Topics and articles in Tribal Habits can be set to one of three levels of visibility:
Active - Knowledge which is 'ready to go' and has or will soon have active enrolments. This is the knowledge that Admins should be monitoring as it has activity and enrolments.
Draft - Knowledge which is being created, being updated or withdrawn from active enrolments for now. This knowledge is available for Admins to manage, but is initially hidden to reduce clutter. NOTE: All newly created, copied or imported topics are set to Draft by default.
Archive - Knowledge that will no longer have enrolments or updates and can be hidden away more completely (plus have enrolment options disabled).
Typically, DRAFT topics and articles are those which are still 'in progress' - being developed, under review and so on. 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 first page of topics/articles and highlight that it is ready to go.
You can archive a topic or article once you are finished with it - this will remove it from explorer dashboards and enrolment options, but retain the content and historical enrolment data for the future.
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 and 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. Admins will need to use the dropdown menu to 'View draft topics' (or 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 dropdown menu ('View archived topics'). In addition, when a topic is set to archived, several enrolment options are disabled: manager enrolments, auto-enrolment links, SCORM links, re-certification enrolments and self-enrolment rules are all disabled when the topic or article is archived. In addition, archived topics will no longer appear on explorer dashboards - explorers will not be able to access any topics or articles which are archived (creators can still see and edit archived topics or articles). Archived topics or articles remain training histories, so if a topic or article is no longer relevant, it is best to archive it rather than delete it).