Managing Wiki Contents
Wiki managers and administrators build and maintain wiki structure through the Contents tab, where categories and pages are organized into a navigable hierarchy. The content tree defines how documentation is organized, ordered, and presented to end users through the wiki's sidebar navigation.
A well-designed content structure directly impacts usability, discoverability, and the overall effectiveness of the wiki. Users rely on logical organization to find information quickly, making thoughtful category and page arrangement essential for successful documentation deployment.
Navigating to the Contents Tab
The Contents tab is where all structural work is performed, including creating categories, adding pages, and organizing the content hierarchy.
To Access the Contents Tab
- Navigate to Setup and click Create > Wikis.
- Click the wiki name to open it.
- Click the Contents tab (this is the default tab when opening a wiki).
Understanding the Content Hierarchy
The Contents tab displays the wiki structure as a collapsible tree. This tree represents the hierarchy users see when browsing the wiki through the sidebar navigation.
The content hierarchy consists of two element types:
- Categories – Folders used to organize and group related content. Categories can contain sub-categories and pages. Categories are represented by folder icons in the tree.
- Pages – Individual wiki articles containing the actual content users read. Pages must exist within a category and cannot contain other items. Pages are represented by document icons in the tree.
The order of items in the tree controls the order shown to end users in the sidebar navigation. Items at the top of the tree appear first in the navigation.
Categories only appear to end users when they contain at least one published page. Empty categories and categories containing only draft pages are hidden from the sidebar navigation.
Working with Categories
Categories provide the organizational structure for wiki content. Use categories to group related pages into logical sections that reflect how users will search for information.
Requirements
To manage categories, you must have one of the following:
- Administrator system role
- Manage permission on the wiki (granted through sharing)
Creating a Top-Level Category
Top-level categories appear at the root of the content tree and serve as the primary organizational sections of your wiki.
- From the Contents tab, click New Top-Level Category.
- Enter a Name for the category. This is the label users see in the sidebar navigation.
- Optionally, enter a Description for internal reference. The description is not typically displayed to end users.
- Click Save.
The new category appears in the content tree and is ready to contain pages or sub-categories.
Creating a Nested Category (Sub-Category)
Sub-categories allow you to create deeper organizational structures within top-level categories. There is no limit to how deeply categories can be nested.
- From the Contents tab, right-click the parent category.
- Select Add Sub-Category.
- Enter a Name for the sub-category.
- Optionally, enter a Description.
- Click Save.
The sub-category appears nested under the parent category in the tree.
Editing a Category
- From the Contents tab, right-click the category you want to edit.
- Select Edit.
- Update the Name or Description as needed.
- Click Save.
Changes to category names are reflected immediately in the content tree and in the end-user navigation for published wikis.
Deleting a Category
- From the Contents tab, right-click the category you want to delete.
- Select Delete.
- Confirm the deletion.
Deleting a category also deletes all sub-categories and pages contained within it. This action is irreversible. Ensure you have backed up any needed content before deleting a category.
Working with Pages
Pages contain the actual documentation content that users read. Each page has metadata (title, path, description) and body content created through the Content Editor.
Requirements
To manage pages, you must have one of the following:
- Administrator system role
- Manage permission on the wiki (granted through sharing)
Creating a Page
- From the Contents tab, right-click the category where you want to add the page.
- Select Add a New Page.
- Configure the page fields as described below.
- Click Save.
Page Fields
Title (Required)
Enter the display title for the page. This title appears in the sidebar navigation, at the top of the page when viewed, and in search results.
Path (Required)
Enter the URL path for the page. The path is automatically prefixed with the wiki's base path. For example, if the wiki path is /wikis/techdoc and you enter getting-started, the full page URL becomes /wikis/techdoc/getting-started.
The path must be unique within the wiki. A validation error is displayed if a duplicate path is used.
Description (Required)
Enter a summary of the page content. The description appears in search results and helps users determine if the page contains the information they need. Write clear, concise descriptions that accurately reflect the page content.
Versions (Conditional)
When wiki versioning is enabled, the Versions field allows you to assign the page to one or more versions. Pages can belong to multiple versions simultaneously.
When versioning is enabled, pages must be assigned to at least one version before they can be published. You can create a page without version assignment, but attempting to publish it will result in an error until a version is assigned.
Editing Page Metadata
Page metadata includes the title, path, description, and version assignments. These can be edited separately from the page content.
- From the Contents tab, right-click the page you want to edit.
- Select Edit.
- Update the fields as needed.
- Click Save.
Changes to page metadata (title, path, description) are saved immediately and take effect right away. You do not need to republish the page for metadata changes to be visible. Only changes to page body content require republishing.
Opening the Content Editor
The Content Editor is where you create and edit the actual body content of a page. Access the editor from the Contents tab.
- From the Contents tab, right-click the page you want to edit.
- Select Open Content Editor.
For detailed information about using the Content Editor, see Using the Wiki Content Editor.
Deleting a Page
- From the Contents tab, right-click the page you want to delete.
- Select Delete.
- Confirm the deletion.
Deleting a page permanently removes the page and all its content, including attachments. This action is irreversible.
Reordering Content
The order of categories and pages in the content tree determines the order displayed to users in the sidebar navigation. Use drag-and-drop to arrange content in the desired sequence.
Reordering Items
- From the Contents tab, click and hold the category or page you want to move.
- Drag the item to the desired position.
- Release to drop the item in place.
Drag-and-drop supports the following operations:
- Reorder within the same level – Move items up or down among siblings.
- Move pages between categories – Drag a page from one category to another.
- Nest categories – Drag a category into another category to make it a sub-category.
Changes are saved immediately and reflected in the end-user browsing experience for published wikis.
Content Visibility Rules
Understanding visibility rules helps ensure users see the content you intend them to see.
Wiki Status: The wiki must be Published for any content to be visible to end users. While in Draft status, only administrators and users with Manage permission can access the wiki.
Page Status: Individual pages must be Published for users to see them. Draft pages are visible only to administrators and wiki managers through the management interface.
Category Visibility: Categories appear in the sidebar navigation only when they contain at least one published page. Empty categories and categories containing only draft pages are automatically hidden from end users.
Version Visibility: When versioning is enabled, pages appear only when browsing a version they are assigned to. Pages not assigned to the currently selected version are hidden from the navigation.
Best Practices and Recommendations
Plan Your Structure First: Outline your category hierarchy and key pages before creating content. A thoughtful structure is easier to build correctly than to reorganize later.
Use Clear, Descriptive Names: Choose category and page names that clearly communicate content. Users rely on names to navigate, so avoid ambiguous or overly technical labels.
Keep Hierarchies Manageable: While there is no limit to nesting depth, deeply nested structures can be difficult to navigate. Aim for a balance between organization and accessibility.
Write Meaningful Descriptions: Page descriptions appear in search results and help users find content. Invest time in writing descriptions that accurately summarize each page.
Maintain Consistent Organization: Follow consistent patterns for how you organize content. If one product section uses a certain structure, apply the same pattern to other product sections.
Review the Tree Regularly: As content grows, periodically review the structure to ensure it still serves users well. Reorganize as needed to maintain clarity and discoverability.
Use the Refresh Button: If the content tree does not reflect recent changes, click the refresh icon above the tree to reload the current structure.
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