Creating and Managing Wikis

Administrators can create wikis to provide structured documentation, knowledge bases, and reference materials for partners, customers, and employees. The Wiki module enables comprehensive content organization through hierarchical category and page structures, with optional versioning for maintaining multiple documentation sets and granular permission controls for managing access across different user communities.

Wiki creation establishes the container that holds all related documentation content. Proper configuration at this stage determines how users discover, access, and navigate the wiki once content is published and shared.

Navigating to the Wikis Page

The Wikis page serves as the central management hub for all wikis configured in your Magentrix portal. From this page, administrators and wiki managers can view, create, locate, and manage wikis.

To access the Wikis page:

1. Navigate to Setup.
2. Click Create > Wikis.

The Wikis page displays a list of all wikis with the following information:

• Actions – Row-level menu for editing, deleting, or sharing the wiki.
• Name – The wiki title. Click the name to open the wiki management page.
• Language – The primary language assigned to the wiki.
• Status – Indicates whether the wiki is Published or Draft.
• Security – Shows the current access level (Public or Limited Access).
• Modified By – Displays the user who last modified the wiki and the date/time.

Use the search field and alphabetical filter bar (A–Z, Other, All) to locate specific wikis when your environment contains many wikis.

Creating a Wiki

Creating a wiki establishes the top-level container for your documentation content. Configure the wiki's identity, URL structure, and optional features before adding categories and pages.

Requirements

To create a wiki, you must have the Administrator system role.

To Create a Wiki

1. Navigate to Setup and click Create > Wikis.
2. Click New.
3. Configure the wiki fields as described below.
4. Click Save.

Wiki Fields

Name (Required)

Enter the title for the wiki. This name is visible to users in the wiki list, at the top of the wiki when viewed, and in navigation links. Use a clear, audience-facing name such as "Technical Documentation" or "Partner Training Guide."

Path (Required)

Enter the URL path for the wiki. The system automatically prefixes the value with /wikis/. For example, entering techdocs creates the URL /wikis/techdocs. The path must be unique across all wikis.

Language (Required)

Select the primary language of the wiki content from the dropdown. Available values reflect enabled platform languages (for example, English, French, German, Japanese). The language setting is used for classification and filtering purposes and does not automatically translate content.

Description (Optional)

Enter a brief statement describing the wiki's purpose. The description appears under the wiki title when viewed by users and helps clarify the scope, intended audience, or usage guidelines.

Status (Required)

Select the publication status for the wiki:

• Draft – The wiki is not visible to end users. This is the default and recommended state during initial setup and content development.
• Published – The wiki becomes accessible to users based on configured sharing permissions.

First Page (Required for Published Status)

Select the landing page shown when users open the wiki. This field is required when the Status is set to Published. The selected page acts as the wiki's home or introduction page. Configure this field after creating initial pages.

Enable Search (Optional)

Check this option to enable keyword search within the wiki. When enabled, users can search page titles, descriptions, and content while browsing. This feature is recommended for wikis containing more than a few pages.

Enable Wiki Versioning Filter (Optional)

Check this option to enable version-based filtering on the wiki browsing page. When enabled, users can switch between available wiki versions from a dropdown in the sidebar. Use this feature when maintaining multiple versions of documentation such as product releases or API versions. This setting works in conjunction with version configuration performed after wiki creation.

Managing Wiki Settings

After creating a wiki, you can modify its settings at any time from the Settings tab. Settings control the wiki's identity, publication status, and browsing features.

Requirements

To manage wiki settings, you must have one of the following:

• Administrator system role
• Manage permission on the wiki (granted through sharing)

To Manage Wiki Settings

1. Navigate to Setup and click Create > Wikis.
2. Click the wiki name to open it.
3. Click the Settings tab.
4. Update the fields as needed.
5. Click Save.

Settings Fields

The Settings tab includes the same fields available during wiki creation, plus the following additional field:

Owner

Select the primary owner of the wiki. The owner is automatically set to the creating user and can be reassigned as responsibilities change. Ownership is used for administrative reference and accountability but does not by itself grant or revoke permissions.

Configuring Wiki Sharing and Permissions

Wiki sharing controls who can access the wiki and at what permission level. By default, a newly created wiki is Private and accessible only to the creator and other administrators.

Requirements

To configure wiki sharing, you must have one of the following:

• Administrator system role
• Manage permission on the wiki

To Configure Wiki Sharing

1. Navigate to Setup and click Create > Wikis.
2. Click the Actions menu next to the wiki and select Share, or open the wiki and click Actions > Share.
3. If the wiki shows as "Private," click Change to set the base access level.
4. Select one of the following access options:
   • All Users – All employee or community users can access the wiki.
   • All Internal Users – Anyone in your organization can access the wiki.
   • Specific People – Only specified users can access the wiki.
5. Click Done.
6. In the sharing field, add specific users, user groups, or security roles to grant access.
7. For each entry, select the permission level:
   • View – Users can browse and read wiki content.
   • Manage – Users can create and manage wiki content, categories, pages, and versions.
8. To make the wiki publicly accessible to unauthenticated visitors, add guest security roles.
9. Click Done.

Browsing a Wiki

You can preview how a wiki appears to end users using the Browse action. This opens the wiki in the user-facing view, allowing you to verify navigation, content display, and version selection behavior.

To Browse a Wiki

1. Navigate to Setup and click Create > Wikis.
2. Click the wiki name to open it.
3. Click Actions > Browse.

The wiki opens as end users would see it, displaying the First Page, sidebar navigation, search (if enabled), and version selector (if versioning is enabled).

Deleting a Wiki

Deleting a wiki permanently removes the wiki and all its content, including categories, pages, versions, and attachments. This action cannot be undone.

Requirements

To delete a wiki, you must have the Administrator system role.

To Delete a Wiki

1. Navigate to Setup and click Create > Wikis.
2. Click the Actions menu next to the wiki you want to delete.
3. Select Delete.
4. Click Delete to confirm.

Best Practices and Recommendations

Plan Before Creating: Define your wiki's structure, including categories and key pages, before creation. A well-planned hierarchy improves user navigation and simplifies ongoing maintenance.

Establish Permanent Paths Early: Choose URL paths that are unlikely to change. Changing paths after publication breaks bookmarks and external links.

Use Draft Status During Setup: Keep wikis in Draft status while building content. This allows you to prepare and review all content before making it visible to users.

Enable Search for Larger Wikis: Enable the search feature for wikis containing more than a handful of pages. Search significantly improves content discoverability for users.

Consider Versioning Needs Early: Decide whether versioning is needed before creating extensive content. Enabling versioning later requires assigning all existing pages to versions before they can be published.

Use Descriptive Names: Choose wiki names that clearly communicate the content's purpose and audience. Avoid internal jargon that may confuse users.

Review Permissions Regularly: Periodically audit sharing settings to ensure appropriate access as your organization changes. Remove access for users who no longer need it and add access for new team members.

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