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Content Tagged with Zoho + WiKI

In the last post about Zoho Wiki, we saw how Zoho Wiki can act both as a help authoring tool and to host the help documentation. Zoho Wiki can be used to host business portals also. We will see a couple of examples below.

ManageEngine is the flagship brand of AdventNet. And ManageEngine has a separate portal for its partners, called ManageEngine Partner Zone. This portal is hosted on Zoho Wiki.

As you can see, the web site’s look and feel is completely customized. And some of the pages there require authentication to view. Thanks to the fine-grained access control provided by Zoho Wiki, you can have a web site where some pages are visible to all visitors of your site (in ManageEngine’s case, visitors who are interested in becoming partners) and other pages are made accessible to a defined set of people (to those who end up becoming ManageEngine’s partners).

The Zoho Alliance Partner Portal (ZAPP) is on Zoho Wiki too (requires login for viewing).

Other than the above partner portals, ManageEngine’s MSP Center Plus documentation is also a wiki.

How are you using Zoho Wiki?

At AdventNet, our parent company, we offer a host of tools for the enterprise ranging from network management to help desk to log analyzers. We also offer frameworks for OEMs to build their own customized solutions. All these products have quite a lot of technical documentation associated with them.

I joined AdventNet in March 2001 and remember the days when our tech writers used RoboHelp for building the documentation package for our various products. RoboHelp’s a nice tool as it allowed easy arrangement of pages based on the Table of Contents, there was an automatic tree view generated in the left hand side panel, there were the Next, Previous arrows in each page for easier navigation, it had a spellchecker and it offered index, content searches. Once the documentation package for a product was done, it was made as a zip file and uploaded to our site. The zip file was then downloaded by our users and extracted to a local directory for consumption.

But the above method of doing help documentation had a good many disadvantages. We will see below how we have overcome these disadvantages by adopting Zoho Wiki and the top reasons for why you should choose Zoho Wiki as your help authoring tool-cum-hosting solution.

1. Accessible from anywhere
A help authoring tool is pricey and needs to be installed in each of the user machines. And you are tied to your PC or laptop for accessing your work. Since Zoho Wiki is available on the web, you can access your help contents for editing from anywhere. When you sign-up for Zoho, you have for free, two wikis with unlimited number of pages.

2. Collaboration
With the conventional help authoring tool, our team of tech documentation writers always found it difficult to collaborate. Each member had to work on a different page, topic or section and finally it was all brought together. Not so with Zoho Wiki. The wiki administrator can set page-level permissions allowing for fine-grained access control to who sees what. For example, when a product’s help pages are being created, the Read/Write Access is set to Group, meaning no one from the outside world can view it. Once the documentation gets done, the Wiki permission is set to Public and everyone is able to access those pages. The same’s true for new documentation pages getting added all the time to a Wiki.

3. WYSIWYG Editor
Most wikis need the wiki syntax to be followed. For example you have to write **Zoho** in order to make Zoho appear as bold. This is one reason why wikis haven’t proliferated as much. But we want Zoho Wiki to be a wiki for all. It has a powerful WYSIWYG editor which allows you to format text as you like, insert URLs & tables, play with pictures / images etc.

4. Page Organization
The sitemap provided by Zoho Wiki allows creation of sub-pages and lists them as a hierarchical index (folder view) of the wiki pages. Pages could be created and re-arranged easily by drag-and-drop.

5. Version Control
Zoho Wiki saves all versions of a web page. And the evolution of the documentation can be tracked as any two versions of a page can be compared. A page can be reverted back to an older version, if need be.

6. Search Engine Optimization
The zip file we had for our help documentation didn’t help when it came to search engine optimization. There were lots of valuable info in those pages which the search engines didn’t have access to. But all wikis made public in Zoho Wiki are crawlable by search engines. And the tags you add for wiki pages automatically make up the keywords meta tag. The name of the page is taken as the title tag. Also, Zoho Wiki has a good PR in Google. Since all the wikis you create are sub-domains of the Zoho Wiki URL, you have a nice chance of getting a good page rank, resulting in your pages turning up tops for related search queries.

Searches for Olympics 2008 stats, entrepreneurial marketing, CRM online help in Google all have Zoho wikis within the first 3 places.

7. No Expertise needed
There is typically a learning curve involved with any help authoring tool. It takes some time to know all the functions and master them. But with Zoho Wiki, you can hit the road running. Sign up for free with a username / password, get invited to the appropriate wiki and start working on the content right-away.

8. Searchable
The pages of a Zoho Wiki are regularly indexed and hence are easily searchable. There is a search box available in evey page where you can type page names, tags, words or text phrases within a page and search for them within a wiki.

9. Customization Options
With help authoring tools, you should have a thorough knowledge of HTML in order to make your web pages appear the way you want. With Zoho Wiki, there are a lot many customization options available. Like having the side panel to the right or left, including your organization logo, customizing the header/footer panes, choosing a skin color etc. There is CSS support too. If you know how to work with style sheets, you can easily make your wiki look unique (like this one, for example).

10. Easy maintenance
Before, we had to upload zip files to our site and it required webmaster’s help. Whenever there was a small change/addition to any of the documents, a whole set of steps had to be followed. The tech writer updates the specific page, a new build (a zip file) is made to reflect the changes, the zipped file is mailed to the webmaster team, the webmaster team uploads the build to a test site and mails back to the product team asking for approval, the product team downloads the zip from the test site and sees whether everything’s OK, gives approval to the webmaster for uploading to the site and finally the webmaster uploaded it onto the site. Now with Zoho Wiki, it is an one-click process. Make the necessary changes in the appropriate wiki page, save it and you are done. The latest changes get reflected on the site.

Some of the tech documentation that we have on Zoho Wiki : Zoho Invoice, Zoho CRM, Zoho Wiki’s itself, Zoho Show, ToonDoo and more. Going forward, we plan to host almost, if not all, of AdventNet’s / Zoho’s web pages on Zoho Wiki in a phased manner.

Switch to Zoho Wiki now for all your help documentation needs.

You have created a couple of Zoho wikis and have shared it with your team or made it public. Now you would like to be notified whenever someone edits your Wiki or a specific Wiki page. And here’s one more scenario - you want to watch a public Wiki that you are interested in. Zoho Wiki’s ‘Watch this Wiki/Wiki page’ option comes in useful.

You can either choose to watch a specific wiki page or a whole wiki.

And you will be notified by email whenever there’s some edit happening to that wiki page or wiki. Use this Zoho Wiki feature to keep yourselves up-to-date on wikis you own or your favorite wiki.

Zoho Wiki’s latest update added the below goodies :

• Free plan improved
  • Number of wikis per free account increased from 1 to 2
  • File attachment storage space for each Wiki increased from 10 MB to 25 MB
• Domain and registered users permission settings
  • Provide permission to your domain users (your company/organization’s email domain) to create/edit/view/delete pages & post comments to your wiki. No separate invitation mail need to be sent, just signing up with Zoho is enough for accessing your wiki [a short help page explaining domain level permissions with a screencast]
  • Provide permission to Zoho’s registered users to create/edit/view/delete pages & post comments to your wiki
• Set Permissions for Page Creation / Deletion
  • Provide permission to who can create pages in your wiki
  • Provide permission to who can delete pages in your wiki
• Block Users
  • Block users who are mis-using your wiki by Zoho User ID or user email address
• New Image options
  • See your latest uploaded images and thumbnail view of images
• Delete file attachment versions
  • Delete unwanted versions of a file attachment. Comes in handy for reclaiming attachment space [Caution: you cannot revert back your content once you delete a version]

Try the new Zoho Wiki and we would love to hear your feedback comments.

We’ve rolled out some important changes in Zoho Wiki over the last couple of weeks.

Wiki Backup : Taking a wiki backup has been one of the top requirements of our users. The wiki owner/administrator can now find this option under Settings -> General -> BackUp -> ‘Click to download the backup’. You will get a zipped file containing all the pages of your Wiki as HTML files.

Page Options : In the previous update, we brought in page level permissions. Now, there are even more options for each of your wiki pages.

• Duplicate Page : You can make copies of a page now. This comes in handy when your Wiki consists of almost similar pages. Create a template page & make duplicate copies of it.
• Copy to (another Wiki) : You can copy a page to another Wiki which is yours or which you are subscribed to.
• Print Preview : Print a Wiki page (without the Wiki side panel etc)
• Other options like delete, rename, adding a sub-page, setting a page as the Wiki’s home page, seeing/changing the page’s permissions, viewing all/public/group/private pages are part of the ‘Recently Changed Pages’ module in the Wiki’s side panel

Customizable Footer : Another new customization option which will give a more native feel & individuality to your Wiki. Click on Settings -> Customization -> Use customizable footer and set your own footer.

Other changes in this update include :

• An option to specify whether you would the visitors of your Wiki to send feedback to you by email
• The order is maintained now during drag-and-drop of all pages in the wiki’s Site Map (previously, the order wasn’t preserved in the root level pages)

The above changes illustrated using a Zoho Show slide show below.

Try out the new features in Zoho Wiki and as always, we’ll be glad hearing your feedback!

ps : Help documentation for Zoho CRM & Zoho Show are now available as Zoho Wikis!

ShareThis

Some much asked for functionalities are part of the latest Zoho Wiki update.

Previously, you could only share the whole of a Wiki to a set of people. More flexibility’s been brought in by making the permission setting at the page level. You can now set Read or Write permissions for each page in a Wiki (and this overrides the Wiki level setting). Suppose you have a Group Wiki which is accessible to only a set of people and not to the general public, you can make a particular page in that Wiki to be accessible by all. You can also set permissions for posting of comments as well.

Page names can now be changed (only page titles could be changed before). And the pages listed in the side panel can now be expanded/collapsed.

Japanese & Chinese UI options got added in addition to English. By default, the UI is auto-set to that of the browser and it can be changed under ‘Settings’. More language UIs to be added in the upcoming updates.

Words in CamelCase and HTTP URLs were auto-linked by default. On popular request from many our users, this has now been made an option. You can choose whether you want the CamelCase words & http:// links to be linked or not.

The Wiki Administrator/Owner can now choose to receive mails once a page gets edited or commented upon. Feedback mails can now easily be sent to the Wiki owner. To control spam, the feedback mail form is captcha protected.

Try the latest Zoho Wiki and we would be glad hearing your feedback!

ShareThis

It’s that month of the year when you try your hand on writing a novel - the National Novel Writing Month. Why not try it this year with Zoho Writer or Zoho Wiki? A few screenshots with explanation of how you can go about in organizing your novel in Zoho Writer/Wiki.

My sample novel is divided into 3 Books. Book 1 consists of 3 Chapters, Book 2 - 2 chapters and Book 3 - 3 Chapters. Each Chapter is a Zoho Writer page

I tag each Chapter with a common tag, ‘nanowrimo’ and with the Book which it belongs to

Clicking on each tag, I now use the ‘Add tag as folder’ option. The folders get added to the left panel. It now becomes easier for me to navigate to each Book and its Chapters

And all the Chapers / Books of the novel are available under the common nanowrimo tag (folder) too

Try using the newly released Mozilla Prism. You get to use the entire real-estate of your monitor screen area. No distractions offered by a typical browser as well.

Alternatively, you can use Zoho Wiki instead of Zoho Writer for writing and organizing your novel

Once you complete the novel, you can publish it to the world using the easy publish options available in Zoho Writer and Zoho Wiki (making the Wiki as public). Your comments are welcome on other possible ways that Zoho can help authors in writing a novel this November. Enjoy NaNoWriMo with Zoho

The most asked for feature in Zoho Wiki is here, you can now attach files to your Wiki! Salient points about this new feature :

• The attachment is at the Wiki level and you can associate the same file to multiple pages in a Wiki
• If the attached file is of an office file format (.doc, .odt, .csv, .ppt etc), it can be opened directly by the respective Zoho app
• Each file attachment can have multiple versions and any (older) version can be downloaded
• Any file type can be attached

To know more about this new Wiki function, please refer this page. Try Zoho Wiki now and your valuable feedback is welcome as always.

An update for Zoho Wiki has been scheduled from 9:30 am GMT to 10:30 am GMT, July 15, 2007. Zoho Wiki service will not be available during this period. We regret for the inconvenience caused.

Update : More on this here.

With the latest Zoho Wiki update, you can add tags to each of your Wiki pages. With tags, you can easily group like pages together and it helps during search too - all pages of a particular tag are listed when a tag is clicked upon.

Zoho Wiki’s sharing feature was facing this issue of the sharing mail not being delivered sometimes, thanks to mail service provider filters wrongly classifying it as spam. Now the link that is being sent is visible to the Wiki Administrator (the owner of the Wiki who sends the sharing mail). If you are the Wiki’s owner & think the mail has not reached the intended recipient(s), you can now copy-paste the link and send it as a separate mail.

Another pretty useful addition is of the URLs in your page text getting auto-linked once you ‘Save’ the page. Your Wiki page name titles if present in the page text will auto-link to the appropriate page as well and mail IDs become clickable too (opens your mail client when clicked).

Since the release of Zoho Wiki Beta, we have made available some oft-asked-for features by our users. Listing them below :

• You can rename your Wiki page title
• Delete option for the wikis you created
• Optional ‘Table of Contents’ for a Wiki page (Headings in the page will be made part of the TOC and linked when you choose that option)
• Performance improvements for faster loading of the wiki pages

Other than the above, we have fixed a few bugs too. Coming up next are improvements to the current navigational system. Till we get that in place, please use the ‘Wiki Index’ at the bottom of your Wiki page for listing all the pages in your Wiki.

Do tell us if you have would like to have anything specific in Zoho Wiki.

Some news from this part of the world - Zoho’s home city, Chennai, India. Wikicamp.in, an event to better understand the role that Wikis play in today’s world is to be held this Sunday, February 25, 2007. The participants list has very different profiles of people and shows that Indian enterprises are indeed interested in this new platform.

Zoho is one of the sponsors of the event. See you there

We had an excellent response to the Zoho Wiki release. Thanks to all who have created their Wikis and sent us your valuable feedback comments! We have collected some blog posts and news articles across the net mentioning the release. This Zoho Wiki page has all the details.

We had an update yesterday which fixed a couple of bugs. Many Zoho users have underscore as part of their user names. And when this underscore got transferred to the Zoho Wiki sub-domain, it caused a few issues. We addressed this by automatically converting the underscore in the user’s name to an hyphen. So a Zoho Wiki domain like http://arvind_natarajan.wiki.zoho.com will now automatically redirect to http://arvind-natarajan.wiki.zoho.com.

We received a few feedback mails from our users saying that an error page got displayed and the Wiki they created could not be accessed. Our sincere apologies for the inconvenience caused. Analyzing this, we found that such accounts weren’t formed fully due to a bug. For correcting this, we would like only those users who created an account but couldn’t access it and got the error page with the message “Server Error Occurred. Please try again later or please write to us at support@zohowiki.com” to delete and re-add their Zoho Wiki by following the below procedure :

1. Login to https://accounts.zoho.com.
2. You will find Zoho Wiki listed under ‘My Zoho Services’
3. Click on the ‘Remove’ link for the Zoho Wiki entry.
4. You will be asked for your password and confirmation. Once you confirm, the ‘Zoho Wiki’ entry will get moved to the ‘Try other Zoho Services’ table below.
5. Now click on the ‘Add New’ link of the Zoho Wiki entry
6. Zoho Wiki will get re-added to the ‘My Zoho Services’ table again
7. Clicking on the Zoho Wiki link will open your Wiki in a new browser tab/window and you should be able to access your Wiki now

Please do mail your feedback suggestions and queries about Zoho Wiki to feedback at zohowiki dot com.