OIT Digital Content: Create a Content Inventory

To assess what web pages are associated with technologies and services, it's helpful to perform a content inventory of a website. This article outlines the process for creating a content inventory on Technology Help (it.umn.edu), Atlas (atlas.umn.edu) websites and TDX knowledge articles.

Table of Contents

Generating a Content Inventory 

Technology Help Website Inventory

  1. Navigate to the Tech Help content inventory search page.
    • Note: Use this tool to search one keyword or phrase at a time.
  2. Identify keywords or phrases for your content inventory search.
    • Enter keywords as specifically as possible. For example, if you're interested in web pages associated only with softphones, you'd want to specify softphones in the keyword(s) search field rather than searching for telephone.
  3. Select the Fulltext Search operator
  4. Enter your keywords in the keyword(s) search field.
    • NOTE: The search has a three character minimum (this includes characters and numbers). So, for example, if you search for "RHEL 7" the results will only reflect the pages with "RHEL" in them. If you need to perform a search involving a term that doesn't meet the character minimum, please reach out to the Digital Content Communicators (DCC) at OIT Digital Content and Communications Request to request assistance with your search.
    • Contains all of these words returns results for web pages containing multiple words, even when the words do not appear together in the content. 
      • Ex.: Entering wireless mouse with this search criteria will return pages containing the word wireless and the word mouse, but not necessarily together.
    • Contains any of these words returns results for any of the words entered in the search field.
      • Ex.: Entering voice mail with this search criteria will return all pages with voice mail, as well as all pages with just voice or mail.
    • A search using quotation marks around multiple words in the keyword(s) search field returns results of pages with the exact phrase appearing in the content of the page.
      • Ex: Entering "track pad" with quotation marks included will return only pages with the two words track and pad appearing together as track pad in the content. It will not include searches for just track or just pad.
    • A search using a minus sign before a term will exclude the term from the search
      • Ex: Entering drupal -google will return only pages with the word drupal but not google.
  5. Select Apply.
  6. Save the results by using the keyboard shortcut CTRL-A (for PC) or CMD-A (for Mac) to select all of the content on the page and then copy and paste the selection into a spreadsheet.

Atlas Website Inventory

  1. Navigate to the Atlas content inventory search page.
    • Note: Use this tool to search one keyword or phrase at a time.
  2. Identify keywords or phrases for your content inventory search.
    • Enter keywords as specifically as possible. For example, if you're interested in web pages associated only with softphones, you'd want to specify softphones in the keyword(s) search field rather than searching for telephone.
  3. Enter your keywords in the keyword(s) search field.
  4. Select the Fulltext Search operator
    • NOTE: The search has a three character minimum (this includes characters and numbers). So, for example, if you search for "RHEL 7" the results will only reflect the pages with "RHEL" in them. If you need to perform a search involving a term that doesn't meet the character minimum, please reach out to the Digital Content Communicators (DCC) at OIT Digital Content and Communications Request to request assistance with your search.
    • Contains all of these words returns results for web pages containing multiple words, even when the words do not appear together in the content. 
      • Ex.: Entering wireless mouse with this search criteria will return pages containing the word wireless and the word mouse, but not necessarily together.
    • Contains any of these words returns results for any of the words entered in the search field.
      • Ex.: Entering voice mail with this search criteria will return all pages with voice mail, as well as all pages with just voice or mail.
    • A search using quotation marks around multiple words in the keyword(s) search field returns results of pages with the exact phrase appearing in the content of the page.
      • Ex: Entering "track pad" with quotation marks included will return only pages with the two words track and pad appearing together as track pad in the content. It will not include searches for just track or just pad.
    • A search using a minus sign before a term will exclude the term from the search
      • Ex: Entering drupal -google will return only pages with the word drupal but not google.
  5. Select Apply.
  6. Save the results by using the keyboard shortcut CTRL-A (for PC) or CMD-A (for Mac) to select all of the content on the page and then copy and paste the selection into a spreadsheet.

Internal TDX Articles Content Inventory

This report will give you results for all TDX articles related to the keywords/keyphrases you search. This includes only articles that are internal to TDX Technicians.

Note: Public-facing and Restricted Access articles will appear via the Technology Help Website Inventory (on this page).

  1. Identify keywords and/or keyphrases for your content inventory search.
    • Determine keyword(s) and keyphrase(s) as specifically as possible.
      • For example, if you're interested in web pages associated only with softphones, you'd want to specify softphones in the keyword(s) search field rather than searching for telephone. 
  2. Open the Knowledge Base: Search for Internal Articles by Keywords report. 
    • The report has fields pre-populated with default examples of Duo which you can update for your inventory's needs.
    • IMPORTANT: This report is designed for one search at a time. You cannot run a search for multiple, different terms in a single report.
      • Ex: Your keywords/phrases are Jadu Central and Perceptive Content. You would run the report once searching for just Jadu Central and a second time searching for just Perceptive Content. 
  3. Enter your keyword or keyphrase in the Body like field.
  4. Enter your keyword or keyphrase in the Subject like field.
  5. Enter your keyword or keyphrase in the KNW_Internal_Notes like field.
  6. Enter your keyword or keyphrase in the Article Summary like field.
  7. Click the Run Report button found in the top menu bar.

Run Report

  1. Save your results by clicking the Actions pulldown menu and select Export to Excel.

TDX Report Actions Pulldown menu window example

  1. Run the report again for each keyword or keyphrase you want to search.

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7454