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How can I share topics to my child portals?

Topics from your parent portal can now be imported and copied from the library into each of your child portals, making it easier to maintain one copy of a topic across multiple portals.

Written by Matthew Mast

Overview

If your organisation has a parent and child portal structure, admins in the parent portal can share individual library topics with their child portals using the Child Portal Access panel. This panel appears on the Access tab of a topic and lets you control, on a per-portal basis, whether each child portal can import the topic, copy the topic, or both.

When you allow a child portal to import or copy a topic, that topic becomes visible in the child portal's own library (Admin → Knowledge → Library), under a new Parent topics filter. From there, the child portal can bring the topic into their own list of topics using the same copy/import process as is done with standard library topics.

Important: The Child Portal Access panel is only visible on a topic's Access tab when all of the following conditions are met:

  • The topic has been published at least once (version 1 or higher)

  • The topic does not contain any SCORM elements.

  • The topic is not itself an imported topic from a Tribal Habits library topic.

If any of these conditions are not met, the panel will not appear.

Key Concepts

  • Parent portal: The top-level portal in a multi-portal account structure, from which topics can be shared downward.

  • Child portal: A portal that sits under a parent portal and can be given access to import or copy the parent portal's topics.

  • Import topic: Gives the child portal access to an un-editable version of the topic - any changes made to the topic in the parent portal will then be carried across to the topic in the child portal as well. Handy where the parent portal needs to control the content of the topic and multiple child portals are using it.

  • Copy topic: Gives the child portal permission to copy the topic into their own library as a separate item. The child portal will be able to edit the topic content but will no longer receive any changes made to the topic in the parent portal.

Steps to share a topic with child portals

  1. Go to Admin → Knowledge → Topics.

  2. Open the topic you want to share.

  3. Go to the Access tab.

  4. In the Child Portal Access panel, find the row for the child portal you want to share the topic with.

  5. In that row, tick Allow import, Allow copy, or both, depending on how you want that child portal to be able to use the topic.

  6. Repeat step 5 for each additional child portal you want to grant access to.

Once access is granted, the topic will appear in the relevant child portal's library under the Parent topics filter, ready for import or copy.

Sharing in bulk

You can also share topics in bulk.


Go to Admin → Account → Portals in your parent portal.

  1. Find the child portal you want to share topics with

  2. Click Share next to that portal

  3. In the Share topics with [child portal name] window, locate topics using either:
    a. The Search knowledge field, or
    b. The Filter by category dropdown

  4. For each topic you want to share, tick Import, Copy, or both

  5. Click Share to save your changes

SCORM restrictions

Topics that are shared, or able to be shared, with child portals cannot contain SCORM elements. This applies in two ways:

  • If a topic contains a SCORM element when it's published to version 1, it will not be available for sharing with child portals, and the Child Portal Access panel will not appear.

  • If a topic is already shared with one or more child portals and a SCORM element is then added to it, you will not be able to publish a new version of the topic until the SCORM element is removed.

Best practices

  • Avoid adding SCORM elements to any topic you plan to share with child portals, or plan to keep sharing.

  • Consider whether each child portal needs Allow import, Allow copy, or both, based on how much control you want them to have over their own version of the topic. Restricting to just import means you can keep the content consistent across your portals.

FAQs

Which topics can be shared with child portals?
Any topic that is published to version 1, does not contain SCORM elements, and was not itself imported from a Tribal Habits library topic.

Can a child portal see a topic before I grant access?
No. A topic only appears in a child portal's library, under the Parent topics filter, once you've ticked Allow import and/or Allow copy for that portal.

Which admins can see the Child Portal Access panel in a topic?

Only Super, Standard, and Knowledge admins can see this panel.

Can I restrict the library in my child portals to only show topics we share?

Yes - if you'd like your child portals to display only topics from the Parent Portal (rather than the full suite of Tribal Habits topics), just contact us at [email protected] or via the admin support chat.

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