The first tab you see when you enter the Admin area is the Knowledgebase tab. This shows a summary of the number of articles and files in the knowledgebase, and their current status.
From here you can click on any of the links to produce a list of articles or files of that status. Or you can select another tab to manage articles, comments, categories and templates. You can also click on a menu option to choose another administration option—files, feedback, users, settings or import/export.
Common functions
KBPublisher works the same way whether you are working with articles in the knowledgebase, with files, or with feedback.
In this article we look at some of the common functionality. The example shows the article screen, because it has the most functionality, but features are applicable for other screens as well.
- Category allows you to filter records in the list so that only items from that category are shown. If the category you choose has sub-categories, items in the sub-category will also be listed.
- You can restrict the list to published items, unpublished items or pending items by choosing a Status. For example, if you are an editor you may wish to just view articles that are pending (approval required) to get a quick list of articles to check and publish.
- Type allows you to filter on items of a specified type. Because type is optional, many items may not have a type, so you can also choose to find items with 'no type assigned'. Choosing this option lists every article without a type, and omits those that do have nominated types.
- If you wish you can Search for an article by it's title, by content in the article, using article keywords or by nominating the article ID. Use the asterisk (*) as a wildcard at the start and/or end of the text to widen the search.
- Once you have chosen any of the options above, you must click on the Search/Filter button to produce the new list.
- The Add New button allows you to add a new article, glossary item, category, file or user, depending on which screen you are currently on.
- The knowledgebase shows you how many records it has found, and where you are in the list.
- You can jump direct to another page by choosing the page number from the drop-down list. Or you use the next (>> >>) and previous (<< <<) buttons to move between pages.
- You can switch between showing 10, 20 and 40 records per page by choosing the appropriate number from the drop-down list. (By default, ten records are shown, but the default can be changed by the administrator.)
- This list of items shows:
- The article ID, which is the ID number this article is stored under in the database
- A key if the article is private
- The date the article was created, under the Posted date
- The article Type, if it has one
- The Title of the article
- The Category of the article
- The number of times this article has been viewed under View
- Number of Comments made about the article
- Whether or not there are any Attachments, and if there are, how many
- Order shows where this article is placed within its category
- Status is a color denoting whether the article is published, pending or unpublished
- Actions, which allow you to update or edit items
- By default, the Status colors are:
- Blue: published
- Red: pending (approval required)
- Dark grey: draft
- Light grey: unpublished
These colors can be changed by the administrator.
- You can update or edit any item from this screen using the actions in the Actions column.
To update an item, click on the paintbrush. To delete an item, click on the red cross.
- Or you can use the bulk update option. Check the articles you wish to update, and then choose the appropriate bulk action from the drop-down list.
