Self Help Desktop Studio - FAQ Import


From: Self Help Autumn 2020 version onwards

The FAQ import is used to import question/answer procedures in an Excel file in one go to a new Self Help project.

  • The structure of the new Self Help project will be based on the folders specified in the Excel file. Open url.png See the description.
  • Each row in the Excel file will automatically be imported as a procedure in the corresponding folder.
  • The Self Help project can be created as an individual project or it can be directly integrated in an existing project.

Example

Import an Excel file containing procedures on how to use Word to Self Help

Contents of the Excel file File import in the Desktop Studio
Import FAQ - Excel file example.png Import FAQ - Project imported example.png

Notes

  • Each FAQ import will result in the creation of a new Self Help project. You cannot just import the new content added since the last version of the file.
  • The new Self Help project can be published immediately after the import.
  • When you import an Excel file, each row in the file will be imported as one procedure, each containing one Page step.
             Excel file - One procedure.png
  • You can specify metadata in the Excel file. It will be imported and automatically associated with each procedure.
  • Translatable data for each language must be imported in the same way for all languages defined in the Desktop Studio. If required, you can modify it in the Desktop Studio.

Best Practice

  • To avoid errors when creating your Excel file, we recommend that you download the Excel template containing the correct column headers below.
             Download icon.png  Excel file template
  • You cannot import images or files via the FAQ import. If you want to do this, you should use the Folder import.
  • The Excel file contents will be imported as raw data to procedures. You can use HTML tags to format the data in the Excel file.
HTML-formatted text in the Excel file Result in Self Help
Import FAQ - Excel text example.png Import FAQ - Result text example.png

Screens description

Access: File > Import > FAQ

        Import FAQ - Step 1.png

Step 1

Source File (xlsx): Name and path of the Excel file to be imported in the file explorer.

Save Archive: Used to indicate if an AAR archive should be generated for the new Self Help project (box is checked) or not (box is not checked). If the box is checked, the Archive Folder and Archive File Name fields will become active.

     If the Save Archive option is selected:

  • You must select the folder where the archive will be saved.
  • If you do not specify the Archive File Name field, the folder name to be imported will be used, e.g. the folder selected in the Source File field.
  • The format of the default archive name is as follows: <Archive name>-<Writer name>-<Creation date / hour>-<Writer login>.aar

    example  

    • <Archive name> = Glossary  ==>  Glossary-Smith-20201118_190136-jsmith@easyvista.com
    • Unspecified <Archive name>; source folder = NewAppGlossary  ==>  NewAppGlossary-Smith-20201118_190136-jsmith@easyvista.com
  • If the import is canceled in step 2, the archive will still be generated.
     

Create New Project: Used to indicate if the folder should be imported to a new Self Help project or if its contents should be added to the current Self Help project selected in the Explorer pane. If the box is checked, the field for entering the Self Help project name will become active.

  • The default name of the new Self Help project is the name of the source folder.

Step 2

Validation Status: Status in the content validation workflow to be applied to all imported objects, i.e. procedures and resources.

  • By default, the Draft status is applied. This corresponds to the Keep statuses value selected by default.
     

Note: The List of user metadata definitions and Force the import anyway fields that are displayed when content is to be imported to the current Self Help project are not available for use.

Procedure: How to import an FAQ project

Step 1: Select the Excel file to be imported.

1. Open the Desktop Studio in edit mode.

2. Select File > Import > FAQ in the menu.
The window for importing an Excel file will appear.

3. In the file explorer, select the folder containing the Excel file you want to import in the Source File (xlsx) field.
 

Step 2: Specify the parameters for the FAQ import.

1. (optional) Specify the information for creating an AAR archive.

  • Select the Save Archive option.
  • In the file explorer, select the folder where the Self Help archive should be generated in the Archive Folder field.
  • (optional) Specify the archive name to generate the full name of the archive.
    Note: By default, the name of the archive folder will be used.

2. (optional) Specify the information required for importing content to a new Self Help project.
Note: By default, the folder will be imported to the current Self Help project selected in the Explorer pane.

  • Select the Destination: Create New Project option.
  • (optional) Enter the Self Help project name.
    Note: By default, the name of the folder in the file explorer will be used.

3. Click Generate.
Step 2 of the import will appear.

Note: Select the Skip Archive creation confirmation option to skip this step and generate the new Self Help project immediately.
 

Step 3: Import the Excel file to Self Help.

1.Select the status in the content validation workflow to be applied to all imported objects, from the Validation Status drop-down list.

2. Click Import.

3. Check that the contents displayed correspond to the Excel file contents to be imported.

Note: You can click Cancel to cancel the Excel file import.

  • The folder will not be imported.
  • The AAR archive will be created if you selected the Save Archive option.

4. Click OK.

  • The Excel file contents imported to Self Help are identical to the folder in the file explorer.
    • The tree structure in the Explorer pane will be refreshed.
    • The Excel file contents will appear in the current Self Help project if the Create New Project box is not checked. Alternatively, it will appear in a new Self Help project if this box is checked.
  • Rows in the Excel file will be imported as procedures, each containing one Page step.
  • The status of procedures will be initialized to the status specified.
  • The AAR archive will be created if you selected the Save Archive option.

Description of the Excel file

Each Excel file is a workbook containing one or more sheets.
         FAQ import - Excel file.png
         Import FAQ - Project directory.png

Name of the Excel file: Name of the level 1 folder (root of the Self Help project) (1).

Name of the sheet: Name of the subfolders (2).

Each row in the sheet: Procedure containing one Page step whose content is described in detail in the columns (3).

Column Type Description/Notes

Columns containing the description of procedures

Name Text Name of the procedure.
  • This name is also applied to the title of the Page step.
  • Mandatory value.
Content Text Content of the Page step in the procedure.
  • Mandatory value.
  • You can add HTML tags to format the text. Open url.png See the example.
Description Text Description of the procedure.
Alias Text Alias attributed to the procedure.
  • The alias must not start with the reserved word, on.
  • It must not contain special characters.

Columns containing general metadata for procedures

Category Text Category to which the procedure belongs.
CategoryDescription Text Description of the category to which the procedure belongs.
Subcategory Text Sub-category to which the procedure belongs.
SubcategoryDescription Text Description of the sub-category.
MetaDescription Text HTML meta tags associated with the procedure.
Viewable Boolean Used to indicate whether or not the procedure should be indexed by the search engine.
  • 1 or true: The procedure is indexed.
  • 0 or false: The procedure is not indexed.

Columns containing specific metadata for virtual agent

procedures
Keywords Text List of keywords associated with the procedure displayed in a tag cloud. When you click one of the keywords, this will return one or more procedures. Open url.png See the description.
  • You should separate keywords using the ; character.
DialogFriendly Boolean This defines how virtual agent procedures are opened. Open url.png See the description.
  • 1 or true: Procedures open in the conversation panel.
  • 0 or false: Procedures open in the side pane.
AgentFlag Text This defines how virtual agent procedures are run. Open url.png See the description.
  • Possible values: welcome, misunderstanding, rephrase, hidden, bye
AlternativeIntents Text This indicates the alternative ways of asking a given question that will open a virtual agent procedure. Open url.png See the description.
  • Separate each phrase using a period, comma, exclamation mark or question mark . , ! ?.
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Last modified by Unknown User on 2021/04/30 15:41
Created by Administrator XWiki on 2020/12/07 11:23

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