The Import & Export function allows you Export active content available to your group as HTML and XML. You may also import XML content into your KB. This document will show you how to do this. To access this tool, log into the KB Admin Tools, then go to the Documents Tab > Import & Export link.
The HTML Export tool is useful in creating an offline backup of important KB content. This allows you to store your content as a static file that would remain accessible in the event of a network outage or service interruption. This is particularly important if you use your KB to store critical procedures that you might use in the event of an emergency, or that you might otherwise rely on for key aspects of your work.
Because your KB content is updated regularly, you may wish to schedule a reminder to export a fresh backup on a regular basis. For instructions on setting up this notification, please see: KB User's Guide - SitePref Tab - Notification Settings
The image below shows the fields in the Export active documents available to your group as HTML section. We will review each field.
Site - From this dropdown menu, make your selection from the six options which export content available to your group as an *.html file. The following are the options available to you from this dropdown menu:
Include documents with these IDs ONLY - You may enter a list of comma delimited document ID numbers to include and/or exclude when exporting. For more information on how to limit a list of documents by owner, topic, etc, please see KB User's Guide - Users Tab - Search and Display Filters on the Existing Users Screen.
If you plan to export a large amount of content (>100 documents), it is recommended that you split this up into multiple exports, for example, one export per topic area. If you attempt to export too much content at once, the resulting HTML file may be too large for your browser to process after opening.
You may also export active content available to your KB group as an *.xml file.
The image below shows the fields in the Export active documents available to your group as XML section. We will review each field.
Site - From this dropdown menu, make your selection from the six options which export content available to your group as an *.html file. The following are the options available to you from this dropdown menu:
Include documents with these IDs ONLY - You may enter a list of comma delimited document ID numbers to include and/or exclude when exporting. For more information on how to limit a list of documents by owner, topic, etc, please see KB User's Guide - Users Tab - Search and Display Filters on the Existing Users Screen.
If you plan to export a large amount of content (>100 documents), it is recommended that you split this up into multiple exports, for example, one export per topic area. If you attempt to export too much content at once, the resulting HTML file may be too large for your browser to process after opening.
kb_document
elements as multiple documents:1. Follow the format as prescribed in the window below when creating your *.xml file. Please be mindful that the asterisks indicate required fields. If you do not have data for the required fields, enter a space in that field as a placeholder.
<?xml version="1.0"?>
<kb_documents>
<kb_document>
<kb_title>.........</kb_title>
<kb_keywords>.........</kb_keywords>
<kb_summary>.........</kb_summary>
<kb_body>.........</kb_body>
<kb_int_notes>.........</kb_int_notes>
<img_base_url>.........</img_base_url>
</kb_document>
<kb_document>
.........
</kb_document>
.........
</kb_documents>
Note: The img_base_url
is made up of the base URL and a relative path.
You will need to prepend the relative path with the base url which will make up a valid URL that points to the image file you would like to import.
Example: A base URL of https://kb.wisc.edu and a relative path of /images/group41/5249/bucky_badger_relative_path.jpg leads to the VALID url of https://kb.wisc.edu/images/group41/5249/bucky_badger_relative_path.jpg
Find the XML document you created as per the prescribed format and click on the Browse button and then the Continue button.
The documents created from your import will be set to the status of "In Progress". The person who performed the import will be the owner of the document(s).
Here are some examples how other KB groups have used the Import & Export feature: