Article Settings in TDX Knowledge Base

Summary

Creating an article in TeamDynamix (TDX) is an essential process for documenting information, providing self-service support, and improving knowledge sharing within your organization. This guide will walk you through each step, explaining the settings and features available when creating an article.

Step 1: Accessing the Knowledge Base

  1. Log into TeamDynamix.
  2. Click on Knowledge Base in the top navigation bar
  3. Click on New Article to start creating a new knowledge article.

Step 2: Entering Basic Article Information

When creating an article, you will need to fill out several fields to ensure clarity and organization:

  • Category: Select the appropriate category to help users find your article easily.
    • If you do not see a category that fits your article, please reach out to accessibleIT@shoreline.edu
  • Order: Set the order in which the article appears relative to other articles in the same category.
    • Pin Article (Checkbox): Check this box if you want to pin the article at the top of search results or a category.
  • Subject: This is the article's main heading (Heading 1) and is automatically set as the article title.
  • Body: The main content area where you provide detailed instructions, explanations, or troubleshooting steps. Refer to Article Accessibility for a more in-depth explanation on how to write an accessible article.
    • In the content editor for the Body, you will see a Templates option at the top. Click templates to choose from several accessible formats
  • Article Summary: Write a brief overview of the article’s purpose. This helps users quickly understand what the article is about.
    • This can also be used as the same summary when creating the Body of the article (check out the templates to see an example)
  • Tags: Add relevant keywords to improve searchability.
    • No spaces, if you are using multiple words for one take separate them with a hyphen
    • Be specific and relevant to the article content
    • Add multiple tags
    • Think about what words you would use to search for this article
    • Tags already in use will be suggested, try to use these if applicable
    • Ex: canvas-faq, canvas-support, how-to,

Step 3: Configuring Article Status and Publishing Options

Status Options (if applicable)

  • Not Submitted: The article is in draft mode and has not been sent for approval.
  • Submitted: The article has been reviewed and is ready for publication.
  • Approved: The article has been approved and is published to the knowledge base
  • Rejected: The article does not meet accessibility requirements and needs revisions
  • Archived: The article information is no longer used and can be stored.

Publishing Settings

  • Published to KB (Checkbox): Check this box to make the article live in the Knowledge Base.
  • Next Review Date: Select a future date to review and update the article as needed.
  • Notify Owner of Review Date (Checkbox): Enable this to send an alert to the article owner when the review date is approaching.
  • Owner: The designated person responsible for updating and maintaining the article.
  • Notify Owner on Feedback (Checkbox): Check this box to ensure the article owner receives notifications when users provide feedback on the article.

Step 4: Save Article

Once all the setting save been configured, click save article. This will then take you to the article that you created so you can view it.

 

Important

For more setting options, click edit article and follow the guidelines below. These settings cannot be viewed when first creating the article and the user must go back into editing the article to view these settings.

 

Additional Settings

For more setting options, click edit article and follow the guidelines below. These settings cannot be viewed when first creating the article and the user must go back into editing the article to view these settings.

Content

Make any changes needed on the editor and then click Update Article to update the information on a published article or click Save as Draft if you need to make further edits later.

Article Permissions & Group Access

The Permissions section controls who can see the article and whether it is public or restricted.

Public Setting

  • If "Public" is checked, the article will be visible to everyone, even users who are not logged in.
  • This setting overrides all other article-specific permissions.

Restricted Setting

You can control who sees this article by selecting specific groups:

  • Allow ONLY selected groups to view → The article is visible only to the chosen groups.
  • Allow everyone EXCEPT selected groups to view → The article is visible to everyone except the chosen groups.
  • If you restrict access to certain groups, you can use the "Add Groups" option to choose which groups are included or excluded.
    • To see this option, you must first uncheck the Inherit Permissions box and then also uncheck the Public box before the groups will be displayed
    • Make sure the circle is checked for "Allow ONLY the associated groups below to view this article" so the groups associated will be the only ones allowed to view the designated article

Article Visibility

  • If an article is not published, only the original author and users with the "View all articles" permission can see it.
  • Client Portal users (external users) and unauthenticated users (not logged in) cannot see unpublished articles.

Category & Inherit Permissions

  • Articles belong to categories, which may have their own visibility settings.
  • If the parent category is public, that means other articles in the same category may be visible to everyone.
  • If you check "Inherit Permissions," the article will follow the same visibility rules as its category. If the article is at the root (not inside a category) and inherits permissions, it will be public by default.

Related Articles

Here, you can link other knowledge base articles that provide additional or related information. This helps readers quickly find answers to similar questions or learn more about the topic without searching manually.

Related Services

This setting allows you to connect the article to specific services listed in your organization’s service catalog. For example, if the article explains how to reset a password, you might link it to the IT department’s password reset service form so users can request help easily.

Files

You can attach relevant files such as PDFs, documents, or additional resources by clicking on the Attachments section and uploading your files. Remember, all attachments must also be formatted accessibly, or the article will be rejected.

Revisions (if applicable)

This keeps a history of changes made to the article over time. If someone edits the article, you can see what was changed, who made the edits, and when they happened. You can also restore an older version if needed.

Read By

This section tracks who has viewed the article. It can help you see if employees or customers are finding and using the information. Some organizations use this to ensure staff members are reading important updates.

Shortcuts (if applicable)

Shortcuts provide quick access to the article from other places within TeamDynamix. This makes it easier to find and use frequently referenced articles without searching for them manually.

Submit Article

  • Ensure that formatting, accessibility, and content accuracy are correct.
  • Clicked Submit Article after saving

Managing and Updating Articles

Once published, you can manage the article by:

  • Editing content when updates are needed.
  • Tracking article views and feedback to improve content.
  • Six-month Review date: All articles should have an owner and review date applied in settings. This ensures that articles maintain accurate information and continue to meet updated accessibility requirements. Each department is responsible for keeping the articles up-to-date and accessible.
    • Make sure the checkbox is checked called Notify Owner of Review Date. This guarantees the owner of the article will get an email on the review date to remind them to check the article

Conclusion

Creating a well-structured and accessible article in TeamDynamix enhances knowledge sharing and self-service capabilities. By following these steps, you can ensure that your articles are easy to find, understand, and use for all users, including those who rely on assistive technologies.

If you have any questions or need further guidance, consult your TeamDynamix administrator or support team.

Need More Support?

Check out additional resources or reach out to your IT support team for further assistance at accessibleIT@shoreline.edu.

 

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