Creating a New Version of Handbook

Backing up the Oldest Version

To back up the oldest version:

1. Create an offline html version to share with clients as needed (see Offline documentation):

   1. Click on the Content Tools button.

   2. Select Import & export project. If you only see Templates, expand the section by clicking the arrow to see the rest of the options.

   3. Click Start Export.

4. In the dialog that pops up,  select HTML (Offline Documentation).

5. Select All under Include new or modified articles in.

6. Select the oldest Workspace - the one that you plan to delete (in this case it is v2024.3). Note the order is not chronological, but alphabetical.

7. Ensure that Include media files is checked.

8. Click Export.

9. Download when the file when done.

10. Rename to reflect the Workspace name + html.

11. Upload the file to the PKM SharePoint page.

2. Create a JSON zip file of the whole project (see Export project as a ZIP file - JSON):

   1. Repeat steps 1 to 3 above.

   2. In the dialog that pops up, select the oldest workspace.

   3. Select All under Include new or modified articles in.

   4. Ensure that Include media files is checked.

4. Click Export. Export desired Project. The Project that you selected will be exported as a .zip file.

5. When done, click Download.

6. Rename to reflect the Workspace name + JSON.

7. Upload the file to the PKM SharePoint page. 

Deleting the Oldest Version

Once the oldest version of the Handbook is backed up, proceed to delete it:

1. Click on the Settings button in the bottom-left corner of the screen.

2.  Click Localization & Workspaces.

3. Find the oldest version and click on the Delete button.

Creating a New Version

Once the oldest version is deleted, you can proceed with the creation of the new one. To create a new version:

1. Click on the New Workspace in the upper-right corner in the Settings \ Workspaces & localization.

2. Enter the Name of the new version.

The Slug URL will be entered automatically and will be identical to the Name. 

3. Remove the dot (.) in Slug URL, for example make it v411.

   Warning

   Never replace the dot (.) with a dash (-) in the URL. Doing so will cause issues and make links in the new workspace point to the old workspace instead!

4. Check the public and Main Workspace boxes under Workspace status.

5. Check Beta to label the version as Beta.

Note

Remove the Beta version after the final release notes are published.

6. Select the newest Base Workspace from where you want to copy the content to the new workspace. This should be your most recently created workspace.

7. Make sure that under Internal links, New is selected. 

8. Make sure Include mirrored articles is selected.

9. Click Add.

10. Wait for the system to finish creating the new version.

Disabling Status Labels

When the new version is created, you will need to disable the labels so that all the copied articles don't get the New article label.

To disable the labels:

1. Switch to the newly created version by clicking on the Documentation button in the left sidebar and selecting the newest version from the drop-down menu at the top.

2. Click on the Settings icon.

3. Click on KNOWLEDGE BASE SITE.

4. Click on Article settings.

5. Scroll down to the Category manager section.

6. Find the Auto set article status option.

7. Click on the Switch On/Off button so that it shows Off.

Hiding Articles

Before bulk publishing all the articles, check for New articles articles in the previous version. Note that they will also be published when you do the bulk publication. If you want these articles to remain hidden from the readers in the newest version, ensure that they are hidden in the newest version.

To check for New Articles articles:

1. Navigate back to the previous version of the Handbook.

2. Click on All articles.

3. Click on Filter.

4. Under Status check Unpublished and Draft.

5. Click Apply.

6. Check if each of the listed articles needs to be hidden or can be published.

7. Hide the applicable articles in the new version.

8. To find the Hidden articles, from the Filter drop-down menu, select Visibility and then Hidden.

Remember to unhide these articles again later, when you finished working on them and when you really want to publish them.

Caution

Remember to unhide these articles again later, when you finished working on them and when you really want to publish them.

Bulk Publishing Articles

To Bulk publish the articles:

1. Navigate back to the new version of the Handbook \ Documentation \ All articles.

2. Check the Title checkbox to select all articles on the page.

3. Click Select all to select all articles in the Workspace.

4. Click Publish.

5. In the pop-up add a comment and click Publish.

6. Check if all the articles were published, including the category pages. 

7. If category pages aren't published, you will have to publish them manually. See an example of a Category page.

8. Test the link to confirm the URLs were updated correctly.

Enabling Status Labels

The labels that you disabled in one of the previous steps need to be enabled again.

Caution

If you forgot to disable the status labels earlier, the best course of action is to delete the new workspace and start over. Alternatively, you’ll need to remove all the labels afterward, which can be time-consuming, as the bulk action does not work reliably.

To enable the labels:

1. Return to the Settings \ KNOWLEDGE BASE SITE \ Article settings. See Disabling Status Labels.

2. Scroll down to the Category manager section.

3. Find the Auto set status option.

4. Click on the Switch On/Off button so that it shows On.

Adding new Categories to Reader Groups

Not all the readers have access to all the articles in the Handbook. This is something the should always be done after a new version of the Handbook was created or any time a new article is created in an existing version.

To ensure that readers only have access to the articles that you want them to see, add the applicable categories to each of the Reader Groups.

1. In the sidebar, click on Settings.

2. In the left menu, click USERS & SECURITY.

3. Click Readers & groups.

4. Select a group and click the Edit button.

5. In the bottom click Manage content access .

6. Click xx categories selected.

7. Select / Unselect the categories in the latest version, that you want to give the reader group access to.

8. When done, click Apply & Continue.

9. Click Update.

Different user groups have access to different article categories.