Metadata of a Self Help Project


Self Help projects have properties that are defined using metadata. These properties are applicable to all procedures in the Self Help project. They can be:

  • Standard metadata created by EasyVista.

    example  Procedure name ; Procedure category

  • Specific metadata created by customers based on their requirements.

    example  Keywords associated with a procedure for a virtual agent

You can export metadata to a CSV file. This enables you to view and modify it easily in Excel. Once you have finished the modifications, you can import the file to the Self Help project in the Admin module. Each item of metadata will automatically be propagated to the relevant procedures.

Metadata can be retrieved when statistics are extracted. It can be used to flag a batch of procedures that require specific statistical analysis.

Particular metadata

  • Metadata that can be translated into another language for multilingual Self Help projects.
  • Metadata dedicated to the deployment of a virtual agent. Open url.png See the description.
  • Metadata that can managed the access of the procedures depending on the groups associated with the user. Open url.png See the example and the procedure.

Notes

  • You can access metadata in the Properties view of the Studio in edit mode.
  • Standard metadata defined by EasyVista cannot be deactivated or deleted.
  • Deactivated metadata in a Self Help project cannot be included in procedures or exported.
  • When you copy a procedure to another Self Help project, all of the metadata from the source Self Help project will automatically be copied.
  • To delete an item of metadata that was manually added, you must first deactivate it.
  • You can extract statistics via the extraction profiles.

Caution

  • You must not modify the Self Help project while metadata is being modified. If you add or delete a project procedure, the CSV file will no longer be valid.
  • You must not add any rows to the file. You must not delete any rows from the file.
  • You must not modify the header row.
  • You must not modify columns A to I. These columns contain general information for each procedure. They are automatically maintained by the Self Help app.

Best Practice

  • You should define the naming convention for all metadata in the Self Help project and for all non-translatable values, e.g. CamelCase, snake_case, etc.

    example  Category = ChangeCatalog or change_catalog

  • Text fields are case-sensitive. You should therefore copy and paste them to avoid typos and input errors.
  • Export metadata once you have created all of the procedures in the Self Help project.
  • To create metadata specific to a virtual agent quickly and without input errors, you can copy a virtual agent procedure from a source Self Help project to your target Self Help project. The metadata specific to the virtual agent will automatically be copied to your Self Help project.

Description of metadata

Specific metadata

         Specific metadata.png

Access

  • Click Add metadata icon.png in the toolbar in the Properties view to add metadata.
     

Key: Unique ID of the metadata. Note: If metadata is translatable, the key will be identical for each language.

Name and default value must be localized: Used to indicate if a name or value should be specified for each language (box is checked) or if the same name or value should be applied irrespective of the language (box is not checked).

Name: Name of the metadata. Note: One row will appear for each language if the metadata is translatable.

Applies to: Used to specify the type of component where the metadata is applicable.

Data type: Used to indicate the type of metadata.

Default value: Default value of the metadata. Note: One row will appear for each language if the metadata is translatable.

Indexable: Used to indicate if the metadata can be indexed for searches (value = 1) or not (value = 0).

Save icon.png: Used to save the metadata.

Activate metadata icon.png: Used to deactivate the metadata. The metadata will automatically be moved to the Deactivated Metadata tab.

Standard metadata

These metadata are available on every procedure whatever the Self Help project.

    Open url.png See the description
         Standard metadata.png

Export of the metadata

Export operation

  • You perform the export in the Self Help project.
    • Any writer authorized to access the domain of the Self Help project can perform the export.
    • Metadata is exported in the language selected in the Explorer pane.
  • Name of the exported file: <Name_of_project>_metadata_<langue>.csv

    example  Wiki_metadata_en_US.csv

  • The CSV file contains:
    • One row for each procedure in the Self Help project
    • One column for each procedure metadata (general and specific properties), plus one column for each active item of metadata in the Self Help project

         CSV export file.png

Content of the Excel file containing exported metadata

Metadata are grouped according to 3 types of information.

Metadata Description

Colums A to I: Information on procedures

Caution: You must not modify these columns in the file.

Locale Language used for writing the procedure

example English US: en_US; French: fr_FR

Name Name of the procedure
Description Description of the procedure
Status Status of the procedure in the content validation workflow

example Draft, Approved

Alias Alias attributed to the procedure
Id Unique ID (GUID) of the procedure
ScenarioId Unique ID (GUID) of the scenario where the procedure belongs
Path Location of the procedure in the tree structure of the Self Help project
EntryPoint Used to indicate if the procedure is an entry point (value 1) or not (value 0). If it is an entry point, then it can be run directly by users

example

  • Procedure: Where are my assets? Executable ==> value 1
  • Sub-procedure: Search for assets Not executable ==> value 0

Columns J to O: General metadata in procedures

Note: You can modify the values in these columns.

Category Category to which the procedure belongs
Category description Description of the category to which the procedure belongs

Note: Translatable data by language.

MetaDescription HTML meta tags associated with the procedure

Note: Translatable data by language.

Sub Category Sub-category to which the procedure belongs
Sub Category description Description of the sub-category

Note: Translatable data by language.

Viewable Used to indicate whether or not the procedure should be indexed by the search engine

Columns P to S: Metadata specific to virtual agent procedures

Note: You can modify the values in these columns.

agentFlag Method for running the procedure

Open url.png See the description.

example Welcome: The procedure is run as soon as the conversation panel of the virtual agent opens.

dialogFriendly Used to indicate if the procedure should open in the virtual agent's conversation panel (value True) or if it should open in a side pane (value False)

Open url.png See the description.

intentAlt List of alternative ways of asking a given question that will open the same virtual agent procedure

Open url.png See the description.

example (user questions) What is software X? / What is software X used for? / What can I do with software X?

tags 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 Self Help help procedures

Open url.png See the description.

Procedures

How to export and import metadata from a Self Help project

Step 1: Export the metadata.

1. Display the Explorer pane.

2. Right-click the Self Help project in the tree structure of the Explorer pane.

3. Click Select language drop down.png in the toolbar of the Explorer pane to select the export language.

4. Select Export > Get metadata.

5. Save the file in a folder.
The metadata will be exported to a CSV file in the selected language.

Step 2: Modify the metadata in Excel.

1. Open the CSV file in Excel.

2. Make corrections and add information if required.

3. Save the file.

Step 3: Import the metadata.

1. Go to the Admin module.

2. Select Import > Attributes in the menu and click Import attributes.

3. Select the CSV file you want to import and click Import.
The metadata will automatically be propagated to all procedures in the Self Help project.

How to modify metadata in a multilingual Self Help project

Step 1: Process non-translatable metadata.

1. Select the source language of the Self Help project by clicking Select language drop down.png in the Explorer pane.

2. Select Export > Get metadata.

3. Save the file in a folder.
The metadata will be exported to a CSV file in the source language.

4. Open the file in Excel and modify the non-translatable metadata. Save the file.

5. Import the file containing the non-translatable metadata to the multilingual Self Help project. To do this, go to the Admin module, select Import > > Attributes in the menu and click Import attributes.
The non-translatable metadata will automatically be propagated to all procedures in the Self Help project, irrespective of the language.

Step 2: Process translatable metadata for each language.

1. Select the first language of the Self Help project by clicking Select language drop down.png in the Explorer pane.

2. Select Export > Get metadata.

3. Save the file in a folder.
The metadata will be exported to a CSV file in the selected language.

4. Open the file in Excel and modify the translatable metadata. Save the file.

5. Import the file containing the translatable metadata to the multilingual Self Help project. To do this, go to the Admin module, select Import > > Attributes in the menu and click Import attributes.
The translatable metadata will automatically be propagated to all procedures in the Self Help project in the selected language.

6. Repeat these export and import actions for each language in your multilingual Self Help project.

How to filter procedures depending on the groups

FilterProceduresViaGroups

    Open url.png See the example.

Step 1: Add a specific item of metadata to the Self Help project associated with the customer portal.

1. Select the Self Help project in the tree structure of the Explorer pane.

2. Select the Properties view.
 The Self Help project properties will appear.

3. Select the Metadata Definition tab.

4. Click Add metadata icon.png in the toolbar to create the new item of metadata.

5. Complete the information for the new item of metadata, authorizedGroups.
         Add authorizedGroups metadata - To project.png

Step 2: Add the authorized user groups to each procedure.

1. Click Tree expand icon.png to expand the tree structure of the Self Help project.

2. Select the procedure to be filtered by group in the Explorer pane.

3. Select the Properties view.
The properties of the procedure will appear. The new item of metadata, authorizedGroups, will appear at the bottom of the list.

4. Specify the groups authorized to access the procedure in the authorizedGroups property.
Note

  • Separate each group using the comma, semicolon, vertical bar or slash , ; | /.
  • You can use the attribute management function.

         Add authorizedGroups metadata - To procedure.png

5. Repeat these actions for each procedure to be filtered by group.

Step 3: Check that information is correctly filtered by group.

    Open url.png See the example: Filter procedures on the customer portal

1. Go to the customer portal.

2. Select one of the groups you are authorized to access.
         Authorized groups list.png

3. Check that only the procedures associated with this group are available.

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Last modified by Unknown User on 2020/03/24 13:37
Created by Administrator XWiki on 2020/01/17 15:48

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