Knowledge Base: Archiving a KB Article

Summary

This article explains how to archive an article in the TeamDynamix (TDx) Knowledge Base (KB) and how to designate a "replacement article" in case people follow a link to the archived article. These instructions are for people with permission to archive articles in the USNH TeamDynamix system.

TeamDynamix allows assignment of a single "replacement article" for any archived article.

  • If a replacement article is set, when someone follows a link to the archived article they "land" directly in the replacement article without even realizing anything happened. 
    • This is a feature built into TDx, not a standard web page redirect.
  • If no replacement is set, when someone follows a link to the archived article, they will be taken instead to the KB homepage, which can be confusing when they were expecting to see article content instead.

Best practice is to set a replacement article so that if anyone follows a link to the archived article, they will see related content instead of landing on the KB homepage.

 

How-To

Task: To archive an article in the USNH TeamDynamix Knowledge Base.

 

Before you begin

Find the article you want to use as a Replacement Article, usually on some related topic. If there is not an obvious replacement, pointing to an overview or FAQ article on the same general topic is better than skipping it. You will need the replacement article's Article ID # (visible in the Article Details box, and at the end of it's URL). If there really is no related article, you may skip this option.

Important: Your Replacement Article must be an Article within the USNH TeamDynamix Knowledge Base - it cannot be any other web address, Service page, etc.  This feature works for a Replacement (KB) Article ONLY.

 

Instructions

Step 1 - Find the article you are going to Archive.  Click the Edit Article button in the upper right.  Note: If you do not see that button, then you do not have permission to archive articles.

Step 2 - Go to the Settings Tab just below the title.

Step 3 - In the Subject field, add "[ARCHIVED] " in front of the article title.

Step 4 - Erase the Article Summary text (if present).  Where XXXX is the Article ID # of your chosen Replacement Article, put this in the Article Summary instead:

  • Replaced by KB article #XXXX - https://td.usnh.edu/TDClient/60/Portal/KB/ArticleDet?ID=XXXX

​​​​​​​or if there is no replacement, say something like:​​​​​​​​​​​​​​

  • Archived with no replacement article.

Step 5 - Erase all Tags (if present).  Type in this tag instead:  archived

Article Summary and Tags filled in

 

Step 6 - In the Status field, select:  Archived

  • When you change the Status to Archived, the article becomes un-Published, and a new field for Replacement Article appears.

Step 7 - To the right of the Replacement Article box, click on the magnifying glass to open the Knowledge Base Article Lookup window.

Replacement Article field with red box around the magnifying glass on the right.
 

Step 8 - In the Search box of the Knowledge Base Article Lookup window, put the Article ID # of your chosen Replacement Article and click Search.

Step 9 - Click on the replacement article's Title (Subject).

  • The replacement article's Title will appear in the Replacement Article field. 
  • You can also search for an article by typing the title, but if you have the Article ID #, it's the fastest and surest way of finding the article you want.

Step 10 - Leave the Next Review Date and Owner information as it is. Un-check both Notify Owner check boxes.

Step 11 - Under Applicable Institution(s), un-check all the boxes.

Empty check boxes highlighted and red box around the "Save" button

 

Step 12 - Click the Save button at the bottom. A small, red notice will appear at the top saying:   Changes saved.

 

Outcome

The article is now Archived.  It is only visible to authenticated TeamDynamix users with permission to view Archived articles. 

  • If you specified a Replacement Article, users without permissions will only see the replacement instead of the archived article. 
  • TDx KB users with permissions will see the Archived article with a notice at the top and a link to the Replacement Article, if any.

 

Example Screen Shots

Link to Archived Article used in these examples:  https://td.usnh.edu/TDClient/60/Portal/KB/ArticleDet?ID=1963

Example Settings Tab of an Archived Article after it has been Saved:

Uploaded Image (Thumbnail) - Example of an Archived Article after it has been Saved.Click for full-size image

 

Example Article View for someone with permissions to view archived articles:

Uploaded Image (Thumbnail) - Example Article View for someone with permissions to view archived articlesClick for full-size image

 

Example Article Search Results for someone with permissions to view archived articles:

Uploaded Image (Thumbnail) - Example Article Search Results for someone with permissions to view archived articlesClick for full-size image

 

Need additional help?

Submit a TeamDynamix Application Administration ticket - use the Request TeamDynamix Service button then choose Request Type Knowledge Base request.

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.  

 

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