Importing Articles Into Your Knowledge Base

Administrators can bulk import HTML articles into a Knowledge Base through TDAdmin using ZIP files.

TeamDynamix provides a bulk import feature for adding multiple Knowledge Base articles simultaneously through TDAdmin. The process is designed to streamline the migration of existing content into the platform's searchable knowledge base system.

In this article, we'll cover:

• Things to Know About the Article Importer
• Preparing Articles and Images for Import
• Importing HTML Articles
• How to Export Word Content as HTML

Things to Know About the Article Importer

Before you start preparing your articles for import, here are some things to keep in mind about how the article importer works:

• Only one ZIP file can be processed per import session
• All articles in an import batch are assigned to the same category
• Multiple imports are required if articles need different categorizations
• Images are supported through subfolders in the ZIP package

Preparing Articles and Images for Import

File Requirements:

• Only HTML files and images can be imported
• Each article that includes images must have its own folder, and the folder name must follow the format:
  • articlefilename_files
  • For example, if the article file name is 'getting_help.html,' the corresponding folder must be named 'getting_help_files'
• Content must be packaged in a ZIP file. Formats such as 7Z, TAR, RAR, or others will not be accepted
• The ZIP file should not contain a parent folder with all the HTML files and folders beneath it
• ZIP file size cannot exceed 100 MB. Larger imports may need to be broken into multiple ZIPs
• Word documents must be converted to HTML
• HTML must be valid; files with invalid HTML will be omitted from the import

To prepare your ZIP file:

1. Place all your HTML files in a single folder, along with a subfolder for any images you need.
2. Select each article and image folder to include in the ZIP. Don't include the parent folder that contains them all.
3. Compress the files into a ZIP file. 

Importing HTML Articles

1. Open the Article Import page:
   • Client Portal Admins: In the Client Portal, click your name in the top right > Admin > Knowledge Base > Article Import
   • Global Admins: In TDAdmin, navigate to Applications > [Client Portal Name] > Knowledge Base > Article Import
2. Use the Browse button to select the ZIP file to import. Note that only one ZIP file can be imported at a time.
3. Choose the Category or sub-category of the Knowledge Base where all articles in the ZIP folder will be added.
4. Optionally, modify the Order in which the articles will appear. 
5. Optionally, enter Tags to add to all of the imported articles.
6. Set the Status for the imported articles (options visible vary based on user permissions):
   • Not submitted if the articles will need editing after import
   • Submitted if the imported articles are ready for review as is
   • Approved if the imported articles are ready to go live 
   • Rejected will import the articles, but the status will indicate they are not to be used until issues are resolved
7. (Optional) Check the Published to KB box to publish the articles, allowing anyone to view them.
8. Select an Owner for the articles.
9. (Optional) Check the box to Notify Owner on Feedback.
10. At the top of the page, click Import.