Add to Library

Elaine Crann

Does anyone use this feature?

We're trying to understand the workflow.

We've been Completing and Archiving at the Project level but it's not working 100%.

Do we need to Complete at the Section level and the Project Level?

For most of our Projects we use an Author and Reviewer, does that affect the workflow?

Thanks!

Comments

Sarah Biskup

Hi @ElaineC,

We do use Add to Library within q&a pairs in projects. I believe the Section does have to be marked complete in order for those pairs to flow to the library. We generally have our authors submit the section for review, then have the reviewer mark each q&a pair as reviewed and mark the entire section as complete.

Once we archive the project the pairs that we saved go to moderation. We have the writer who was on the project moderate them (check for similar pairs already in the library, add tags, add the owner, setup the review cycle, then accept the content)

Hope this helps!

Elizabeth Bissell

We use this feature all the time, but it seems to work best for us when used with Moderation. This ensures only the content the proposal managers that aligns with our Content Library strategy are actually added.

I think they updated the setting so that once a Project is marked as complete, this is when the information will go to moderation or the library. It used to be closing sections that triggered it, but I am pretty sure they updated that in one of the newer releases (@Helene Halliday - Is this statement correct?). I think it was causing duplicates which necessitated the change.

I have a feeling that if a Reviewer has not marked something as 'reviewed' it might not trigger the workflow properly when the project is completed. Sometimes anything with a Reviewer can go into a 'dark zone' where it sort of disappears... One of the reasons we don't use reviewers that often. @Helene Halliday Can you confirm this or shed a little more light on it?

Helene H

Hi @Beth Bissell, @ElaineC, and @Sarah Biskup

As one of the newest releases, Q&A pairs are only saved to the Content Library when the project is marked Complete. However, that would be determined whether you have your setting set up to automatically save content back or manually save it back. This can be done at the question or section level.

*If you often see a lot of duplicates being saved back, I'd recommend turning on the Project Duplicate Check, which is another new release. It will save your Moderation team a ton of time, as it automatically checks duplicates once you Complete a Project BEFORE they get sent to moderation and/or the content Library*

In terms of the workflow, I ran a few tests, and content should be saved back to the library, regardless of if it was reviewed or not. Elaine-I would check to see if you have the settings on to save in the Content Library. There is a feature I would like you to check as well to check if it's saving. See my custom video here.

Happy to clarify anything as needed!

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