TDX Knowledge: Check for Referring Links
Before archiving a knowledge base article you need to check for other TDX articles that link to it to avoid breaking those links. If the article is published to the [email protected] website, you will also need to check for links outside of TDX.
Checking referring links to articles
Articles may be linked from within or outside of our it.umn.edu public website. They may also be linked to from internal knowledge base articles.
Take the following steps (in order) to look for article references:
- Step 2: Find it.umn.edu links for an article in a TDX article
- Step 3: Find links to an article from the [email protected] website
You can easily generate a report of all articles linked to another article. The resulting report will include the Group that owns any linked articles which makes it easy to figure out who to notify about the pending change. You may find links to both published and internal articles.
- Navigate to the U of M Tickets tab at the top of the page.
- View Knowledge Reports in the left navigation area.
- Select the Editors: Check KB Article Links. The report opens with a Body like text box pre-populated with an article URL.
- Replace the pre-populated Article ID# at the end of the search string with the one for the article you are checking links for.
- Click Run Report. A list of linked articles appears if there are any.
- Note for Published articles: If the article is published to the [email protected] website, there may be articles that improperly reference it using the it.umn.edu link instead of its TDX link.
- Rerun the report using the it.umn.edu link to find any improper references.
Step 2: Finding links to an article on the [email protected] website
Other than Knowledge Base articles, a published article may be linked to from other locations on the it.umn.edu website:
- Self-Help Guides (SHG)
- Other [email protected] site pages
You can generate a list of links to a published article on it.umn.edu using a Google DataStudio report.
- Copy the public article link from the [email protected] website.
- Go to Internal links - it.umn.edu (z.umn.edu/itlinks).
- Note: This table is updated approximately every 2 weeks. Search results may include references to Drupal pages where a link to the article has already been removed.
- Click the Destination drop-down menu. The menu expands revealing a search box and a list of links.
- Paste the URL into the type to search field. The list of URLs refreshes showing only the URL you entered in the search
- Note: If the Destination list is empty, there are no pages on it.umn.edu that link to your article.
- Mouse over the URL and click on the ONLY button that is revealed. The report runs and any results are returned. You may see links to it.umn.edu Drupal pages or links to other published articles.
- Optional: Click the Source column heading to sort the list.
- Determine which links are not associated with TDX articles.
- You have already determined all TDX articles in step 1 so you only need to identify the links that are Drupal pages.
- Identify and notify stakeholders. If the article is linked to from:
- A Self-Help Guide: open an incident with T2 OIT Technology Training.
- An IT webpage or it.umn.edu/news page:
- Contact the Service Owner if you know who it is.
- Otherwise, fill out the OIT Knowledge Web Content Training & Communications Intake Form (z.umn.edu/makeITuserfriendly)
- Continue with Step 3.
An article may also be linked to from other public locations, such as:
- Other UMN pages, e.g., a college, departmental, or another system campus website
- PDFs or non-web based documentation
- Non-UMN pages
Note: You can search the web to find links to the article from external locations but the chances of useful results are rare. Do NOT spend a lot of time and effort attempting to find links external to our it.umn.edu site.
- If you find any links from external sites, contact the appropriate Department, College, or unit.
- Repeat steps 1 and 2 until the reports return no results.
- Archive the Article