Creating or Editing a Knowledge Article

Learn how to create or edit knowledge articles in TeamDynamix. If you don’t have access, submit a request for assistance with creating or updating articles.

Overview

To create or edit knowledge articles in TeamDynamix, a person must be assigned a knowledge role (Contributor, Publisher, or Advanced Publisher). These roles determine the level of access and actions you can take.

If you have a role, you can follow the steps below to create or edit articles. If you do not have a role, you can either submit the Request Knowledge Article form or work with people in your department who already have access to create or edit articles on your behalf.

Getting Started (for Creating or Editing)

1. Go to services.mnsu.edu.
2. Sign in with your StarID@minnstate.edu.
3. From the top menu, select Knowledge Base.

Creating a New Article

4. Navigate to the category where you want your article to live, then click + New Article.
   • We recommend choosing the category before starting a new article.
   • If you are unsure, leave it blank and an Approver will assign it.
5. Enter a clear Subject.
   • Subjects must begin with a verb (e.g., Reset Your StarID Password) unless the article is a description of something like a “About” article.
   • See the [Style Guide] for more guidance.
6. Under Body, you must use one of the provided templates found in the editor tool drop-down menu. Complete your body copy following the appropriate template and follow the formatting and recommendations in the Content Structure and Formatting Guide.
7. Enter a short Article Summary (one sentence; appears in search previews).
8. Add Tags to improve searchability.
   • Be sure to follow the Tagging Guidelines.
9. Select the Owner.
   • The Owner must always be a group or department (not an individual).
10. Internal Notes (optional): Not public. Use it to leave background context for your group.
11. Escalation Steps (optional): Not public. Use it to note what your group should do if the article doesn’t resolve the issue.
12. Ensure your content is accessible (use headings correctly, provide alt text, avoid screenshots, use accessible PDFs/links, etc.). See the Digital Accessibility Hub on The Fountain for more details.
13. Set a Review Date of one year or less.
    • This is required for every article.
    • Make sure the Notify option is checked so the Owner group is alerted when the review date is approaching.
14. Click Submit for Approval. Approvers review formatting, accessibility, and errors.
15. You will receive an email when your article is approved or rejected.
16. Once approved, open the article in Edit Mode, go to the Settings tab, check Publish to KB, then click Save. The article will now be public.

Editing an Existing Article

4. Locate and open the article you want to update.
   • Use category navigation or search to find it.
5. Click Edit to begin making changes.
6. Make your edits in the main content area and click Update Article when finished.
   • Update Article triggers the approval workflow.
   • Approvers receive a daily digest of all submitted changes from the previous day and review them during their daily cycle.
   • Do not click Edit Current Revision if you return to a draft later — this opens the live version and discards your draft edits.
   • Approvers can restore a previous draft and make it live again if needed.
   • Changes made under other tabs (including Settings) do not require approval and publish immediately.
7. After approval of main content changes:
   • If the article is approved, the changes are published automatically.
   • If the article is rejected, the submitter receives an email notification.
     • Reopen the article, make the necessary edits, and click Update Article.
     • Once the approver approves, the changes are published automatically.

Outcome

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