What the plugin adds

Wiki Guide builds on the wiki you already have. No new content type, no migration.

• Proof: approval workflows with drafts, two-person rule, read confirmations, details and history per page
• Findability: a cross-project Wiki Guide page with live search, tags, buttons, lists and voting
• Control: confidential pages, a filterable wiki list, dashboard blocks

From draft to published

How the workflow works

• Module Wiki workflow per project: every existing and new page becomes a Draft
• One-step workflow: one check, then published. Two-step: content approval, then formal approval, ideally by different people
• Two-person rule, the four-eyes principle: whoever edited the page cannot approve it
• Status changes happen in the Actions menu of the page, each step lands in the history on the Details page

The system default is set in the plugin settings. A project can override workflow and two-person rule with the permission Manage wiki approval workflow.

Who does what

Permissions for the workflow

• Authors edit their own drafts with Edit wiki pages, co-authors need View wiki draft and Manage wiki draft
• Content approval wiki page for the first check, Formal approval wiki page for the second
• Readers without draft permissions see only published pages

Create separate roles that hold only the workflow permissions and assign them on top of the regular role.

Requesting and confirming

Read confirmations in practice

• Switched on globally in the plugin settings, then requested per page via Actions, Request read receipts
• Members confirm via Actions, Confirm reading. A confirmation covers the latest revision and cannot be revoked
• With View read receipts you see the user lists: content noticed, content not noted
• The dashboard block My pending read confirmations shows each member what is still open

Details and wiki list

• Details per page: author, last editor, revisions, watchers, votes, tags, workflow history and read confirmations
• Wiki list: filter by status, project, author, tags or Read confirmation required, save as custom query
• Both feed audits: who approved which revision when, and who confirmed reading it

The Wiki Guide page

Finding and keeping content fresh

• Live search across all wikis you may see, with phrases and exclusions, also inside a project wiki
• Tags on pages, Wiki Guide buttons for the most important tags, related pages next to issues
• Voting marks popular pages when activated, confidential pages stay with the roles that may see them
• Orphaned and wanted pages with View wiki links, outdated pages after a set number of days

Getting started

1. Tidy the existing wiki content, enable wiki tags in Additional Tags and tag it, activate the Wiki Guide page in the menu
2. Set the roles: workflow, drafts, read receipts, confidential pages, voting, wiki links
3. Switch on the module Wiki workflow in the projects that need approval, then publish the existing drafts
4. Request read confirmations only where a page really has to reach everyone

Needs the free plugins Additionals and Additional Tags. Part of the Enterprise+ bundle.