• User's Guide: The article you are currently reading is a brief overview for our WARP group, but the larger UW KB system has an extensive series of KB User's Guide articles. This excellent resource is a great place to get questions answered.
  
  
• Duplication: Before starting your document, please make sure it doesn't already exist! Search for closely related documents, and ask yourself, "does this really need to be an additional document, or would it be better as an addition or edit to an existing document?" Try several different search terms that you think might be related, and also browse the appropriate topic[s].
  
  
• Editing: As of 1/2022, there are three editors available on the KB platform. Eventually, the older editors will be replaced by the newest one, TinyMCE. We recommend using TinyMCE for all editing purposes, as it has many great features. Froala is also perfectly fine to use, and offers most of the same functionality. We do not recommend the use of the classic editor due to known formatting problems. 
  • Many formatting issues can be fixed by eliminating excess code in Code View. You can switch to code view by clicking on the button with the pair of brackets in the upper-right corner. If the editor is malfunctioning, see if you can find the code for what you are trying to do on Google or an HTML website like december.com.
  • One known issue with TinyMCE is the inability to change list markers (ie, to change between bullets, numbers, and letters). If you wish to do this with your document, you can either try making the change in the Froala editor, or manually coding it (<ol> is the tag for a numbered/ordered list, and <ul> is the tag for a bulleted/unordered list).
  • Some of the screenshots in our internal guides were produced before TinyMCE came out, and thus use the Froala editor. We will work to phase these screenshots out over the next year.
    
    
• Title: Title of the document should be clear and concise. Be sure to follow the specific template's title guidelines. Please place the name of the relevant study or WADRC core at the end of the title, in parentheses. Example: Data Analysis SOP (WADRC Core X)
  • When processes are identical or very similar between cores, or between WRAP/WAI and ADRC, it is best to omit the core/study name, and instead make the article broad enough to apply to all. Use your judgment and confer with staff in relevant groups to determine whether the variations are large enough to merit a separate article. If a page can apply to many/all ADRC cores but not WRAP, please use just (WADRC) at the end of the title without listing a core. If it can apply to WRAP and many/all ADRC cores, no parenthetical is needed.
    
    
• Font: Note that all text in the document should be size 14, which is the default in the new editors. The default font in the new editor window is Arial, but the default font in the new KB theme is Verlag.
  
  As of 4/2020, Verlag is not an option within the KB editor, but as long as the user does not edit the font in their document, it will display in Verlag when published. For this reason, do not edit the font on your KB documents, except to make it bold or italic. If you must paste content into the KB editor from Word or other applications, it must be "cleaned" in order to display properly (see above). It also helps to have the font set to Verlag (if available), Arial, or Helvetica on the source material before pasting it in.
  
  
• Keywords:  The KB search engine primarily "looks" at the titles and keywords of documents, and does not "look" much at the contents. Words used in the title do not need to be listed as keywords. Try to think of words that someone might try typing into the search bar in order to find your document. Whenever possible, include a minimum of five keywords. The following types of keywords should always be included:
  1. Any programs, software, services, or sub-procedures used within the SOP (ex: an SOP which uses PANDA should have PANDA as a keyword if it is not already in the title)
  2. Acronyms and their meanings (ex: "Lumbar Puncture" and "LP": both should be in the keywords if relevant-- or if one is already in the title, the other should be in the keywords)
  3. Former names of process or service (ex: Reggie & Corrie)
     
     
• Referencing People: If the person is the point-of-contact due to their specific expertise, it is OK to mention them directly. However, if the person is the point-of-contact because of the nature of their job, please list the person in the following format: Job Title (Month/Year, Name)
  • Example: For questions regarding WRAP scheduling procedures in Madison, please contact a Madison WRAP Scheduler (as of 12/2023, Diane Wilkinson & Calanthea Mazoyo).
    
    
• Attachments: Documents with longevity can be attached using the 'upload or manage attachments' feature. (Note: Word documents will download for viewing when clicked, while PDF will open in another window.)  A Box file should be created for large files such as training videos, or documents that change frequently, like an employee directory.  Box files that are linked in the KB should exist in the WARP Box folder (a central location keeps all files consistently accessible if KB pages change ownership or an employee leaves WARP.)  If you do not have access to the WARP Box folder, or have any other questions about uploading your file to the correct location, contact the KB committee for assistance.
  
  
• Document History Box: All templates feature a document history box at the bottom. This only needs to be updated for major edits, not minor ones. See the "Editing Existing Documents" section to learn what qualifies as "minor" and "major." We realize that this entails some duplication with the ChangeSummary feature, but in the future we hope to automate this box.
  
  
• See Also section: Instead of manually creating a See Also section, please use the built-in feature. This is located below the editing pane and above the topic tree. Add the document number[s] of any related document[s]. If there is more than one, separate them with commas. There is no limit to the number of See Also documents.
  
  • Up: If your document is catalogued on a Landing Page and/or is primarily accessed through that Landing Page, please add the Landing Page's document number in the "Up" field. This field only supports one document number.
  • Previous and Next: If your document is part of a logical sequence with other documents, add document numbers to the "Previous" and/or "Next" sections. These fields only support one document each. These are especially useful for training sequences or cognitive testing batteries.
    
    
• Topics: Please select only ONE topic for your document. Be mindful of the presence of subtopics within some topic trees. Please consult the Publication Committee if you are unsure which topic would be the best fit.
  • Change over time: The topic tree is new, and we do not expect for it to remain static. If you have an idea for a new topic or if you have an issue with the current list, we encourage you to share these thoughts with the Publication Committee.

When you create a new document, the very first option on your screen will be the template selection box.

We currently have three templates available.

• The [Link for document 96955 is unavailable at this time] is used for SOPs, or for documents that contain at least three "actionable steps."
• The WRAP Data on LONI is used for most other documents. It can also be used for "quasi-SOPs" if there are three or fewer actionable steps.
• The Report Panda (software) bug or Data (content in Panda) bugs here is used to create a "table of contents" for related documents. Do not create a new landing page without consulting your program manager and/or the KB Committee.

Additionally, you can format your document as an accordion menu (like this one) by using the instructions on [Link for document 99848 is unavailable at this time]. (A more detailed explanation can be found in the KB User's Guide - Advanced HTML - Creating Collapsing and Expanding Panels. Accordion menus are useful when a document becomes very long and difficult to look at. Ideally, you would use a template within each panel of the accordion menu, but you should keep sections like the Document History Box or possibly "Purpose" outside of the accordion menu so that they are only used once. Use your judgment, and consult with the Publication Committee if you have questions.

If you have suggestions for changes to a template, or for a new template, please share them with your local KB contact to bring to the committee.

• Status bar: Towards the bottom of the editing page, you will see the "status bar." It defaults to "In Progress," and you may change it to "In Review" if it is ready to be taken to the Publication Committee. You must choose a status before clicking "Submit" and leaving the page.
  • In Progress: Make sure this option is selected before clicking "Submit" if you are not finished and want to return to the page later.
    • Note: The "Save change" button near the editing panel saves an "In Progress" version of your article.
  • In Review: This option submits your page to the Publication Committee for review. Please make sure that all of your edits are complete before selecting this option to avoid duplicate submissions.
  • Active: If this option displays for you, please refrain from using it unless given permission.
  • Inactive: Use this for articles you would like to remove from the KB. Inactivation is the first step to deletion, but depending on the article, we may want to save it for future use.
    
    
• Site Access: The vast majority of WARP KB documents are internal. Unless you have a specific need to share the document with external collaborators and have checked with your program manager and the Review Committee, please select "internal."
  
  
• Expiration date: Before submitting your document, please make sure the expiration date is 2 years after the current date. If you feel you would like a "ping" to check in on the document sooner than that, you may choose a sooner expiration date. The system will notify you as the expiration date approaches.
  
  
  • Documents from before the "new KB" process: Eventually, we would like for all documents to fit with the 2020 templates and process. However, we recognize that this can be a tedious and large task. If you have an older document that is nearing its expiration date, please update it to a current template (if possible) before resubmission. (Program managers may opt to prioritize this sooner if they so choose.) For exceptions and reactivations, please email a member of the review committee.
    
    
• Change Summary: Before submitting your article for review (whether it is a new or edited article), please click on "Show Additional Fields" to reveal the Change Summary box. Type a brief summary of your changes.
  
  • Minor change checkbox: As of 2021, the minor change checkbox has been removed from the KB. If you have a minor change that should be activated quickly, please email a member of the Review Committee.
    
    
• Write access, campus access, relevance: Please leave these fields on the default selection. You do not have to worry about them.

Existing documents go through the same edit approval/review process as new ones. See "Saving and submitting your document" above for details on minor edits. When you have completed your edits, submit with the "In Review" status. Minor edits will be approved within a week, whereas major edits will be discussed at the monthly Review Committee meeting. If your changes need to be uploaded faster than that, please contact one or more members of the Review Committee (see next section for list).

Every time you edit a document, including when reviewing at the end of the expiration period, please make sure that all links are still valid (including in the See Also section).

Role	Responsibilities
Requestor (person submitting the document for review)	Submit request Consult other staff if appropriate. If your group has an internal review process, complete this before submitting to the Publication Committee. Identify other KB documents that may need to be updated and/or deactivated If documents will be deactivated, identify current documents that link to the deactivated document Review posted document for accuracy and completeness Convey updates to affected staff (if applicable)
Review Committee	Determine responsible party for posting updates and/or new docs Work with the requestor to obtain consultation, identify additional updates, and post updates List of current KB Review Committee with contact info
Program managers	Provide consultation as necessary Direct requestor as necessary regarding education and outreach efforts Of course, program managers may also be requestors.

The Review Committee (formerly known as the Publication Committee) meets on the first Monday of every month. A list of members can be found here. Members can rotate on and off the committee, and are selected from across WARP. If you are interested in serving on the Review Committee, please contact one or more of the members.

The committee will examine each submitted document to ensure that templates and guidelines have been followed: 

• Verify links to related pages/content work
• Confirm there's no PHI, proprietary information, or regulatory documents on the page
• Verify topics selected are appropriate
• Add keywords if needed
• Review page for clarity of content and formatting
• Expiration date set for 2 years, unless otherwise specified
• Check that the study name (ADRC, WRAP, etc) is in the study title, if appropriate
• Check whether the page is listed on the Internal or External KB
• Ensure that documents uploaded include an editable version, to use for future changes

If further review by the requestor is needed before publication, the committee will use the built-in feedback function to convey the necessary changes. These comments will automatically be emailed to the requestor, and will also be available under "Page History" in KB Admin Tools.

• How do I insert an image? / What's an attachment?
  Please use the attachment folder for any images you wish to insert. DO NOT insert an image that is saved on another website; rather, save the image locally, and upload it to the Attachments folder of your KB document before insertion.
  • If your image would be useful on many pages, consider adding it to the Shared Attachments folder. If it would only be used on one or two pages, upload it to the individual page's attachment folder.
  • If you have a new document (or an existing one with no attachments), you will need to click "Create doc {xxxxx} attachment folder" first. If there is already an attachment folder, click "Open doc {xxxxx} attachment folder."
  • Once your image is uploaded, you can click "Place image" in the Attachment section to insert it into your document. Please make sure that your cursor is located where you want the image to go.
    
  • NOTE: Please do not give your image its own bullet point. You can make a new line without a new bullet point by pressing Shift-Enter or using the <br> code.
    
    
• What if I have a document (like a worksheet or a flowsheet) that I would like to accompany my SOP?
  • Like an image, this should also be uploaded as an attachment. Use a PDF file to eliminate the risk of display issues on others' computers. 
  • Attachments do not display automatically. Be sure to use the "place link" button to make a link to your attachment.
    
    
• Inserting Links:
  • Internal (to another KB document):
    • Place your cursor in the spot where you want the link, then press the Add Link button ()
    • Then, click on the magnifying glass and select "KB link doc"
      
    • Then, enter or paste the 5-digit document ID after the colon. Underneath that, choose what text you would like to display. If you leave the "Text" field blank, the link will display the title of the linked page. This is generally the best option if you don't have a specific idea for the text, because it will automatically change if the article title changes.
    • Select the "open in new tab" option. Press "Insert." Note that using this method, you can link to a document that is not yet finished, and that link will become active as soon as the document is published.
  • External:
    • Place your cursor in the spot where you want the link, then press the Add Link button (). If you prefer, you may also highlight text that you would like to become a link before clicking on the Add Link button.
    • Then, enter or paste the desired URL into the "URL field." Underneath that, choose the text you would like to display. The URL will display if you leave this field blank.
    • Select the "open in new tab" option. Press "Insert."
      
      
• I used the HTML Cleaner in the new editor, but it didn't work. / I was not given the option to use the HTML cleaner when using the new editor.
  • Option 1: Use www.html-cleaner.com. This will preserve your formatting.
    • Paste your Word document content into the panel on the left
    • Copy the code that appears in the right panel
    • Go back to the KB editing window and enter Code View ()
    • Replace the existing code with the code from html-cleaner.com. Be sure that all of the old code is removed.
  • Option 2: Use Notepad. This will remove your formatting and allow you to reformat within the KB editor, to reduce the risk of future issues.
    • Open Notepad from the start menu or desktop.
    • Paste your content from Microsoft Word. 
    • Then, highlight it all in Notepad, and copy it again.
    • Paste the content from Notepad into the KB editor.
      
      
• When I used the HTML cleaner within the new editor, it added a bunch of unnecessary line breaks, and now my numbers/bullet points are misaligned!
  • Unfortunately, this happens sometimes and there is no good way to avoid it. However, if you simply remove these excess lines, your list should snap back into place.
  • A second option is to use www.html-cleaner.com instead of the built-in HTML cleaner.
  • Another option is to look for excess code in Code View. Each list should be fully enclosed in one of the following tags: <ul> </ul> or <ol> </ol> (unordered & ordered list). There should be no <p> tags in between. Each list item is an <li> tag.