Tiki: Easy setup of wiki-based knowledge management system
CC Attribution 2.0 Belgium:
You are free to use, adapt and copy, distribute and transmit the work or content in adapted or unchanged form for any legal purpose as long as the work is attributed to the author in the manner specified by the author or licensor.
Libs, Jean-Marc
I will demonstrate an easy and fast way of configuring Tiki Wiki CMS Groupware for the purpose of having a central repository for a knowledge base. I will also explain how to manage permissions for various use cases, how to separate different topics, how to access stored knowledge. This presentation will start with a minimal Tiki site and show how to build structures of pages and file repositories with a knowledge base in mind. This will rely on a concrete real-life working example of a site for collaboration between a freelancer/company and their various separate customers with different projects. I will show how to configure permissions for: * a publicly visible and editable knowledge base; * separate knowledge bases which are restricted to groups of users and invisible to others; * intermediate scenarios with groups of editors and groups of read-only viewers. I will show the basics of how to make the knowledge accessible, searchable, navigable and allow comments from people who can only view it. I will provide hints about more powerful approaches using Tiki's inbuilt user-configurable database feature.
 Perfect. So, hello, sorry for the delay. I had to reboot. This will be more technical. I intend to show how to set up an actual real life knowledge management here. So, what do I do? It's green. It's green. You have it here. What else? I can speak louder. Yeah, good, better point. So, yes, the thing is that this is about communication, knowledge management, et cetera. But with a concrete example which I use, I mean, I work for the Tiki community, but I'm not funded by the Tiki community. I have my own customers. I work as a freelancer. I have had customers for eight years now. And I have a website that I use for communication with my customers which works fine and which is, of course, with Tiki and which uses basic Tiki software components because Tiki is more like a big toolbox for doing anything you like than a focused software on some, so it doesn't tell you what you want to do. So, I switch here and the idea is that I will show how to set it up, but first I want to show what we want to set up because that's the important part. So what I found useful over the time in which actually the customer seemed to appreciate is that for each of them, for all their projects, I have some kind of workspace on one of my sites where they don't know about anyone else. This is a fake company on my real site. So there are basically three, that's not it, yes, sorry, they have a landing page when I log in and there are three components. First, the information is for long lasting information, we have pages, we have a structure of page on which we can add any new page and create them and that's where we keep track of long-lasting stuff like, I don't know, what we agreed on emails and we can navigate it for a project, what's done, what's not done, they can get back to this and that's our reference and we can get and the company is ACME, so I don't get sued. That's the long lasting, we also have documents which we exchange like invoices or technical specs or dumps, whatever and every time I work for them, which is not full time usually because I'm a freelancer, I add an entry and I tell them, okay, today I did that and that's how long it lasted and they can do comments here or on the pages or whatever and that's basically the essential that's needed because the time is important because that's what I build and so they have an idea of how far I go and also how much they are going to pay and they like to have this information beforehand, not in the end, so they can get any time, anything changes, they get an email and I get an email and the privacy part is that they have a recap of who is allowed to see all that, so there is the customer, which is called by the Fox and CIS admin, which is me because I wanted to have something and when they log in, they can see what happened, what's new, what changed and basically that's it, so what I want to show is how we start from a first key just right after the installer and get to that, so here we have one where I can log in as an admin or I could put myself in the admin group, works the same, that's the part for newcomers which we are going to skip and first we do some trick and also I wanted to mention that here is a link that I put, that's the making of this presentation, if I don't get to the end or I go too fast, you can get to here and I'm actually going to use it, oh it's not here but because I rebooted, but I have a copy here which I use to go faster, so first some little trick we are going to do some setting with the themes because that's another admin and that's another page where, well you are a customer or someone who has not logged in and we are going to separate them by using different themes, first I pass as advanced which will give me more possibilities and I get the login field part and what I do is that I change, I give a very different theme for the Tiki and I allow group themes, so now the theme is very different and what I do is that I go to the group of the admins here because now the group of the admins has the opportunity of changing the theme and I get back to the default theme, yes I want, so nothing changes here but for the rest of the world you know where we are, if it's right I'm an admin, what we do now is some basic settings changes for the purpose of setting this site the way we want it, meaning we add the blog part which is not default, Tiki all has everything in one, you don't find plugins on the internet, you activate what you need and the group watches and the categories will be required for what we want to do and then the general configuration we want to use group on page also because that's where we want the landing pages, so if you forget where the stuff are you just look for some here, it's in the general, we add those and go to the group, home page if you're in the group, what we also want to do is some custom stuff here in the theme so that it basically looks better and now the wiki part we want, what we're going to need is structures, the grouping of wiki pages so that they work together and you can navigate them and all that so we also need the comments, the structures, open them, group them, categorize and have the list of pages not in structures that might help, you have the recap so far nothing changed here and now we are going to set up the global permissions meaning we actually don't want people to do anything on this site if they are not customers or if they are not logged in so the global settings are going to switch off about everything, there was nothing here, there's nothing here, they can't download anything, they don't see wiki pages, anonymous is people who are not logged in and registered are people who are logged in so basically we remove the search capability from anonymous also we put it in registered, it's not an issue because you can only search, return whatever you have access to so we can put that globally and well and now it works, you don't have access to anything so now we have those, now we need to make that a little bit usable, well not so ugly so what we do is we change the homepage and we will use group, we will use object permissions which overwrite the global permissions so I just changed the style and I save it and now I change the permissions of this object meaning for this specific page anonymous can view the page, what did I, wiki can view, I don't know what I changed, I was too fast, that's not it, that's better and not really useful, what we also do is that we, I also change what we call modules which is how stuff appear everywhere meaning that right on top we have this loading box which is really hard to see which I edit, I want to put that on the left it will be on top and it will be visible well for everybody so we don't have to change this and here it's not on the left, here it is, this menu is the menu 42 which will be visible only for admins because nobody else needs to see that, there's the login gun, oh it's here, okay I got it, it's not, it doesn't show up as a popup, we want it as a full module, it has to look differently, so here we are, as I said we want to add those very useful modules which are the one you saw before since last visit, that's the one that tells you what's changed, we'll put that on the right and we only let it see by registered people and what's always nice is, well a search module because that's just the same on the right and for registered because as I said anonymous don't have anything to see here, radio in load and now we have this, only we don't have any, well that's anonymous you can login but there's no login, so that was the global part and now how do we set up, well some new customers, some new workspace, some new company, so the first thing is that you need to set up a category because that's how we deal with permissions, so we will create the ACME category, we will create the group of the people from this company which is, which we'll call the same and inherits this and we will give it a group home page that's the landing page, we told before, here I'm trying to cheat but it's still and the default category of whatever they create is here and the description is a member of the ACME corporation, whatever because that's how we handle those privacy and all the concerns because we go back to the category and now we have what we call the category permissions and that's the permissions for everything that's categorized in that group and that's what the member of the group will be able to see, they will be able to post and read, oh sorry, we want that group, in the group we deal with here, we add that and now we can say that members of that group can read and post in the blogs which are categorized as ACME in that group and everything else basically gets, so these are the basic features, same here, which let us get to the result I showed afterwards and then I hope we can also create that useless, so we let people manage their own page and we let them create the structure and we let them create categories, okay, let's just go to the creation of one of those objects like the file galleries because that's how we create stuff, so we do create some file galleries for clarity, we don't put it on the top, we create this, the ACME file folder which is categorized as ACME, that's the whole point and which is here group monitoring and ACME meaning that whatever happens there generates some email they can get and that should, for example, allow, we don't have a user but that's how you create, then you do the same, we create a blog, you categorize it and it will be owned and then we create a wiki page and categorize it and change it into a structure and that will be the landing page, as I said, the rest is, the steps by steps are here, so you get the idea and you know the result we want to achieve, so other questions or? Any questions?
 Perfect. So, hello, sorry for the delay. I had to reboot. This will be more technical.  I intend to show how to set up an actual real life knowledge management here. So, what  do I do? It's green. It's green. You have it here. What else? I can speak louder. Yeah,  good, better point. So, yes, the thing is that this is about communication, knowledge  management, et cetera. But with a concrete example which I use, I mean, I work for the  Tiki community, but I'm not funded by the Tiki community. I have my own customers. I work  as a freelancer. I have had customers for eight years now. And I have a website that  I use for communication with my customers which works fine and which is, of course,  with Tiki and which uses basic Tiki software components because Tiki is more like a big  toolbox for doing anything you like than a focused software on some, so it doesn't tell  you what you want to do. So, I switch here and the idea is that I will show how to set  it up, but first I want to show what we want to set up because that's the important part.  So what I found useful over the time in which actually the customer seemed to appreciate  is that for each of them, for all their projects, I have some kind of workspace on one of my  sites where they don't know about anyone else. This is a fake company on my real site. So  there are basically three, that's not it, yes, sorry, they have a landing page when I log in  and there are three components. First, the information is for long lasting information,  we have pages, we have a structure of page on which we can add any new page and create  them and that's where we keep track of long-lasting stuff like, I don't know, what we agreed on  emails and we can navigate it for a project, what's done, what's not done, they can get  back to this and that's our reference and we can get and the company is ACME, so I don't  get sued. That's the long lasting, we also have documents which we exchange like invoices  or technical specs or dumps, whatever and every time I work for them, which is not full  time usually because I'm a freelancer, I add an entry and I tell them, okay, today I did  that and that's how long it lasted and they can do comments here or on the pages or whatever  and that's basically the essential that's needed because the time is important because  that's what I build and so they have an idea of how far I go and also how much they are  going to pay and they like to have this information beforehand, not in the end, so they can get  any time, anything changes, they get an email and I get an email and the privacy part is  that they have a recap of who is allowed to see all that, so there is the customer, which  is called by the Fox and CIS admin, which is me because I wanted to have something and  when they log in, they can see what happened, what's new, what changed and basically that's  it, so what I want to show is how we start from a first key just right after the installer  and get to that, so here we have one where I can log in as an admin or I could put myself  in the admin group, works the same, that's the part for newcomers which we are going  to skip and first we do some trick and also I wanted to mention that here is a link that  I put, that's the making of this presentation, if I don't get to the end or I go too fast,  you can get to here and I'm actually going to use it, oh it's not here but because I  rebooted, but I have a copy here which I use to go faster, so first some little trick we  are going to do some setting with the themes because that's another admin and that's another  page where, well you are a customer or someone who has not logged in and we are going to  separate them by using different themes, first I pass as advanced which will give me more  possibilities and I get the login field part and what I do is that I change, I give a very  different theme for the Tiki and I allow group themes, so now the theme is very different  and what I do is that I go to the group of the admins here because now the group of the  admins has the opportunity of changing the theme and I get back to the default theme,  yes I want, so nothing changes here but for the rest of the world you know where we are,  if it's right I'm an admin, what we do now is some basic settings changes for the purpose  of setting this site the way we want it, meaning we add the blog part which is not default,  Tiki all has everything in one, you don't find plugins on the internet, you activate  what you need and the group watches and the categories will be required for what we want  to do and then the general configuration we want to use group on page also because that's  where we want the landing pages, so if you forget where the stuff are you just look for  some here, it's in the general, we add those and go to the group, home page if you're in  the group, what we also want to do is some custom stuff here in the theme so that it  basically looks better and now the wiki part we want, what we're going to need is structures,  the grouping of wiki pages so that they work together and you can navigate them and all  that so we also need the comments, the structures, open them, group them, categorize and have  the list of pages not in structures that might help, you have the recap so far nothing changed  here and now we are going to set up the global permissions meaning we actually don't want  people to do anything on this site if they are not customers or if they are not logged  in so the global settings are going to switch off about everything, there was nothing here,  there's nothing here, they can't download anything, they don't see wiki pages, anonymous  is people who are not logged in and registered are people who are logged in so basically we  remove the search capability from anonymous also we put it in registered, it's not an  issue because you can only search, return whatever you have access to so we can put  that globally and well and now it works, you don't have access to anything so now we have  those, now we need to make that a little bit usable, well not so ugly so what we do is  we change the homepage and we will use group, we will use object permissions which overwrite  the global permissions so I just changed the style and I save it and now I change the  permissions of this object meaning for this specific page anonymous can view the page,  what did I, wiki can view, I don't know what I changed, I was too fast, that's not it,  that's better and not really useful, what we also do is that we, I also change what  we call modules which is how stuff appear everywhere meaning that right on top we have  this loading box which is really hard to see which I edit, I want to put that on the left  it will be on top and it will be visible well for everybody so we don't have to change this  and here it's not on the left, here it is, this menu is the menu 42 which will be visible  only for admins because nobody else needs to see that, there's the login gun, oh it's  here, okay I got it, it's not, it doesn't show up as a popup, we want it as a full module,  it has to look differently, so here we are, as I said we want to add those very useful  modules which are the one you saw before since last visit, that's the one that tells you  what's changed, we'll put that on the right and we only let it see by registered people  and what's always nice is, well a search module because that's just the same on the right  and for registered because as I said anonymous don't have anything to see here, radio in  load and now we have this, only we don't have any, well that's anonymous you can login but  there's no login, so that was the global part and now how do we set up, well some new customers,  some new workspace, some new company, so the first thing is that you need to set up a category  because that's how we deal with permissions, so we will create the ACME category, we will  create the group of the people from this company which is, which we'll call the same and inherits  this and we will give it a group home page that's the landing page, we told before, here  I'm trying to cheat but it's still and the default category of whatever they create is  here and the description is a member of the ACME corporation, whatever because that's  how we handle those privacy and all the concerns because we go back to the category and now  we have what we call the category permissions and that's the permissions for everything  that's categorized in that group and that's what the member of the group will be able  to see, they will be able to post and read, oh sorry, we want that group, in the group  we deal with here, we add that and now we can say that members of that group can read  and post in the blogs which are categorized as ACME in that group and everything else  basically gets, so these are the basic features, same here, which let us get to the result  I showed afterwards and then I hope we can also create that useless, so we let people  manage their own page and we let them create the structure and we let them create categories,  okay, let's just go to the creation of one of those objects like the file galleries because  that's how we create stuff, so we do create some file galleries for clarity, we don't  put it on the top, we create this, the ACME file folder which is categorized as ACME,  that's the whole point and which is here group monitoring and ACME meaning that whatever  happens there generates some email they can get and that should, for example, allow, we  don't have a user but that's how you create, then you do the same, we create a blog, you  categorize it and it will be owned and then we create a wiki page and categorize it and  change it into a structure and that will be the landing page, as I said, the rest is,  the steps by steps are here, so you get the idea and you know the result we want to achieve,  so other questions or?  Any questions?
Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_0_155.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_156_587.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_588_9047.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_9048_10067.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_10068_10595.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_10596_12107.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_12108_12371.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_12372_13079.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_13080_13139.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_13140_14675.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_14676_14951.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_14952_15443.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_15444_16379.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_16380_17807.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_17808_17999.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_18000_19835.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_19836_21611.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_21612_21659.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_21660_23699.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_23700_24659.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_24660_25427.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_25428_26339.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_26340_27431.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_27432_27899.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_27900_28019.png Tiki__Easy_setup_of_wiki-based_knowledge_management_system_This_talk_demonstrates_how_28020_29216.png