KnowledgeBase User's Guide

The Email Addresses section allows you to specify your Group contact email address(es) where user feedback will be sent. It also allows you to specify a Notification/ reminder From email for your outgoing review reminder and expiration notification emails. If no address is provided, knowledge-base@lists.wisc.edu will be used.

The Group contact email address(es) can contain a comma delimited list of addresses if you would like multiple people or groups to receive any feedback sent about a KB document.

The Notification / reminder From email can contain only a single email address.

The Document Feedback section contains an option to send user feedback to the Group contact email. User feedback will always go to the document owner. The document owner email address check box is checked by default and cannot be unchecked.

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Documents In Review Reminder allows KB Administrators to remind authors via email that their documents are waiting to be reviewed within a specific amount of time, ranging from every 2 hours to every 30 days. The Reminder To email field allows KB Administrators to enter an email address, or multiple email addresses as long as they are comma delimited as well as change the message text that appears in the email. The Reminder Frequency allows you to specify the time interval between reminders

The Monthly Document Review Reminder section allows you to specify the age of unreviewed documents that are included in the monthly review reminder. This section also allows KB Administrators to change the message text that appears in the email along with the list of aging document(s). Review reminders are sent out to document owners on the first of each month.

Email notifications are sent weekly to inform document owners that documents are due to expire soon. The Weekly Expiring Documents Notification section contains an option to choose how many days advanced notice to give the document owner before a document expires. KB Administrators can choose to include documents expiring within 7, 14, 21, or 28 days.

This section also allows KB Administrators to change the message text that appears in the email along with the list of expiring document(s). Expiring documents notifications are sent out to document owners every Monday.

The Daily Expired Documents Notification section allows KB Administrators to change the message text that appears in the email along with the list of document(s) that have just expired. Expired documents notifications are sent out to document owners every day. The Group contact email is cc'd on these notifications.

The Document Activation Notification section notifies you that the document has been activated for your group space. The email notification will include 15 of the most recent changes from the document's Comments and Events.  KB Administrators may also change the message text that appears in the email. The email notification will include the document ID number, the Title of the document, a link to the activated document in the KB Admin Tools and finally, the name and email address of the person who made the most recent update..

The Active Content Export Reminder section allows KB Administrators to change the message text that appears in the email along with a reminder suggesting that the active KnowledgeBase content can be moved to a desktop computer for emergency use.

The reminder frequency threshold ranges from no notifications sent, to notifications sent once a week to sent every 52 weeks.