Wiki Module Checklist
Essential Wiki Tasks for Administrators
To deploy wikis for partners, customers, and employees, the Wiki module must be properly configured with comprehensive content organization, version management capabilities, and permission controls. Wikis provide structured documentation experiences that enable users to navigate knowledge bases, product documentation, and reference materials through intuitive hierarchical navigation while maintaining content accuracy and access control across organizational communities.
Foundation Setup
☐ Understanding the Wiki Module Familiarize yourself with comprehensive content management capabilities including hierarchical category and page structures, rich text content authoring with WYSIWYG editing, version-based documentation management, keyword search functionality, and granular permission controls. Understand how wikis organize documentation into navigable trees with categories and pages that users browse through a persistent sidebar navigation experience.
☐ Planning Wiki Structure Define the scope and purpose of your wiki before creation, including target audience identification, content categorization strategy, and navigation hierarchy design. Determine whether versioning is required for maintaining multiple documentation sets such as product releases or API versions. Plan category organization that reflects how users will search for and navigate to information.
Wiki Creation and Configuration
☐ Creating Wikis Master the wiki creation process including required fields (Name, Path, Language), optional description configuration, and initial status management. Understand the wiki path structure with automatic /wikis/ prefix and the importance of establishing permanent URLs before content publication. Configure search enablement for user discoverability and versioning enablement for multi-version documentation requirements.
☐ Configuring Wiki Settings Configure wiki-level properties including name and description updates, path management with awareness of bookmark and external link impacts, First Page selection for landing page behavior, and Owner assignment for administrative accountability. Master the relationship between wiki Status (Draft vs. Published) and content visibility to end users based on configured sharing permissions.
☐ Configuring Wiki Sharing and Permissions Configure wiki access through the Share dialog including base access level selection (All Users, All Internal Users, Specific People) and individual permission assignments. Understand permission levels where View grants browsing access and Manage grants content creation and publishing capabilities. Configure guest security role access for publicly accessible documentation when required.
Content Structure Management
☐ Managing Categories Configure the wiki content hierarchy through category creation and organization. Master top-level category creation, nested sub-category configuration, and drag-and-drop reordering capabilities. Understand category visibility behavior where categories only appear to end users when containing at least one published page. Configure category names and descriptions that support clear navigation and content organization.
☐ Managing Pages Configure wiki pages within categories including required fields (Title, Path, Description) and version assignment when versioning is enabled. Understand page path uniqueness requirements within wikis and the relationship between page metadata and search result display. Master page reordering through drag-and-drop and page movement between categories for ongoing content reorganization.
Version Management
☐ Configuring Wiki Versions Configure version-based documentation management including version creation with Name, Current Version designation, and Visibility controls. Understand version selector behavior where users choose which documentation version to browse from the wiki sidebar. Master version sorting to control display order in the version selector and Current Version designation for default browsing behavior.
☐ Managing Page Version Assignments Configure page-to-version relationships through the Manage Pages interface including bulk assignment and removal capabilities. Understand that pages must be assigned to at least one visible version before publishing when versioning is enabled. Master the Not Assigned and Assigned tab workflow for efficient page management across multiple versions with search and filtering capabilities for large page sets.
Content Authoring and Publishing
☐ Using the Wiki Content Editor Master the Content Editor interface including the Content tab for rich text authoring with full formatting toolbar, Settings tab for metadata and version visibility management, Attachments tab for supplemental file and resource management, and Activity tab for engagement analytics. Understand Source mode for advanced HTML editing and Preview functionality for content verification before publishing.
☐ Managing Page Publication Configure page publication workflow including Draft status for work-in-progress content and Published status for user-visible content. Understand the distinction between Save (preserves changes without visibility) and Publish (makes content visible to users). Master Revert to Draft functionality for removing published content from user view while preserving content for future editing and republication.
☐ Managing Attachments Configure page attachments including file uploads for supplemental documentation, Notes for inline documentation, Snippets for reusable code or text blocks, and Bookmarks for external URL references. Understand attachment visibility to users viewing published pages and the role of attachments in providing comprehensive documentation resources.
Wiki Lifecycle Management
☐ Publishing Wikis Master wiki publication workflow including First Page requirement configuration, Status transition from Draft to Published, and verification through Browse functionality. Understand the relationship between wiki publication status, page publication status, and version visibility in determining what content users can access. Configure wiki verification testing across different user permission levels before broad deployment.
☐ Ongoing Wiki Maintenance Configure ongoing wiki management including content updates with save and republish workflows, category and page reorganization, version updates for new documentation releases, and permission adjustments as organizational needs change. Understand Activity tab analytics for monitoring page engagement and identifying content optimization opportunities.
Best Practices for Implementation
Initial Setup Considerations
- Plan wiki structure thoroughly before creation, including category hierarchy and initial page inventory
- Establish permanent URL paths early to avoid bookmark and external link disruption after publication
- Start with wiki Status set to Draft until all content is prepared and reviewed
- Configure search enablement for wikis containing more than a few pages to support user discoverability
- Test wiki navigation and content display through Browse functionality before publishing
Ongoing Management
- Monitor page Activity metrics to identify high-traffic content and pages requiring updates
- Maintain consistent category and page naming conventions for clear navigation
- Review and update version assignments when releasing new documentation versions
- Periodically audit sharing permissions to ensure appropriate access as organizational roles change
- Establish content review processes to maintain documentation accuracy and relevance over time
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