Wiki Administration

Wiki Administration

The Wiki Administration menu allows a user to perform administrative operations on Automation Pages (Wiki documents, or Wikis).

It shows all Pages grouped by namespace.

Wiki Administration Toolbar

The image below shows different operations that can be performed.

File

This menu contains the following selections:

Type	Description
Move/Rename	Re-assigns a new name or namespace. If you want to perform a bulk change to several Wikis, select the required with CTRL and click on Move/Rename drop-down option. In this case only Move operation can be performed. New namespace is required.
Copy	Copies the data, including all the Wiki's the namespace.
Delete	Deletes the data, including all the Wiki's the namespace. If you selected multiple wikis (using CTRL+ left click) and there is at least one of them that is not  "Deleted", the Delete option is active and available. It becomes inactive only in case all wikis are "Deleted".
Undelete	Returns the data to the previous state, including all the Wiki's the namespace. If you selected multiple wikis (using CTRL+ left click) and there is at least one of them marked as "Deleted", the Undelete option is active and available. It becomes inactive only in case all wikis are not "Deleted".
Purge	This operation permanently deletes the Namespace with all the belonged Wiki's and cannot be undone. Including all the Wiki's the namespace.
Commit the namespace.	This operation will commit all the Wiki's under the selected namespace.

Status

This menu contains the following selections:

Type	Description
Activate Runbook	Activate Runbook will activate all the Runbooks present under the selected namespace. Only active Runbooks will execute.
Deactivate Runbook	Deactivate Runbook will deactivate all the Runbooks present under the selected namespace. Deactivated Runbooks will not execute.
Lock all the Wiki's	Lock all the Wiki's present under the selected namespace. Locked wiki will not be available for editing and for posting to any user.
Unlock all the Wiki's	Unlock all the Wiki's present under the selected namespace.
Hide	Hide will make all the Wiki's from selected namespace hidden from all the searches. User still could open the Wiki if the exact name is known.
Unhide	Unhide will make all the Wiki's from selected namespace searchable.

Role

This menu contains the Set Roles selection which opens a dialog window that sets roles on all the sеlected Wiki's.

Type	Description
Add Roles	Opens Roles dialog with list of all existing roles in the system to chose from
Remove Roles	Becomes active button when a roles from the list is selected to be removed
Apply Default Roles	Resets system default roles for the selected Wiki with the user provided one

Index

This menu contains the following selections:

Type	Description
Index	Index will index all the Wiki's from selected namespace.
Purge	Purge will purge the indexed information about all the Wiki's from selected namespace.
Index All	Index All will index all the Wiki's present on the Resolve Actions Pro system.
Purge All	Purge All will purge the indexed information about all the Wiki's present on the Actions Pro system.

More

This menu contains the following selections:

Type	Description
Rating	Opens Rating dialog with input fields where start evaluation  can be provided for the selected Wiki. Rating will rate all the Wiki's from selected namespace on the scale from one to five, one being lowest and five being highest.
Set Reviewed	Invokes a dialog requesting confirmation to set the selected wikis as reviewed. Set Reviewed will set all the Wiki's from selected namespace as reviewed.
Set Expiration	Set Expiration opens a dialog  to set an expiry date on all the selected Wikis. There is a CR Runbook that runs nightly whose job is to find expired Runbook(s) and move them to default namespace KM_ARCHIVE unless overwritten with a namespace mapping though CR.
Set Homepage	Lets you set the selected Wiki as the homepage. There's one home page per role. If user has more than one role and both the roles has set different homepage, user will see a table of Wiki's assigned to each of the roles.
Reset Statistics	Reset Statistics will reset the statistics on all the Wiki's from selected namespace. This statistics can be found on Wiki page info.
Set Tags	Set Tags will assign selected tag(s) to all the Wiki's from selected namespace.

Wiki Access Rights

The Default Rights specifies the default rights used for Wiki documents that are not explicitly covered by the Wiki Namespace and Document rights. The assigned value is a comma separated list of the following possible values:

• View - users can view the document
• Edit - users can view and modify wiki content (e.g. edit, copy, move / rename)
• Execute - users can execute ActionTasks and Action Processes
• Admin - users can perform administrative functions (e.g. reset revisions)

Default Rights - Enter the value for the Default Wiki Rights field.

Wiki Privileges

To modify the Wiki Rights:

1. Ensure you have administrative privileges for the related wiki.
2. Search for the wiki you want to edit using the Search field.
3. Open the wiki in edit mode of Automation Designer tool.
4. Click on Page tab in Automation Designer tool.
5. Select File > Properties.
6. Deselect Use Default Rights checkbox.
7. Click the Update button to save the selection.
8. Click the Save button in Automation Designer to save changes or select Save from File drop-down menu or press Ctrl + S.

Restricting Wiki Access Rights

1. Ensure you have administrative privileges for the related wiki.
2. Search for the wiki you want to edit using the Search field.
3. Open the wiki in edit mode of Automation Designer tool.
4. Click on Page tab in Automation Designer tool.
5. Select File > Properties.
6. Deselect Use Default Rights checkbox.
7. Deselect desired access for desired roles. The example below will only allow users with roles:
   • "admin" or "resolve_dev" to Edit, Execute, or Modify the Page("Wiki").
   • "resolve_process" or "resolve.user" are restricted to view only.
8. Click the Update button to save the selection.
9. Click the Save button in Automation Designer to save changes or select Save from File drop-down menu or press Ctrl + S.

Namespace Administration

For detailed explanation on how to create Namespaces, sub-namespaces and add, remove, or edit privileges to them refer to Access Control.

Global Attachments

Wiki Global Attachments can be referred from more than one Wiki. These are useful when images need to be uploaded on the system in advance in order to be used later as attachments in the Wikis.

To access this feature, go to Actions Pro Main Menu > Wiki Administration > Global Attachments.

Operations

Upload

Clicking Upload on the main grid displays Upload Attachments grid.

You can use it to upload images and files to be stored on that Actions Pro instance.

Rename

Select an attachment to be renamed and click on Rename button on main grid would show a Rename dialog box.

You need to change the Filename to be able to preserve the changes with OK button.

The available rename options include:

• Overwrite—If there is an existing attachment with the same name it overwrites it.
• Skip—If there is an existing attachment with the same name it skips it.

Delete

This option deletes the selected global attachment from the list. To delete multiple attachments at once press CTRL and select all necessary content from the list.

Tag Definition

Tags are keyword labels attached to wiki Document pages and ActionTasks to organize them within logical groups. An example group is technology or by product. Tagging ActionTasks makes them easier to find when searching or filtering by keyword, and simplifies import and export functions. In Actions Pro, you can tag ActionTasks or Wiki's.  To access this feature, go to Wiki Administration > Tag Definition. The Tags list contains all tags already in the system that are used.

• Tags are useful when exporting from Actions Pro because the export module can include all wikis with a specified tag.
• Unlike wiki documents pages, which are meant to be displayed, tagged ActionTasks cannot be linked to catalogs.
• Tags are not hierarchical. For example, the "database" tag cannot have the related tags "database.oracle" or "database.mysql".

To display additional system information in the list click the System Information icon  :

• Created On
• Created By
• Updated On
• Updated By
• System ID

Operations

Create a new tag

1. Select New to create a new tag.
2. Provide tag Name and Description (optional) and click Save in Tag dialog.
   •  It is good to think of names that are easy to associate with documents or tasks. Example tag name: "network".
   • Tag names must be in alphanumeric characters only (underscores '_' are allowed, but they cannot be the only characters in the name).
   • The tag description is brief summary of the tag identifier, does not impact function. It serves as reference to avoid confusion between similarly-named tags.
   • A tag must be created before it can be used to label an ActionTask or Wiki.
3. The newly created tag appears immediately on the list.

Delete an existing tag

1. Select the tag in the Tags list and click the Delete button. To delete multiple tags at once press CTRL and select all necessary content from the list.
2. Click Save.

note

Tags that are assigned to ActionTasks and Wikis but are deleted from Tag Definition page are also removed permanently from the Tasks and Wikis.

Update an existing tag

1. From the Tags list, click the Edit icon  in front of the tag Name.
2. In the dialog box, you can change both Tag Name and Description.
3. Make the necessary changes and click Save. The changes are effective immediately.

Template Definition

This describes the new Wiki Template feature that was introduced in Actions Pro v3.4. You can create new templates to use with forms and documents. You can also copy and rename templates, add roles, and add templates to documents.

Create Wiki Templates

To create a new Wiki template, perform the following steps:

1. Go to Wiki Administration > Template Definition. 
2. Click the New button.
3. Fill in the Name and the Description fields and click Save.
   The newly created Template appears immediately on the Dashboard.

Rename Templates

1. To rename an existing template, go to the list of templates, click on the one you need to copy and click the related Rename button, see Figure 19.
2. In the Name form enter new name and click OK.

Copy Templates

To copy a template, go to the list of templates, click on the one you need to copy and click the related Copy button.

In the Copy form, enter New Name and click OK.

Adding Roles

You can add read, write, and admin permissions to existing roles to each template. The default roles that come with Actions Pro are:

• action execute
• content_request_admin: Admin sets up the forms and Wikis.
• content_request_mgr: Group content request managers should be have this role and get added to the Request Manager Group.
• document_author: User who writes the document.
• documental: Editors and reviewers of documents.
• public
• resolve_process
• resolve_qa: Runbook development QA.
• resolve release: Release and deployment role.
• resolve.user

Click the Add button in the Access Right grid panel Select roles from the role popup panel Click Add in the popup panel Toggle on/off the check box to adjust the access right of the corresponding roles

Lookup Mapping

Lookup Mapping is a feature with which you can create a reference name to a Wiki Document (Wiki). This reference can be linked to any Wiki and you can access it from this link: http://[host]:[port]/resolve/jsp/rsclient.jsp?lookup=[reference]. Lookups are useful because users do not need remember the full Wiki name as the reference, practically, will never change. Administrator can change a Wiki and users would not notice.

To create a Wiki Lookup:

1. Go to Actions Pro Main Menu > Wiki Administration > Lookup Mapping.
   The Wiki Lookups Dashboard displays.
2. On the Wiki Lookups screen, click New.
3. Fill in the necessary information and click Save.

The newly created Wiki Lookup appears on the Dashboard immediately.

The fields that you need to fill in during the creation process include:

• Order—It defines the order in which lookup will be read for matching the reference. For example, if Wiki Lookup has 10 records of which 2 are ordered 1, 2 are ordered 2 and so on, the records which are ordered 1 will be picked up first for the reference matching then the records with order 2 and so on until the match is found.
• Regex—It is a reference name, created by you, which will be compared with the reference provided in the URL.
• Wiki—Full name of the Wiki. This Wiki will be displayed to the user if reference matches with any of the lookup records.
• Description—Any user defined description that gives more information about the Wiki Lookup.