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How do Knowledge Center users manage tracking shared topics?

Rhonda Fitzgerald

For example, both Bob and Sue are reusing Topic A in their map. However, there is no visual indicator in either Oxygen or Pub Mgr that Topic A is used in more than one map (or publication). If Sue updates Topic A, for example, to document a new feature, then at Publication time, Bob needs to be sure his Publication is using the latest version Topic A (if his product supports the new feature), or maybe he needs to use a previously released version of Topic A because his product doesn't support the new feature yet.  If there were a visual indicator in Pub Mgr, Bob and Sue could check their "shared" topics in their publication's baseline before they publish to make sure they are using the correct version of the shared topic.  If there were a visual indicator in Oxygen, before they update a shared topic, they will be reminded that other people are using this topic so the change will affect other publications. 

Otherwise, writers have to perform a Where used on a topic to see where it is used, which is cumbersome because they won't necessarily know (or remember) which topics are reused in other places. Is there any mechanism in Pub Mgr or Oxygen that would let a writer know that the topic is used in multiple maps/publications?

How are other people managing this? 

Thanks.

PS we are using Build 12.0.2417.0 with Oxygen 17.1.
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  • Notes from today's user group meeting:
    - Put shared content in a shared folder that is context specific. Don’t just call it “Shared”, call it something like “Corporate Regulatory Statements” and “Shared” underneath that.
    - Use Draft Comments inside the topic
    - Good to have clear owners of shared content
    - Use version comments heavily (for particular version) & Description field (which persists)
    - Would be nice to have a writer add a comment whenever they check in a topic, for revision history. Add an Idea for this!
    - Add “Shared” to file name (or “ProductX Shared…”)
    o Can use another convention, such as File Name_fa (underscore then two letter code that tells the product name/group/etc.)
    - Put Folder structure in the form of a taxonomy (rather than by book for example). (Might be something you do down the line – it’s ok to start out with book structure)
    - Conrefs: keep them small, and keep them about a specific subject.
    - Can use metatdata (could create a template topic that would have all of this prepopulated)
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  • Notes from today's user group meeting:
    - Put shared content in a shared folder that is context specific. Don’t just call it “Shared”, call it something like “Corporate Regulatory Statements” and “Shared” underneath that.
    - Use Draft Comments inside the topic
    - Good to have clear owners of shared content
    - Use version comments heavily (for particular version) & Description field (which persists)
    - Would be nice to have a writer add a comment whenever they check in a topic, for revision history. Add an Idea for this!
    - Add “Shared” to file name (or “ProductX Shared…”)
    o Can use another convention, such as File Name_fa (underscore then two letter code that tells the product name/group/etc.)
    - Put Folder structure in the form of a taxonomy (rather than by book for example). (Might be something you do down the line – it’s ok to start out with book structure)
    - Conrefs: keep them small, and keep them about a specific subject.
    - Can use metatdata (could create a template topic that would have all of this prepopulated)
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  • in reply to Elizabeth Gschwind
    I'm thinking to add the prefix, something like "+1AT", to all shared topics. The "+" symbol indicates "Shared topic" and "AT" expresses product classification. With this rule, authors can find reusable topics by using query folder. In addition, author can identify whether the topic is shared or not easily.

    The challenge to introduce such a rule is how to change bunch of object names efficiently. As the solution, I created a PowerShell script that can change object names according to the TSV file. The procedure is as follows:

    1. Obtain GUID and version list of all objects for the target publication and save the list to CSV file.
    2. Obtain current metadata of all objects by using PowerShell script and the CSV file.
    3. The PowerShell script outputs the metadata into the TSV file.
    4. Open the TSV file with Excel and specify appropriate metadata.
    5. Over-write the TSV file.
    6. Revise metadata of all objects by using the PowerShell script and the TSV file.

    I have an enhancement request regarding Publication Manager.
    If Publication Manager can change color of icons depending on metadata, the author can identify whether the topic is shared or not easier. I expect that SDL will take consider of this idea.

    Thank,
    Naoki Hirai
  • in reply to Naoki Hirai
    Hi Naoki - Please submit into the Tridion Docs Idea section also on this community website, see community.sdl.com/.../tridion-docs-ideas