Use the Enrich and Clean Feature to Decommission Content - Fluid Topics - 3.6 - Technical Notes

Enrich and Clean Metadata

Fluid Topics
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Technical Notes
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As documentation reaches the end of its life cycle, it is possible to decommission it so that it will no longer be included in search results, but still remain accessible via a URL, pretty URL, or deep link.

There are two ways to decommission content:

  1. Republish each document to be decommissioned separately. This method is best if reprocessing would take a prohibitive amount of time.
  2. Use the Enrich and Clean feature to decommission any number of documents simultaneously.

While the first method is straightforward, the second involves a specific process. Administrators must define a new taxonomy in the Back Office and create new metadata based on the original metadata in the Enrich and Clean administration interface.

To begin, access the homepage of the Back Office and follow these steps:

  1. Select a service.
  2. In the Setup menu, select Vocabularies, then select New Vocabulary.
  3. In the Type dropdown menu, select Synonyms for a portal configured in a single language, or Thesaurus for a portal configured in multiple languages.
  4. In the Use section, select Indexing use and Semantic enrichment.
  5. Define a name, for example, taxoStatus.
  6. Define a language. Typing the first letter of a language opens a pop-up with a list of options.
  7. Save the new vocabulary.
  8. Select New term and define two terms, for example, statusOnline and statusDecommissioned. For a portal configured in multiple languages, set the language of both terms to "*".
  9. Create synonyms for statusOnline. Use metadata values (version, model number, etc.) shared by documents which should not be decommisioned.
  10. Create synonyms for statusDecommissioned by similarly referencing the metadata values of documents which should be decommissioned.
  11. Save the vocabulary.
Tip: For example, Acme software is available in three versions: 4.0, 5.0 and 6.0. An administrator defines the synonyms for statusOnline as 5.0 and 6.0 to maintain full availability for these versions and defines the synonyms for statusDecommissioned as 4.0 to decommission all documents related to the 4.0 version of the software.
Attention: Be careful not to use real words as terms in order to avoid accidentally decommissionning the wrong content.
Note: For a portal configured in multiple languages, it is possible to set synonyms in each language or select * to use the same synonym for both languages.

This completes the process in the Back Office. The next step is to log in to the portal, select Administration > Knowledge Hub > Enrich and Clean, and follow these steps:

  1. Select New rule.
  2. Select the metadata key corresponding to the metadata values defined as synonyms for the terms statusonline and statusdecommissioned in the Back Office.
  3. Select the vocabulary defined in the Back Office, for example, taxoStatus.
  4. Name the generated metadata publishingStatus.
  5. Select Create.

Once the new rule is defined, it is necessary to configure the portal so that it does not display content with the metadata publishingStatus=statusDecommissioned. SaaS users should create a Fluid Topics help desk ticket to request assistance. On premise users should follow these steps:

  1. Select a service.
  2. In the Setup menu, select Configuration.
  3. In the Front Configuration section, select Front.
  4. Use the Filter search box to go to the QEng > SearchFrontEnd > QueryParsing menu, and select the Edit button in the addArg section.
  5. Select Add.
  6. In the Key field, enter afs:log=ft:baseUrl:https://urlOfYourCustomerPortal, where urlOfYourCustomerPortal is the customer portal url of the afs:log parameter displayed when hovering a query in the "Analytics > Queries > Last Queries" section of the Back Office.
  7. In the Value field, enter afs:filter@FluidTopics=not(publishingStatus="statusDecommissioned").
  8. Select Save, then select I'm done with modifying.
  9. Select Publish.