Did you know you can update multiple uploads' source files at once in the Knowledgebase Content Manager?
Scenario
HR needs to update 20 upload documents on the Pay landing page under the Tax Withholding Forms header.
Instead of updating all 20 uploads' source files one by one, HR saves precious time via the Bulk Update function in the Knowledgebase Content Manager (KCM)—formerly known as the Client Content Toolset (CCT).
Who Can Use the KCM?
There are two types of access (user roles) in the KCM: Producer and Reviewer.
- Producers can create and modify uploads via the KCM.
- Reviewers can view, create, and add metatags to uploads via the KCM but cannot add groups to them.
File Types for Uploads
The maximum recommended file size for uploads is 28 MB (megabytes).
File types that can be uploaded include:
- Adobe Acrobat portable document format: .pdf (best strategy)
- Adobe Flash: .swf
- Bit map: .bmp
- Comma-Separated Values file: .csv
- Extensible Markup Language: .xml
- Graphic Interchange Format: .gif
- Hypertext Markup Language: .htm, html
- Joint Photographic Experts Group: .jpeg, .jpg
- Macromedia Flash: .fla
- Microsoft Excel: .xls, .xlsx
- Microsoft PowerPoint: .ppt, pptx
- Microsoft PowerPoint Show: .pps
- Microsoft Word: .doc, .docx
- Open Document Format text file: .odt
- Open Document Presentation Document Format: .odp
- Open Document Spreadsheet: .ods
- Open Office Document: .odt
- Open Office Graphic: odg
- Open XML Paper Specification: .xps
- Portable Network Graphic: .png
- Rich Text Format: .rtf
- Text files (Notepad): .txt
Preparing for Bulk Upload Updates
- The names of the files used to update existing uploads must match the names of the existing uploads' source files.
- The types of the files used to update existing uploads need not match the types of the existing uploads' source files (e.g., .pdf, .docx, etc.).
- The names of each source file to be updated must be unique (differ from each other).
- File names cannot contain any of the following characters: ` ~ ! @ # $ % ^ * + = { } [ ] | " : < > ;
- Uploads based on .pdf and .txt files open immediately. However, when users click on links to uploads that are created with the other file types listed above, a window appears which contains the upload’s file. Users must click on the file to open it. Therefore, consider converting Microsoft and other files to .pdf format and use it to create the upload (if the file is not a form that employees must fill out and complete).
- Do not upload active files, such as spread sheets that use embedded macros or other dynamic components. Because active documents can trigger a security feature that prevents them from being uploaded or accessed from the portal, they are not allowed. To make active documents available to HR Knowledgebase site users, the best practice is to host those documents on your organization's servers and link to them from HR Knowledgebase.
Bulk Upload Updating: Steps
1. Log into HR Knowledgebase in stage.
2. The Home page appears. In the upper right, under your user name, click the three dots icon.
The KCM’s drop-down menu appears. Click Document Manager.
The KCM appears. It is labeled “Document Manager.”
3. On the Document Manager page, near the upper left, click the Add New Document drop-down list, then select Bulk Update Documents.
4. The Bulk Upload Documents page appears. In the File field, either:
- Click the Browse button (file folder icon) and select each file to be uploaded in bulk; or
- Drag and drop the files into the File field.
5. Click Update.
A confirmation message appears.
6. When the bulk update process completes, the Knowledgebase Content Management (KCM) system sends a notification via email.
Check the email to ensure all the documents were updated successfully.
Note:
File update failure can occur when:
- The file names contain a disallowed character
- A file with the same file name has already been created
- The file name exceeds 100 characters
- The file type isn't allowed
- The file size exceeds 28 MB.
7. Close the Bulk Update Documents page.
8. On the Document Manager page, locate each bulk updated document. For each:
- Check in the upload document.
- Publish the upload document to the appropriate environment(s).
- Log out of HR Knowledgebase, then log back in.
- Verify that the bulk updated documents appear correctly in their intended location on their assigned landing page or widget.
For questions or more information, contact your HRSD Advisor (Customer Success Manager (CSM)).
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