In Tribal Habits, your topics and articles can be labelled as 'active', 'draft' or 'archive'.

These statuses essentially act as folders for storing your content and setting their visibility to other admins.

NOTE: A status of 'draft' does not change whether explorers can be enrolled into a topic or article.

By default, when you access the 'Topics' or 'Articles' tab in 'Knowledge', only 'active' content is visible. To see draft or archived content, you must change the drop-down selection from 'Show active topics' to one of the alternative options, as required.

Draft vs active knowledge

The ability to organise content into 'draft' or 'active' has been designed to allow you to separate content that is 'a work in progress' from that which is 'ready to go'.

  • Active content is the knowledge that admins should be monitoring as it has activity and enrolments. Typically, this content has or will soon have active enrolments.

  • Draft content, on the other hand, is knowledge which is being created, under review, being updated and so on, or is withdrawn from active enrolments for now. Draft knowledge is available for admins to manage, but is initially hidden to reduce clutter. To see it, select 'Show draft topics/articles' or 'Show active and draft topics/articles'.

NOTE: All newly created, copied or imported topics are set to 'Draft' by default.

Once a topic or article is ready for enrolments (and, ideally, published to Version #1), an admin should make it active to move it to the default page of topics/articles, highlighting that it is ready to go.

Archived knowledge

Archived content is knowledge that will no longer have enrolments or updates and can be hidden away more completely.

You can archive a topic or article once you are finished with it. This will remove it from explorer dashboards and disable enrolment options, but retain the content and historical enrolment data for the future.

In addition, when a topic is set to archived, several enrolment options are disabled:

  • Manager enrolments

  • Auto-enrolment links

  • SCORM links

  • Re-certification enrolments

  • Self-enrolment rules

As archived topics and articles no longer appear on explorer dashboards, explorers can't access them. Creators can still see and edit them, however.

IMPORTANT! Archived topics or articles retain training histories, so if a topic or article is no longer relevant, it is best to archive it rather than delete it.

Once a topic or article is archived, you can still change it back to 'draft' or 'active' mode, at any time.

Setting visibility for topics and articles

Admins can set the visibility of topics and articles in several ways.

First, on the list of topics and articles in the Admin area, on the Knowledge page, there are bulk actions to 'Make active', 'Make draft' or 'Archive topic/article'. Admins can use the checkboxes to select one or more topics or articles and then use those bulk actions to change the visibility setting.

Second, on the Settings tab, in a topic or article, Admins can edit the Visibility panel and change the visibility to active, draft or archive.

Third, if your organisation allows staff to create topics or articles from their dashboard, then those topics or articles will be automatically set to draft visibility. Admins can later change the visibility to active once the topic or article is ready for enrolments.

What happens when visibility settings are changed?

  • Active - Active topics or articles are the most visible to admins. Active topics appear by default when admins view lists of topics and articles. Active topics can also have all enrolment settings enabled.

  • Draft - Draft topics or articles are moved to a secondary list for admins when they view lists of topics or articles. To see draft content, admins need to use the drop-down menu to 'View draft topics/articles' as appropriate. Draft topics and articles are still available for all types of enrolments.

  • Archive - Archived topics or articles are moved to a third list for admins, which again can be selected from the drop-down menu ('Show archived topics/articles').

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