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What are active vs draft vs archived topics and articles?
What are active vs draft vs archived topics and articles?

The 'active', 'draft' and 'archive' statuses you can assign to topics and articles help admins manage knowledge.

David King avatar
Written by David King
Updated over a week ago

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  • Draft content, on the other hand, is knowledge which is being created, under review, being updated and so on, or is withdrawn from active enrolments for now.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 two ways, as described below.

Using the bulk actions on the Topics or Articles tab.

  1. Navigate to the 'Topics' or 'Articles' tab of 'Knowledge', as required.

  2. Locate and select one or more topics/articles, as applicable (you can use the checkboxes next to the name of a topic or article to select it).

  3. Click the 'Bulk Action' button and select 'Move to active', 'Move to draft' or 'Archive knowledge' depending on the visibility you'd like to set.

  4. Confirm your selection.

In the topic or article settings

  1. Navigate to the 'Settings' tab of the topic or article you want to modify the visibility of.

  2. Click 'Edit General' in the General section.

  3. Change the visibility to Active', 'Draft' or 'Archived', accordingly.

  4. Click 'Save'.

NOTE: If your organisation allows staff to create topics or articles from their dashboard, the topics or articles they create will be set to 'Draft' visibility automatically. Admins can later change the visibility (following the instructions above) 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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