Online Help Setup Checklist
Foundation Setup and Configuration
System Requirements and Access
☐ Administrator System Role Verification Ensure administrators have the proper Administrator System Role permissions required for complete Online Help Module configuration, entity management, and system-wide help functionality setup.
☐ License Type Compatibility Assessment Verify that user license types (Employee, Partner, Customer) are appropriate for planned help system access patterns and organizational help content strategy requirements.
☐ Module Dependencies Review Confirm that all required Magentrix platform components are properly configured to support Online Help Module integration and contextual help functionality across portal areas.
Entity-Level Help Control Configuration
☐ Entity Help Availability Assessment Review all Magentrix entities (both standard and custom) to determine which should have Online Help functionality available. Navigate to Setup Home > Create > Entities and evaluate "Disable Inline Help" checkbox settings for each entity.
☐ Default Help Enablement Strategy Establish organizational policy for default help availability across entities. By default, "Disable Inline Help" is unchecked (help available), but administrators should strategically decide which entities require help documentation support.
☐ Custom Entity Integration Planning For organizations using custom entities, ensure Online Help integration is configured appropriately to maintain consistent help system functionality across all portal areas and business processes.
Security Role and Permissions Configuration
Core Help Entity Permissions
☐ Help (system) Entity Permissions Configuration Configure Help entity permissions for all Security Roles based on organizational content management strategy:
- Administrator Roles: Read, Create, Edit, Delete = All
- Employee Content Creator Roles: Configure based on content strategy (All Employees, Team, or Private)
- Partner/Customer Roles: Read = All, Create/Edit/Delete = None (recommended)
- Guest Roles: Configure based on public access requirements
☐ Help Category (system) Entity Permissions Configuration Set up Help Category permissions to support content organization and category management:
- Administrator Roles: Read, Create, Edit, Delete = All
- Employee Content Creator Roles: Read = All Employees, Create/Edit based on content strategy
- Partner/Customer Roles: Read = All, Create/Edit/Delete = None
- Guest Roles: Read permissions only when public help access is required
Advanced Permission Strategy
☐ Role-Based Access Control Planning Develop comprehensive permission strategy that aligns with organizational content creation workflows, user responsibilities, and security requirements. Document permission decisions and rationale for future reference and audit purposes.
☐ Hierarchical Permission Implementation For Employee Security Roles using organizational hierarchy, configure Manager Hierarchy permissions appropriately to support team-based content creation and collaborative help documentation development.
☐ Permission Testing and Validation Test help system permissions across different user types, Security Roles, and organizational scenarios to verify that access control works correctly and users see appropriate content creation and editing capabilities.
Content Creation and Organization Setup
Category Structure Development
☐ Information Architecture Planning Design category structure that reflects user workflow patterns, business processes, and logical information groupings rather than internal system architecture. Plan for scalability and future content growth.
☐ Top-Level Category Creation Create initial top-level categories that represent major help topic areas using "New Top-Level Category" functionality. Ensure category names are clear, descriptive, and aligned with user language patterns.
☐ Multi-Level Category Hierarchy Setup Establish subcategory structure using right-click "Add Sub-Category" functionality to create detailed content organization. Plan category nesting levels based on content volume and user navigation patterns.
☐ Category Management Workflow Establishment Define processes for ongoing category management including creation approval, naming conventions, organizational standards, and change management procedures for category structure evolution.
Content Development Framework
☐ Page Key Documentation Process Establish workflow for identifying Page Keys from portal pages that need help documentation. Train content creators on Page Key discovery process and one-to-one relationship between Page Keys and help articles.
☐ Content Creation Standards Develop organizational standards for help content including writing style, formatting consistency, rich media usage, and information completeness that support professional user experience and effective knowledge transfer.
☐ Draft and Publishing Workflow Establish content lifecycle management processes including draft development, review procedures, quality assurance, and publishing workflows that maintain content quality while supporting responsive help system updates.
User Experience and Navigation
Help System Integration
☐ Contextual Help Testing Verify that "Help on this page" links appear appropriately throughout the portal for users with proper permissions. Test help link functionality across different portal areas and user types to ensure consistent user experience.
☐ Help Portal Access Configuration Set up access to browse-able help portal at /sys/help and consider creating dedicated tabs in portal applications for direct help system access based on organizational user navigation preferences.
☐ Search Functionality Validation Test help system search capabilities to ensure content indexing works correctly and users can discover relevant help information through keyword searches and content exploration patterns.
Cross-Device and Accessibility
☐ Responsive Design Testing Test help content display and navigation across desktop, tablet, and mobile devices to ensure consistent user experience and optimal presentation regardless of access method or screen size.
☐ Content Accessibility Validation Ensure help content meets accessibility requirements including proper heading structure, descriptive link text, alternative text for images, and navigation that supports users with diverse needs and assistive technology compatibility.
☐ Print and Export Functionality Verify that help articles can be printed effectively and that content formatting remains usable in offline contexts to support diverse user learning preferences and workflow requirements.
Content Quality and Maintenance
Content Development Best Practices
☐ Rich Content Creation Capabilities Configure and test rich text editor functionality including formatting tools, media embedding, hyperlink creation, and interactive content integration to support professional documentation development and comprehensive user guidance.
☐ Media Integration Standards Establish guidelines for screenshot usage, image optimization, video integration, and multimedia content that enhances help effectiveness while maintaining system performance and user experience quality.
☐ Cross-Reference and Linking Strategy Develop approach for creating links between related help articles, supporting comprehensive user learning, and enabling exploration of connected topics and advanced functionality through strategic content relationships.
Quality Assurance Processes
☐ Content Review Workflow Implement quality assurance processes for help content accuracy, clarity, and completeness. Establish review procedures that ensure content meets organizational standards before publication and ongoing maintenance requirements.
☐ Content Accuracy Validation Develop procedures for verifying that help content accurately reflects current system functionality, business processes, and user interface elements through regular content audits and system change coordination.
☐ User Feedback Integration Establish mechanisms for collecting user feedback on help content effectiveness and use that feedback to improve documentation quality, identify content gaps, and optimize user experience over time.
Integration and Performance
System Integration Planning
☐ Branding and Visual Identity Ensure help system inherits appropriate portal branding including logos, color schemes, typography, and visual identity elements for consistent brand experience and professional presentation across user touchpoints.
☐ Module Integration Coordination Verify that help system works effectively with other Magentrix modules and that contextual help appears appropriately across different portal functionality areas based on module configuration and user access patterns.
☐ Search Engine Optimization Configure help content for effective search functionality including descriptive titles, appropriate heading structure, and content organization that supports both internal help system search and broader portal search integration.
Performance and Analytics
☐ Performance Monitoring Setup Establish monitoring for help system performance including page load times, search functionality, and user interaction patterns to ensure optimal system performance and user experience quality.
☐ Usage Analytics Configuration Set up tracking for help content usage patterns, popular articles, user search behavior, and content effectiveness metrics to support ongoing optimization and strategic content development decisions.
☐ Content Performance Assessment Develop processes for measuring help content effectiveness through user feedback, support ticket reduction, self-service success rates, and user adoption metrics that demonstrate help system value and identify improvement opportunities.
Advanced Configuration and Customization
Content Management Workflows
☐ Collaborative Content Development For organizations with multiple content creators, establish workflows that support collaborative help documentation development including content assignment, review processes, and publication coordination across team members.
☐ Content Lifecycle Management Implement comprehensive content management including version control, change tracking, content archival policies, and update procedures that maintain help system accuracy and relevance over time.
☐ Change Management Integration Coordinate help content updates with system changes, feature releases, and organizational updates to ensure help documentation remains current with evolving portal functionality and business processes.
Organizational Scaling
☐ Multi-Language Support Planning For international organizations, plan help content localization strategy including content translation workflows, language-specific category organization, and multi-language user experience considerations.
☐ Content Governance Framework Establish comprehensive content governance including ownership assignments, maintenance responsibilities, quality standards, and approval processes that support scalable help system management across organizational growth.
☐ Training and Adoption Strategy Develop user training programs for help system usage, content creator training for help development, and change management strategies that support successful help system adoption and ongoing utilization.
Ongoing Management and Maintenance
Regular Review and Optimization
☐ Content Audit Procedures Establish regular schedules for reviewing help content accuracy, relevance, and user effectiveness based on system changes, user feedback, and content performance analytics to maintain high-quality help system.
☐ Category Structure Optimization Plan periodic review of category organization, content distribution, and navigation efficiency to optimize help system organization based on usage patterns and evolving user needs.
☐ Permission and Access Review Implement regular audits of help system permissions, user access patterns, and security role effectiveness to ensure continued alignment with organizational security policies and business requirements.
Continuous Improvement
☐ User Experience Enhancement Continuously monitor user experience with help system including navigation efficiency, content discovery effectiveness, and overall user satisfaction to identify optimization opportunities and system improvements.
☐ Technology Integration Updates Stay current with Magentrix platform updates, new help system features, and integration opportunities that could enhance help system functionality and user experience quality over time.
☐ Best Practices Evolution Regularly review and update help system best practices based on organizational learning, user feedback, industry standards, and platform capabilities to maintain help system effectiveness and competitive advantage.
Critical Implementation Considerations
Security and Compliance
Permission Design Principles: Follow principle of least privilege by granting minimum necessary permissions for users to accomplish required tasks within help system while maintaining appropriate security boundaries and organizational access policies.
Content Security Planning: Ensure help content development and publication processes comply with organizational security policies, data protection requirements, and confidentiality standards while enabling effective user support and self-service capabilities.
Access Control Validation: Thoroughly test access control across different user types and organizational scenarios to verify that help system security works correctly and users can access appropriate content based on their roles and responsibilities.
User Adoption and Training
Phased Implementation Strategy: Consider gradual rollout starting with core user groups and essential help content before expanding to broader organizational access to manage change effectively and optimize user adoption success.
Training and Communication: Develop comprehensive training materials for both help system users and content creators to maximize system effectiveness and ensure proper utilization of help functionality across the organization.
Success Measurement: Establish metrics for measuring help system success including user adoption rates, content utilization patterns, support ticket reduction, and user satisfaction to demonstrate value and guide ongoing optimization efforts.
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