, it can no longer be modified.    You must only use lower-case letters. (2) Name of the metadata. (3) (optional) Default value of the metadata. (4) Type of metadata, i.e. string of characters, Boolean, number or date. (5) Select this box if you want to translate the metadata. (6) Select this box to enable the metadata. (7) Enter the name of the group if you want to add this item of metadata to an existing group.

4. Click Add.

How to publish a collection version

Step 1:  Run the publish wizard

1. Select Knowledge > Collections in the Online Studio menu.

2. Click the Self Help project associated with the relevant collection.

The right pane will display the details of the collection and its versions.

3 Click Publish in the icon bar in the card of the relevant version.

The publish wizard will appear.
 

Step 2: Specify the information on the publication

1. Specify the information required for publication and click Next after each step.

• Step 1: User groups
  • Select the user groups authorized to access the new published version.

• Step 2: Executable procedures
  • This screen displays the content of the version, e.g. folders, resources, procedures, etc.
  • You cannot modify any of the information.

• Step 3: Version history

Fields

Description

(1) Description of the new version content. (2) Alias attributed to the new version. By default, the alias of the previous version is assigned. (3) Select this box to create a new working version. (4) Select the relevant publication option. PUBLISH and REPLACE: This will enable the new version and disable all previously published versions. PUBLISH and ACTIVATE: This will enable the new version without disabling previously published versions. PUBLISH and NOT ACTIVATE: This will disable the new version without disabling previously published versions. (5) Select this box to force the reindexing of the published version.

• Step 4: Publication and mail
  • Select the Send mail box to send an email to users informing them of the new published version.

2. Click Finish.

How to force the indexing of a Self Help project

Step 1: Select the collection

1. Select Knowledge > Collections in the Online Studio menu.

2. Click the Self Help project associated with the relevant collection.

The right pane will display the details of the collection and its versions.
 

Step 2: Reindex the version

1 Click  in the icon bar in the card of the relevant version.

A warning informing you that platform performance may be adversely impacted will appear.

2. Click Yes.

The collection version will be reindexed.

Import and export errors

Errors may appear at the end of an import or export operation. If this is the case, a notification at the bottom of the screen will enable you to view the details of the errors.
        

1. Click the See details link in the notification.

 Details of the errors will appear in a popup window.
        

2. Click  at the bottom of the window to copy the details of the errors.

3. Paste the details in a text file.

4. Declare an incident on the EasyVista Support site and provide the error file.