Wikis Tools

Knowledge base & documentation for your teams

Overview

Wikis module is the documentation platform for your teams to document everything from products, to APIs and internal knowledge-bases. Wikis support full revision control, comparison between two versions, access history and ability to rollback to meet your documentation requirements.

Typical use-cases of Wikis

Product documentation for teams
Knowledge base for teams
Best practices documentation
Help guides
Functional specifications
Design specifications
Training manual
Research report
How to articles
Troubleshooting articles
FAQs
Company handbook
Employee on-boarding guide
Sales playbook

Marketing team playbook
Content marketing guide
Customer success guide
Competitors watch
Press relations guide
Talent acquisition guide
Job descriptions
Job offer guides and templates
Lead generation process
Marketing plan
Product planning process
Product road-map and plan
Product specifications

Search Wikis: Type the keyword in the Search in Wikis text box to search through the wikis list and content.
Filter Wikis: Choose the filter to display wikis. MangoApps remembers your chosen filters for the wikis list even when you navigate away from the Wikis page and come back to it.
- Recent: Show all wikis recently viewed by you, recent drafts created by you, and recently updated wikis by other users.
- Pinned: Show only the wikis which you have pinned.
  - Sort: Click the (Sort) button to display the drop-down. Select Name (A-Z) to sort the wikis alphabetically from A-Z (Ascending). OR Select Updated On (Recent First) to sort the wikis as per the last activity. The most recently edited wiki is displayed at the top of the list.
- All Wikis: Show all wikis in the list. This includes wikis in the teams you're a member of and in public teams in which you're not a member.
  - Sort: Click the (Sort) button to display the drop-down. Select Name (A-Z) to sort the wikis alphabetically from A-Z (Ascending). OR Select Updated On (Recent First) to sort the wikis as per the last activity. The most recently edited wiki is displayed at the top of the list.
- My Wikis: Show only the wikis which that you have created or edited
  - Sort: Click the (Sort) button to display the drop-down. Select Name (A-Z) to sort the wikis alphabetically from A-Z (Ascending). OR Select Updated On (Recent First) to sort the wikis as per the last activity. The most recently edited wiki is displayed at the top of the list.
Hide/Show List: Click the (Hide) button to collapse the wikis list and hide it. Click the (Show) button to expand and display the wikis list.
List of Wikis: List of wikis based on the chosen filter. Click a wiki to open it in the Wiki Preview area.
Wiki preview: Displays the preview of the selected wiki.
Wiki Views: Click the Views link to open the Total Views pop-up.
Total Views: The total number of times the wiki has been viewed across all platforms. Every time a user clicks the wiki link or opens the wiki to view, the view count is incremented by 1.
Unique Users: The total number of unique users who have viewed the wiki across all platforms. For example - if a user views the wiki from the web client, mobile app and the Windows desktop client on the 1st of April 2019 and views it in again on 30th April 2019 from the same or a different platform, the unique users count will ONLY be counted as 1 for the user.
- Export: Click the Export drop-down to display the options and download the view activity of the current wiki.
  - CSV: Click the CSV option to download the total view count by all users of the current wiki to a .csv file.
  - PDF: Click the PDF option to download the total view count by all users of the current wiki to a .pdf file.
Sub-wikis: Click the Sub-Wikis link to view the sub-wikis (if any) of the current wiki in the Sub-Wikis tab at the bottom of the wiki.
Wiki Reminder: Click the reminder button to edit the reminder for the wiki.
Edit: Click the Edit button to open the selected wiki in a Microsoft Word-like visual text editor. Use the toolbar within the text editor to add/edit/style/delete content in the wiki.
Wiki Tools: Click the Wiki Tools button to display the drop-down list and then click Get Wiki Link or Get Wiki PDF or Pin it or Unpin it or Set a Reminder or Edit Reminder or Add a New Sub-Wiki or Duplicate Wiki or View Wiki Revision History or Add/Edit Hashtags or Enable Email Notifications or Edit Wiki Title & Properties or Move or Delete. See Wiki Tools for more information.
Full Screen: Click the (Full Screen) button to open the wiki editor in full screen within the browser for distraction-free editing.
New Wiki: Click the New Wiki button to create a new wiki.

Creating a New Wiki

You can create a blank wiki or use an out-of-the-box template to start

Each wiki MUST be created in a team in MangoApps.

To create a new wiki:

Click the New Wiki button in the Wikis page to open the New Wiki pop-up. OR
Click the universal Compose () button and then click the Wikis option to open the New Wiki pop-up. OR
In a team's page, click the More drop-down list in the News Feed tab and then click the New Wiki option. OR
Click the New Wiki button in a team's page in the Wikis tab to open the New Wiki pop-up.
Enter a title for the wiki in the Wiki title text box. For example, enter Admin's Home > Logs in the text box.
Select the team for which you want to create the wiki in.
Select the preferred template for the wiki.
- Select the Blank option to create a blank wiki. Click the Create button to open the wiki in Edit mode. OR
- Select one of the out-of-the-box Wikis templates. For example, click the How-To Article template and then click the Create button to use the template and open the wiki in edit mode.
Edit the content of the wiki in the Wiki Editor.
Click the Save And Publish button to save the changes to the content and publish the Wiki in the selected team. OR Hover over the (more options) button and then click the Save as Draft option to save the changes to the content and save the wiki as a draft.

Wiki titles in MangoApps are case-insensitive. For example, if you created a wiki as 'Assistants Logs', you cannot create another wiki as 'assistants Logs', or 'Assistants logs', since all 3 are treated the same.

All members of the team are notified when a new Wiki is published within the team.

Wikis saved as Draft are visible only to the creator of the wiki in the domain.

Editing a Wiki

Click the Edit button for a wiki to open it in the Edit mode. Use the toolbar within the text editor to add/edit/style/delete content in the wiki with:

The editing and styling tools to easily format text and paragraphs. Network admins can modify the look and feel of the styles via Admin Portal > Branding > Wikis for the Background, Title, Heading 1, Heading 2, Heading 3, Heading 4, Heading 5, Heading 6, Normal Text, Link, and PDF.
The MangoApps Media Library module to embed images, videos, audio files & GIFs to support richer content experiences.

Since wikis are intended to be collaborative, team members can edit the wiki created and published by you. MangoApps Wikis employ page-locking, so that only one person may edit a page at a time. If more than one person attempts to edit a page that is already being edited, they receive an alert message similar to:

When locks are broken, there is a potential risk to the previous lock owner of losing their recent changes. Breaking locks is not recommended

Wiki Tools

Get Wiki Link

Users can copy a link for the wiki to their clipboard and share it with other MangoApps users. Click the Wiki Tools button to display the drop-down list and then click Get Wiki Link to copy the link to their clipboard.

Only members of the private team in which the Wiki was created in, can access the wiki via the link. Public team wikis can be accessed by non-members using the link.

Get Wiki PDF

Users can download the wiki as a PDF. Click the Wiki Tools button to display the drop-down list and then click Get Wiki PDF to display the Generate PDF pop-up and download the selected wiki as a PDF.

Include cover page: Click the toggle bar to add/remove a cover page with an admin-specified logo to the wiki PDF.
Cover page preview: Displays the preview of the cover page of the wiki with the admin-specified logo and last updated information of the selected wiki.
Generate PDF: Click the Generate PDF button to export the selected wiki page to a .pdf file.

The latest published version of the Wiki is downloaded as the PDF.

Downloaded PDF of a wiki does NOT include the comments, sub-wikis, and changes.

If the network admin has disabled Cover Page Option for Wikis (Admin Portal > Branding > Wikis > PDF) for your domain, the Generate PDF pop-up is NOT displayed and the wiki is exported directly to a .pdf file.

Pin it

All users who have access to the wiki can pin it. Click the Wiki Tools button to display the drop-down list and then click Pin it to pin a wiki and receive notifications for it based on your chosen Notification Settings for Wikis.

Unpin it

Click the Wiki Tools button to display the drop-down list and then click Unpin it to unpin a wiki and stop receiving notifications for it based on your chosen Notification Settings for Wikis.

Set a Reminder

All users who have access to the wiki can set a reminder for it. Click the Wiki Tools button to display the drop-down list and then click Set a Reminder to open the Set A Reminder pop-up.

Date/Time: Select the date and time for the reminder. The timezone is as per the user's Locale settings.
Short Note: Enter an optional short note for the reminder.
Color: Select a color for the reminder from the color picker for the reminder.
Save: Click the Save button to add and save the reminder to your calendar.

Edit Reminder

Click the Wiki Tools button to display the drop-down list and then click Edit Reminder to modify the reminder settings in the Edit Reminder pop-up.

Add a New Sub-Wiki

You can create a blank sub-wiki or use an out-of-the-box template to create a new sub-wiki for an existing wiki in MangoApps. To create a new sub-wiki:

Click the wiki to preview it in the Wiki Preview area.
Click the Wiki Tools button and then click the Add a New Sub-Wiki option to open the New Wiki pop-up.
Enter a title for the wiki in the Wiki title text box. For example, enter Assistants Logs in the text box.
Select the preferred template for the wiki.
- Select the Blank option to create a blank sub-wiki. Click the Create button to open the sub-wiki in Edit mode. OR
- Select one of the out-of-the-box Wikis templates. For example, click the How-To Article template and then click the Create button to use the template and open the sub-wiki in edit mode.
Select the location of the sub-wiki in the hierarchy.
- Select the Create as a sub page of [Current_Wiki_Page_Name] option to create the wiki as a sub-wiki of the current wiki. OR
- Select the Create page at the top level option to create a wiki as the parent page in the hierarchy with in a team. This will NOT create a sub-wiki.
Click the Create button to open the sub-wiki in Edit mode.
1. Edit the content of the sub-wiki in the Wiki Editor.
2. Click the Save And Publish button to save the changes to the content and publish the sub-wiki in the selected team. OR Hover over the (more options) button and then click the Save as Draft option to save the changes to the content and save the sub-wiki as a draft.

MangoApps lets you create sub-wikis up to unlimited levels in the Wikis hierarchy.

All members of the team are notified when a new sub-wiki is published within the team.

Sub-Wikis saved as Draft are visible only to the creator of the wiki in the domain.

Duplicate Wiki

Click the Wiki Tools button to display the drop-down list and then click Duplicate to create a duplicate of the current wiki and open it in Edit mode.

Title: Enter a name for the wiki in the Title text box. For example, enter 'Screen Share/Video Call Logs' in the text box.
Place In: Select the Team option to create the wiki in a team.
Select Team: Select the MangoApps team for which you want to create the wiki. You can select multiple teams you are a member of to duplicate the wiki.
Duplicate: Click the Duplicate button to create a duplicate of the wiki and open it in Edit mode.

A duplicate wiki does NOT include the comments, changes, attachments of the original wiki.

View Wiki Revision History

Wikis track the changes by each user and support full revision control for compliance, comparison or rollback. Click the Wiki Tools button to display the drop-down list and then click View Wiki Revision History to open the wiki in Page Version Comparisons mode.

Current Version: Select the current version of the wiki for comparison.
Old version: Select the old version of a wiki for comparison.
Compare: Click the Compare button to display all the changes made to a wiki based on the selected current version and the old version of the wiki in the drop-down list.
Revert to older version: Click the Revert to older version option to rollback to an older version of the wiki.
Select version for revert: Select the version you wish to rollback the wiki to load the selected version in the Wiki Preview area.
Revert: Click the Revert button to rollback to the selected version of the wiki.
Legends for changes: The page version comparison displays the edits/changes within a wiki as per the legends for quick overview. The changes are tracked for addition of content, deletion of content, and formatting changes.

A new version of a wiki is created whenever a user click the Save And Publish button.

A wiki can have unlimited revisions in MangoApps.

Reverting to an old version of an wiki, publishes the wiki as a new version. The old version is NOT affected by the Revert option.

Add/Edit Hashtags

Click the Wiki Tools button to display the drop-down list and then click Add/Edit Hashtags to add new hashtags or edit existing hashtags for a wiki.

Hashtags: Enter the hashtags in the Hashtags text box as preferred.
Save: Click the Save button to add/edit the hashtags for the selected wiki.

Enable Email Notifications

Click the Wiki Tools button to display the drop-down list and then click Enable Email Notifications to redirect to the In-App & Email notification settings page.

As a network user, you can opt to receive notifications for the Wikis' activities via the Change What's Important > Wikis tab. The notification triggers for Wiki activities:

Wikis published in your teams
Wikis published in your pinned teams
Comments/replies on wikis in your teams
Comments/replies on wikis in your pinned teams
Comments/replies on wikis created by you
Edit of wikis in your team
Edit of wikis created by you

Edit Wiki Title & Properties

Click the Wiki Tools button to display the drop-down list and then click Edit Wiki Title & Properties to edit the title, settings, and permissions of the selected wiki.

Title: Enter a new title for the wiki.
Settings: Configure the basic settings for the wiki.
- Show table of contents on this wiki page: Mark the checkbox to display the table of contents at the top of the wiki. The heading - Heading 1, Heading 2, Heading 3, Heading 4, Heading 5, and Heading 6 are shown in table of contents in a hierarchy.
  - Default View: Select the preferred default view for the table of contents.
    Expanded: Select the Expanded option to display the full hierarchy of the table of contents.
    Collapsed: Select the Collapsed option to display only the top-level heading in the table of contents. Users must click the table of content to display the full hierarchy.
- Enable comments on this wiki page: Mark the checkbox to allow team members to comment on the wiki via the Comments tab. If disabled, hides the Comments tab from the wiki.
- Allow non-members to access this wiki page: For wikis in private teams, mark the checkbox to allow non-members to have view only access to the wiki. This allows any non-member to view the content of the wiki.
- Allow users to generate PDF for this wiki page: Mark the checkbox to allow users to export the wiki to a .pdf file. If disabled, hides the Get Wiki PDF option from the Wiki Tools drop-down list for all users.
Permissions: By default, all team members can edit the content of the wiki. As the creator of a wiki, you can change the permissions and make the wiki editable by only you or admin and all others can just view and comment on it.
- Only I can edit the wiki: Select the Only I can edit the wiki option to disallow any one except the creator to edit the wiki. If selected, hides the Edit, Move, and Delete options from the wiki for all users.
- Only admin and I can edit the wiki: Select the Only admin and I can edit the wiki option to allow only the network admin, team admin and the creator to edit the wiki. If selected, hides the Edit, Move, and Delete options from the wiki for all users except the creator, network admin(s), and team admin.
- Any member can edit the wiki: Select the Any member can edit the wiki option to allow any team member to edit the wiki.
Save: Click the Save button to apply the changes of the settings and permissions to the wiki.

Editing the title generates a feed automatically for the Changes tab of the Wiki as 'User A has updated this wiki page name.'

Settings and permissions are applied to wikis on an individual level. Sub-wikis do NOT incorporate the settings and permissions of the parent wiki.

Move

Click the Wiki Tools button to display the drop-down list and then click Move to move a wiki and the sub-wikis to another team or to another wiki in the hierarchy.

Select Team: Select the team you want to move the wiki to. You can move a wiki from one team to another team, or multiple teams.
Notify members: Mark the checkbox to notify all users of the team when the wiki is moved.
Destination Wiki Page: Choose the destination wiki page you want to move the wiki to. You can choose to move a wiki across different teams, wikis, hierarchies, and sub-wikis as preferred.
Move: Click the Move button to move the wiki to the selected destination wiki page.

Moving a wiki from one team to another, moves all the comments, changes, sub-wikis, and related content.

The creator of the wiki does not change after another user moves a wiki.

Moving a top-level wiki, moves the sub-wikis with it.

Delete

Click the Wiki Tools button to display the drop-down list and then click Delete to delete a wiki you've created and the sub-wikis from a team.

Confirmation: Type 'DELETE' to confirm in the Confirmation text box.
Delete this page only: Click the Delete this page only button to delete only the current wiki page and not the sub-wikis.
Delete this page and its sub-page: Click the Delete this page and its sub-pages button to delete the current wiki and all the sub-wikis.

The sub-wikis are moved to the immediate parent page in the hierarchy if you click the Delete this page only button.

Deleted wikis are moved to the network admin's Trash Can and the user's Trash Can, the deleted wikis can be restored by the network admin/user from their Trash Can.

When deleting a wiki created by another user, you can send a private message to the creator while deleting the wiki.

Advanced Tools within Wikis

You can use the advanced tools in the visual text editor such as:

The Add More Items option to insert -
- File: Any file and folder from the MangoApps Files module the user has permissions to access.
- Post: Any post from a MangoApps team the user is a member of.
- Wiki: Any wiki from a MangoApps team the user is a member of.
- Quiz: Any quiz from a MangoApps team the user is a member of.
- Survey: Any survey from a MangoApps team the user is a member of.
- Form: Any form from a MangoApps team the user is a member of.
- Tracker: Any tracker from a MangoApps team the user is a member of.
- Table: The inline tables to capture project plan, due dates, priority, and keep everyone organized. You can also use the Advanced tab to style the table using the Custom CSS defined by the network admin in Admin Portal > Branding > Full Portal > Custom CSS.
- Code Snippet: Add code snippets for 25 programming languages.
- Embed: Add an embed code for media files from the MangoApps Media Library and other MangoApps content such as forms, trackers, etc. Also, embed codes from YouTube, Vimeo, etc.
- Horizontal Line: Add a horizontal line to differentiate and organize content with in wikis.
The find and replace () feature to quickly locate and replace text within the wiki.
The Table of Contents to jump directly to a specific section on a long document.

MangoApps automatically creates a Table of contents for a wiki, based on the headings hierarchy (Heading 1, Heading 2, Heading 3, Heading 4, Heading 5, Heading 6) in the content.

You can choose the display option for items added via the Add More Items option in a wiki as:

Bar: Displays the items in a full-width bar layout with each item on a new line.
Tile: Displays the items in a 3 column layout.
Embed: For forms and trackers, add a embed code to display the form/tracker within an iframe in the wiki.
Text Link: Displays a clickable text link for the items.

Collaborating on Wikis

Team members can collaborate on wikis by adding comments, editing and viewing the updates to a wiki, view the sub-wikis, and related content. By default, each wiki in MangoApps contains the following tabs:

Comments: All comments by members of the team on the wiki. Use the @mention feature to send a notification to the specific user about the comment.
Changes: MangoApps automatically handles version control for wikis and creates a feed with a link to the latest published version of the wiki when a user edits the content of a wiki. You can click the View Updates link to open the wiki in Page Version Comparison mode.
Sub-Wikis: List of all sub-wikis (only up to 1 level) for the selected wiki.
Related Content: List of all content added via the Add More Items within the wiki. The related content lists the media, files, posts, wikis, quizzes, surveys, forms, and trackers in the tab.

FAQs

Can guest users edit and collaborate on Wikis?

Yes, guest users CAN edit and collaborate on Wikis in MangoApps. MangoApps tracks the changes with full revision control for compliance, comparison, and rollback.