KB User's Guide - Documents Tab - Minor vs Major Document Changes
How Minor and Major Changes are Calculated
A published change being designated as "minor" or "major" depends on how much of the content has changed since the last time the document was published. This is calculated as a percentage based on the words in the key content fields—title, summary, body, and internal notes.
The following is excluded from this calculation: keywords, HTML tags, and the CSS/JavaScript field. For this reason, the insertion, modification, or deletion of supplementary content like images and hyperlinks will not be counted, nor will styling changes.
When you save a document as In Progress or In Review (i.e., a draft), you will see a "Content change since the last save" percentage displayed on the submission confirmation screen. It will also be logged in the Comments and Events history for the document.
When you publish a document, you will also see a "Content change compared to the last active version" percentage displayed. This, as well as the change since the last save, will be logged in the Comments and Events history.
Group-Level Change Threshold
By default, a published change that constitutes over 20% of the document content will be flagged as a major change. This threshold can be adjusted for individual KB group spaces by a site admin by doing the following:
- Open the Settings tab and go to the Group Spaces page.
- Click the Edit button for your group space.
- Select the desired percentage from the Default change threshold: dropdown
- Click Update to save your changes.
Doc-Level Change Threshold
If needed, you can set the change threshold for an individual document to be higher or lower than the group-level threshold. This doc-level threshold can be adjusted by doing the following:
- Set the document in question to In Progress and open the document edit screen.
- At the bottom of the page, expand the Additional Fields section.
- Set the ChangeThreshold dropdown to the desired percentage.
- Note: Your group's current default change threshold will be displayed next to the dropdown for your reference.
- Submit your document to save your changes. The new threshold will take effect when the document is activated.
Effects of a Major Change
A published change being flagged as "major" has two key effects:
- If the document is currently shared with one or more other group spaces, a major change will temporarily take the document down and move it back to In Review for those spaces. They will then need to review and republish the document.
- Any users that have subscribed to changes for that document will receive an automated email notification alerting them to the change. For more information on subscribing to changes, please see: KB User's Guide - General Info - Subscribe to Changes