Getting Started with the Magentrix Articles Module

The Articles Module is a powerful content management tool that allows you to create and publish long-form text documents for employees, customers, partners, support agents, and even public website visitors. With the Articles Module, you can build knowledge bases, maintain blogs, publish announcements, share case studies, and create any type of searchable content your organization needs.

What is the Articles Module?

The Articles Module provides comprehensive content creation and management capabilities that enable organizations to:

• Create Knowledge Bases: Provide self-service support and documentation for customers and partners
• Maintain Blogs: Share company updates, expert opinions, and thought leadership
• Publish Announcements: Communicate important information across your organization
• Share Case Studies and Press Releases: Highlight customer successes and company news
• Organize Documentation: Create structured content repositories with categories and tags

The Articles Module is available in both Magentrix Partner Portal and Magentrix Customer Portal solutions, making it a versatile tool for external and internal communications.

How the Articles Module Works

The Articles Module uses a three-tier structure:

1. Article Lists: Containers that group related article types together and automatically generate navigation tabs
2. Article Types: Categories that define the type of content (e.g., Knowledge Base, Blog, Press Releases) and control permissions, workflows, and layouts
3. Posts: Individual content pieces (articles, blog posts, announcements, etc.) created within article types

This structure provides flexibility to organize content in ways that make sense for your users while maintaining appropriate security and access controls.

Prerequisites

Before you begin setting up the Articles Module, ensure:

• You have Administrator System Role permissions
• The Articles Module is activated for your portal (see Setting Up Modules)
• You understand the basics of User Groups and Security Roles (these control who can access your content)

Step 1: Create an Article List

Article Lists organize your article types and automatically create navigation tabs for users. Start by creating at least one Article List to contain your article types.

To create an Article List:

1. Log in as an Administrator
2. Navigate to Setup Home page > Create > Articles
3. Click Manage Lists
4. Click New Article List
5. In the Name field, enter a descriptive name for your list (e.g., "Help Center", "Company Blog", "Partner Resources")
6. Click Save

Step 2: Create an Article Type

Article Types define categories of content within your Article Lists. Each article type can have different settings for permissions, layouts, comments, and workflows.

To create an Article Type:

1. Log in as an Administrator
2. Navigate to Setup Home page > Create > Articles
3. Click New
4. Configure the basic settings:
   • Name: Enter a descriptive name for your Article Type (e.g., "Product Knowledge", "Company News", "Partner Guides")
   • Path: Specify the URL path users will use to access this Article Type (e.g., "knowledge", "blog", "guides")
     • Important: Choose a permanent path - changing it later will break existing links
   • Article List: Select the Article List where this Article Type should be located
   • Language: Select the language for this article type
   • Description: Enter a brief explanation of what content belongs in this Article Type (optional but recommended)
   • Status: Check Active to make this Article Type visible to users
5. Configure additional settings as needed:
   • Comments: Enable or disable user comments on posts
   • Version Control: Enable tracking of post revisions
   • Subscribers: Allow users to subscribe to notifications
   • Layout Options: Choose how posts are displayed (list view, tiles, with images, etc.)
   • Categories and Tags: Set up organization methods for posts
6. Click Save

Step 3: Assign Permissions to the Article Type

By default, Article Types are Private - only the owner can access them. You must configure sharing permissions to allow users to view and contribute content.

To assign permissions:

1. Navigate to Setup Home page > Create > Articles
2. Select the Article Type you just created
3. Click Actions in the top right corner
4. Click Share from the dropdown menu
5. Configure the base access level:
   • Click the Edit button next to "Private"
   • Select one of the following options:
     • Public on the Web: Anyone on the internet can view content (no login required)
     • All Users: All employees and community users can access
     • All Employee Users: Only internal employees can access
     • Specific People: Only designated users can access
   • Click Done
6. Add specific users, user groups, or security roles with appropriate permissions:
   • Use the search field to find and add users, groups, or roles
   • For each entry, select the permission level:
     • View: Can only read posts
     • Comment: Can read posts and add comments
     • Contribute: Can create and publish their own posts (but cannot edit others' posts)
     • Publish: Can create, edit, and publish all posts (full editorial control)
   • Click Done

Best Practice: Use Security Roles and User Groups for permission assignments rather than individual users. This makes permission management much easier as your user base grows.

Step 4: Create Your First Post

Now that your Article Type is configured and shared, contributors and publishers can begin creating content.

To create a post:

1. Navigate to the Article Type (either through Setup Home page > Create > Articles or through the Article List tab)
2. Click New Post
3. Enter a Subject (title) for your post
4. Optionally enter a Summary (up to 380 characters) - this appears in list views and RSS feeds
5. Click Create
6. Use the rich text editor to create your content:
   • Format text with the toolbar
   • Add images, videos, and documents
   • Insert links and tables
   • Add attachments if needed
7. Configure post settings:
   • Select an Author (defaults to you)
   • Choose a Category (if categories are configured)
   • Add Tags for searchability
   • Select the Language
8. Click Save or Publish (depending on your permissions and approval workflows)

What Happens Next?

After completing these setup steps:

1. Users can access content: Users with appropriate permissions can browse Article Lists, view Article Types, and read posts
2. Contributors can create content: Users with Contribute or Publish permissions can write new posts
3. Navigation is automatic: Tabs are automatically generated for Article Lists and appear in the navigation for users with access
4. Content is searchable: Published posts become searchable through the portal's search functionality

Additional Configuration Options

Once you have the basics working, consider these advanced features:

Approval Workflows

Set up review and approval processes before posts are published to ensure content quality and accuracy.

Version Control

Enable version tracking to maintain revision history and allow users to revert to previous versions of posts.

Categories and Tags

Create organizational structures that help users find related content quickly.

Subscription Services

Allow users to subscribe to Article Types and receive notifications when new content is published.

Custom Layouts

Configure different visual presentations for different Article Types based on your content and audience needs.

Public Web Sharing

Make specific Article Types publicly accessible without requiring login for marketing content, press releases, or public knowledge bases.

For detailed information on these advanced features, see Managing Article Types and About the Articles Module.

Common Use Cases

Knowledge Base for Customer Support

• Create an Article Type called "Support Articles" or "Help Center"
• Share with Customer users (View and Comment permissions)
• Enable categories for topics like "Getting Started", "Troubleshooting", "FAQs"
• Allow customers to comment with questions or feedback
• Consider making it Public on the Web for self-service support

Internal Company Blog

• Create an Article Type called "Company News" or "Updates"
• Share with All Employee Users
• Assign Publish permissions to HR or Communications team
• Enable comments for employee engagement
• Use tags for topics like "Product Launch", "Team Spotlight", "Company Events"

Partner Resource Library

• Create multiple Article Types for different resource categories
• Share with Partner users based on partner tier (using User Groups)
• Enable subscriptions so partners receive notifications of new resources
• Use categories to organize by product line, region, or partner type
• Assign Contribute permissions to partner marketing managers

Press Release Distribution

• Create an Article Type called "Press Releases" or "News"
• Make it Public on the Web for maximum visibility
• Restrict Publish permissions to Marketing team only
• Disable comments for professional presentation
• Use tags for industry topics and company milestones

Troubleshooting

Issue: Users cannot see the Article Type I created

Solution:

• Verify the Article Type Status is set to Active
• Check that you've configured sharing permissions for the Article Type
• Confirm users have appropriate Security Roles that allow access to articles
• Ensure the Article Type is assigned to an Article List with an accessible tab

Issue: The Article List tab doesn't appear in navigation

Solution:

• Verify the tab was created (go to Setup Home page > Create > Tabs)
• Check that the tab is added to the appropriate App that users access
• Confirm users' Security Roles have permissions to view the tab
• Ensure at least one Article Type in the Article List is shared with users

Issue: Users can see the Article Type but cannot create posts

Solution:

• Verify users have Contribute or Publish permissions for the Article Type
• Check that their Security Role allows article creation
• If approval workflows are enabled, ensure users understand they need to submit posts for approval

Issue: Changes to path are breaking existing links

Solution:

• Path changes break all existing URLs to posts within that Article Type
• Avoid changing paths after content is published
• If you must change the path, plan to update all links in emails, documentation, and other locations
• Consider creating a new Article Type instead of changing an existing path

Issue: Posts aren't appearing in search results

Solution:

• Verify the post is Published (not just saved as a draft)
• Check that search is enabled for the Article Type
• Confirm users have View permissions for the post
• Allow time for search indexing to complete (usually a few minutes)

Best Practices

Planning Your Article Structure

• Map out your Article Lists and Article Types before creating them
• Consider how users will navigate and search for content
• Group related content types together in logical Article Lists
• Use clear, descriptive names that users will understand

Permission Strategy

• Start restrictive and expand permissions as needed
• Use Security Roles and User Groups instead of individual user assignments
• Regularly audit permissions to ensure they remain appropriate
• Consider different permission levels for different user types (employees vs. partners vs. customers)

Content Management

• Establish content ownership and editorial responsibilities
• Use approval workflows for content that requires review before publication
• Train contributors and publishers on your content standards and processes
• Regularly review and update older content to keep it current

User Experience

• Choose layouts that match your content type and audience expectations
• Enable categories and tags to improve content discoverability
• Test the user experience by navigating as a regular user (not administrator)
• Monitor post activity and popularity to understand what content resonates with users

Ongoing Maintenance

• Periodically review and clean up unused Article Types
• Archive outdated content or mark it clearly as archived
• Monitor subscriptions and adjust notification settings based on user feedback
• Keep paths consistent and avoid changes that break existing links

Related Topics

For more detailed information about the Articles Module, see:

• About the Articles Module - Complete overview of features and capabilities
• Managing Article Types - Detailed configuration options
• Creating Posts - Step-by-step guide to creating content
• Sharing Article Types - Advanced permission configuration
• Articles Module Checklist - Complete setup checklist for administrators