Transferring a document from Madison Kb to TDX client portal

Instructions

1. Open your Madison Kb docs in kb.uwplatt.edu. No need to open Admin Tools, if your docs are active. If your docs are expired, you will need to log into Admin Tools at kb.uwplatt.edu/kbAdmin.
2. Login to TDX Client Portal (“Tech Support” on Pioneer Portal, or through the app launcher in TDNext)
3. Select the most appropriate Category based on definitions (can be changed later, if needed)
   1. Service-Categories_rev121522.docx
   2. Can only choose one Category; cross-reference using Tags (below)
4. Select +New Article
5. Subject: Copy and paste from Madison; adjust case if needed
6. Body
   1. Apply template: General - no prompts
   2. Copy/paste text above “Needs Help?”
   3. For images (if used)
      1. If still relevant, take a screen shot & paste into TDX. DO NOT COPY directly from the Madison tool; this retains a connection to the Madison file server.
      2. If images are old or screen shots don’t look good, create new.  Copy & paste (or drop & drag).
      3. NOTE: Copy & paste (drag & drop) creates thumbnail images of consistent size; viewers can click the image to enlarge it. THIS IS PREFERRED. However, if your image is large, and a thumbnail makes it unreadable, use Insert Image.
7. Article summary
   1. Typically, the top line(s) of the Madison doc; will appear in a search. Should also appear in the doc itself.
   2. EX: Instructions for dialing a campus phone.
8. Tags (Keywords from Madison tool)
   1. Enter only one a time > no wild card (*); must see term in a box with an X
   2. Use to cross-ref if also applicable to another category
9. Set status >  Not Submitted
10. Next Review Date (no later than one year out)
11. Check "Notify Owner on Feedback"
12. SAVE – but you’re not finished yet!
13. Check links in the body; not all copied links work after the paste
    1. Make sure all links are set to open in a New Window
14. ADD Madison doc # in Comments; this allows admin to find the predecessor for inactivation later.
15. Select Edit Article > Tabs
    1. Content > Draft summary > Update article
    2. Related Articles (must be published first) > search, select > Save. Automatically cross-references all articles.
    3. Permissions > limit ONLY IF necessary > Save
       1. Public = everyone, results display for all
       2. NOT Public = only the groups identified will see it, MUST be logged in
          1. *To Subject: ADD "employees only" or similar
          2. *To Article summary: "Login required" or "Employee login required"

16. Settings > Status > Submitted (when ready for review and publication)

What happens next…

1. Once Submitted, doc is reviewed by Kb Admin.
2. Admin reviews > marks Approved > Publishes in Kb
   1. If there are questions or revisions, Kb Admin will Comment + Notify owner and leave status as "Submitted".
   2. Owner should Reply to comment with response, which will notify Kb Admin.
3. Admin updates any known campus short links with the new TDX URL.
4. Admin inactivates Madison doc.

If you have questions about this process, please contact Deb.