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Setting up Wizdom Handbook on Your Intranet

On your intranet, you’ll need to set up a site for every handbook you’ll build, and, following, decide the design of each handbook.

Creating a Wizdom Handbook Site

To set up a handbook on your intranet and enable editors to write guidelines, procedures, and the like, you create a Wizdom Handbook Site. The Handbook site holds handbook pages and includes a selection of features and functions for handbook, guidelines, and procedures.

To create a Wizdom Handbook Site, create a new Wizdom subsite to the site or subsite where you want the handbook site to be located. When choosing site template, select the template ‘Handbook’.

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The Handbook page comes with a landing page which you will be presented to after creating the site. This will be the landing page of your Handbook, providing the overview of all handbook chapters and pages that will be created in the current handbook.

The landing page is a two columns page including the three Handbook web parts: ‘A-Z list’, ‘Pages I must read’, and ‘Relevant Pages’ plus contact information. The landing page can be edited and configured to your needs.

Initially created, the landing page and its web parts will be empty as no handbook pages have been created yet.

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Landing page of Handbook Site just created

It’s possible to create as many Handbook sites as you wish in a site collection.

The ‘A-Z List’ Web Part

The “A-Z List” web part helps users navigate the handbook by listing all pages in one or more Wizdom Handbook Site(s). The web part creates an index based on letters allowing users to filter pages based on the initial letter of the handbook page subject.

It’s possible to get a complete listing of all handbook pages by selecting “All”. Special named handbook pages, e.g. handbook pages with numbers as initial letter, will show in the list when selecting “#”

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Per default, the A-Z list web part is added to the landing page of the Handbook site.

However, if you need to add the ‘A-Z list’ web part to a page, perform the following steps:

1) Edit the web page and click ‘Add a web part’ to open SharePoint’s web part gallery.

2) The ‘A-Z list’ web part is found in the ‘Wizdom’ folder.

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To configure the A-Z list web part, press the ‘Settings’ button in the web part.

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A window pops up and takes you through the basic settings.

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1) First choose the template for the web part.

2) Second, in the field ‘Web for search’ you point to the handbook site or sites you would like the web part to display hand pages from. This is done by entering the URL of the site where the handbook site or sites, you want the web part to display pages from, are located.

If you like the web part to display pages from several specific handbook sites, these handbook sites have to be located under the same site. You will then enter the first part of the URL that these handbook sites share. E.g. if you want the web part to display pages from two handbook sites that are both subsites to a site called ‘Country Office London’, the URL you enter to make the web part display these two sites will be https://your-intranet-url/sites/country-office-london/. The web part will then display handbook pages from all handbook sites that are subsites to the Country Office London site.

If you want the web part to only display handbook pages from one handbook site, you enter the absolute URL of the particular handbook site: https://intranet-url/sites/handbook-site-url.

If the field is left empty, the web part will display handbook pages from all handbook sites in a site collection.

3) The ‘Letters’ field is where you specify which letters you would like the web part to display. E.g. if you have unique characters in your language’s alphabeth, you can add these letters to the web part.

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4) In ‘Default View’ you define the standard sorting of the listed handbook pages.

NOTE: As the web part relies on SharePoint search it can take time before the web part displays newly created handbook pages as they need to be crawled by SharePoint first. See below

The ‘Pages I Must Read’ Web Part

The ‘Pages I must read’ web part lists the handbook pages that are marked as mandatory to read for a specific user. In this web part, each user will see the pages that are mandatory to read for him or her. A page that is mandatory to read for the user will be listed in the web part until the user has navigated to the page and clicked on the button ‘Mark the page as read’.

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Per default, the ‘Pages I must read’ web part is added to the landing page of the Handbook site.

However, if you need to add the ‘Pages I must read’ web part to a page, perform the following steps:

1) Edit the web page and click ‘Add a web part’ to open SharePoint’s web part gallery.

2) The ‘Pages I must read’ web part is found in the ‘Wizdom’ folder.

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To configure the ‘Pages I must read’ web part, press the ‘Settings’ button in the web part.

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A window pops up and take you through the basic settings.

1) First choose the template for the web part.

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2) Second, in the field ‘Web for search’ you point to the handbook site or sites you would like the web part to display mandatory hand pages from. This is done by entering the URL of the site where the handbook site or sites, you want the web part to display pages from, are located.

If you like the web part to display mandatory pages from several specific handbook sites, these handbook sites have to be located under the same site. You will then enter the first part of the URL that these handbook sites share. E.g. if you want the web part to display pages from two handbook sites that are both subsites to a site called ‘Country Office London’, the URL you enter to make the web part display these two sites will be https://your-intranet-url/sites/country-office-london/. The web part will then display handbook pages from all handbook sites that are subsites to the Country Office London site.

If you want the web part to only display mandatory handbook pages from one handbook site, you enter the absolute URL of the particular handbook site: https://intranet-url/sites/handbook-site-url.

If the field is left empty, the web part will display mandatory handbook pages from all handbook sites in a site collection.

A page that is set to mandatory for a user can not be displayed as relevant for the same user.

NOTE: As the web part relies on SharePoint search it can take time before the web part displays newly created handbook pages as they need to be crawled by SharePoint first. See below

The ‘Relevant Pages’ Web Part

The ‘Relevant pages’ web part lists the handbook pages that are marked as relevant to read for a specific user. In this web part, each user will see the pages that are relevant to read for him or her. Contrary to the ‘Pages I must read’ web part, pages are still displayed in the ‘Relevant Pages’ web part after they have been read by the user.

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Per default, the ‘Relevant Pages’ web part is added to the landing page of the Handbook site.

However, if you need to add the ‘Relevant pages’ web part to a page, perform the following steps:

1) Edit the web page and click ‘Add a web part’ to open SharePoint’s web part gallery.

2) The ‘Relevant pages’ web part is found in the ‘Wizdom’ folder.

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To configure the ‘Pages I must read’ web part, press the ‘Settings’ button in the web part.

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A window pops up and take you through the basic settings.

1) First choose the template for the web part.

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2) Second, in the field ‘Web for search’ you point to the handbook site or sites you would like the web part to display relevant hand pages from. This is done by entering the URL of the site where the handbook site or sites, you want the web part to display pages from, are located.

If you like the web part to display relevant pages from several specific handbook sites, these handbook sites have to be located under the same site. You will then enter the first part of the URL that these handbook sites share. E.g. if you want the web part to display pages from two handbook sites that are both subsites to a site called ‘Country Office London’, the URL you enter to make the web part display these two sites will be https://your-intranet-url/sites/country-office-london/. The web part will then display handbook pages from all handbook sites that are subsites to the Country Office London site.

If you want the web part to only display relevant handbook pages from one handbook site, you enter the absolute URL of the particular handbook site: https://intranet-url/sites/handbook-site-url.

If the field is left empty, the web part will display relevant handbook pages from all handbook sites in a site collection.

A page that is set to relevant for a user can not be displayed as mandatory for the same user.

NOTE: As the web part relies on SharePoint search it can take time before the web part displays newly created handbook pages as they need to be crawled by SharePoint first. See below

Common Challenge: Why Doesn’t my Handbook Pages Appear in the Handbook Web Part

A common challenge for editors and admins managing handbook sites and pages is that it can take a long time – sometimes even days – before a newly created handbook page is displayed in the handbook web parts.

This is due to the fact that the web parts rely on SharePoint’s search. This means that handbook pages need to be crawled and indexed by SharePoint before they are able to appear in the web parts.

There is a couple of things that can help you in this process:

1) Making sure that the pages you create does not have a friendly URL can make SharePoint crawl and index the pages faster and the pages appear in the web part sooner.

Note that URLs for pages depend on a setting you perform at web site level, and that this is a setting that you have to apply BEFORE you create the handbook page. The URL settings will be applied to all pages you create AFTER you have set it and will not affect pages created before. Read more here about friendly URLs, how to enable and disable friendly URLs, and how you know whether or not your pages have friendly URLs. 

2) A good way to check whether or not your page is indexed by SharePoint yet, is by searching for it in SharePoint’s general search center. If the page appears as a search result here, it is already indexed by SharePoint and the reason it does not appear in the web part is NOT because it is not indexed by SharePoint. Hence, it must be due to another issue.

3) Know that your page can be displayed in the page’s left menu and still not in the web part. The left menu does NOT rely on search and, therefore, is able to display the link to the page immediately, contrary to the web parts.

Handbook Navigation

From the landing page of the handbook, navigation relies on either navigation in the handbook web parts, navigation in the left menu, or both.

When solely letting users navigate via handbook web parts from the handbook landing page, the left menu needs to be hid.

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A handbook landing page with the three handbook web parts inserted and the left menu hid.

When employing left menu navigation make sure only pages from the current handbook site is displayed in the menu. This is done by employing a local managed metadata term set for current navigation.

The left menu navigation can be employed on the handbook landing page as well as on individual handbook pages. If your site collection is set up to include left menu in pages per default, you will have to hide the left menu on pages where you don’t want it.

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A handbook landing page with left menu.

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A handbook page with left menu.

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