Document your company's internal procedures in the Wiki

It is relevant for you if you want to gather your company's workflows in one place in tracezilla, so that you and your colleagues can look them up.

What is the wiki?

The wiki is a module in tracezilla where you can describe and store your company's procedures, SOPs and other internal documentation, for example about how you use tracezilla. The documentation stays in the system, so you and your colleagues can look it up without leaving tracezilla.

You can, for example, use the wiki for:

master data guidelines, for example number series and naming of SKUs
standard workflows, for example receiving goods or handling returned goods
training new employees

The wiki is included in all subscriptions. All users in your company can use the wiki, unless your company has restricted access for their role under Roles and Permissions in the Company settings.

Why is it important to write down your procedures?

tracezilla is a standard ERP system with many customisation options. You can customise tracezilla in many ways and set up settings and flows to match your company's own workflows. That is why tracezilla looks different from company to company, and the same task can be solved in several ways.

When you set up your account, you define how tracezilla works for you. That is also why you know your own setup best. When your procedures are written down, you have somewhere to go back to if you are unsure how a task should be done, or why a setting was chosen.

When your procedures are in the wiki:

you can look up how your company does a task instead of guessing
knowledge is not lost when a colleague is away or leaves
new employees can learn your company's workflows faster
you can easily explain your company's setup if you contact tracezilla support
you have a starting point for explaining to external auditors how you handle specific scenarios and incidents

Describe both how the task is done and which settings it relies on. That way, a colleague can understand why tracezilla behaves the way it does.

How the wiki is structured

The wiki is made up of topics, wiki articles and system aspects:

A topic groups wiki articles on the same theme. Topics are shown on the wiki front page in the order you specify when you create them.
A wiki article contains the procedure itself. Each wiki article belongs to one topic, so you must create at least one topic before you can create a wiki article.
A system aspect links a wiki article to the part of tracezilla it is about, for example SKUs. Selecting one is optional. The system aspects cover SKUs, partners, orders, lots and inventory, financials, planning and quality, and tools and integrations.

You can filter the wiki by both topic and system aspect.

Create a topic

A topic groups wiki articles on the same theme or category, for example guidelines for SKUs. You must create at least one topic before you can create a wiki article.

Click the Wiki icon in the top menu. The icon looks like a book.
Click Add topic in the top right corner.
Enter the name of the topic in the Title field. This field is required.
Enter a short description of the topic in the Description field. The description is shown below the topic name on the wiki front page.
Optionally, enter a number in the Sort order field.
Click Save.

The topic now appears on the wiki front page.

Create a wiki article

A wiki article always belongs to a topic. The Add article button only appears once there is at least one topic in the wiki.

Click the Wiki icon in the top menu. The icon looks like a book.
Click Add article in the top right corner.
Enter the title of the wiki article in the Title field.
Select the topic in the Topic field.
Select a system aspect in the System aspect field if the wiki article is about a specific part of tracezilla. This field is optional.
Enter a short description in the Description field. The description is shown below the title, both on the wiki front page and when you open wiki articles from the list of SKUs.
Write the procedure in the Content field.
Click Save.

In the Content field, you can format the text with headings, bold and italics, links, bulleted lists, numbered lists, quotes and tables. You can also insert images.

The wiki article now appears under the topic on the wiki front page. If you click the wiki article later, this view opens, where you can edit the content.

Consider writing the procedure as numbered steps with one action per step, and use headings to split long procedures into sections. That way, it is easy to follow for a colleague who is doing the task for the first time.

Find a wiki article in the wiki

The wiki front page shows all topics with their wiki articles.

You can narrow down the view in three ways:

Enter a keyword in the Enter keyword ... search field to search for words in the topic title.
Select a topic in the Topic filter.
Select a system aspect in the System aspect filter.

If no wiki articles match your search and filters, the message "No articles match the filters." is shown.

Click the title of a wiki article to open it. At the top of the wiki article, you can see the topic, the system aspect, and when and by whom it was last updated. Click Back to wiki to return to the front page.

Keep track of versions with the Activity Log

As a rule, it is a good idea to include a document control section in your wiki articles, where the document number and version number are recorded and updated every time the procedure is revised.

tracezilla logs changes to the wiki article. To open the activity log, click Activity Log in the top right corner of the wiki article.

The log shows whether an article was created or updated, which user performed the action, when it happened (date and time), and the Log Data, which contains the saved version of the text in the wiki article.

Open wiki articles from shortcuts in tracezilla

When you select a system aspect for a wiki article, a shortcut button is created, so the article can be opened from elsewhere in tracezilla. The button only appears after you reload the page once you have saved the wiki article. Click the circular arrow at the top of your browser, or click in the address bar and press Enter. You can also press F5 (Cmd+R on Mac).

The shortcut buttons are located in the top right corner of the overviews that the system aspect relates to.

Wiki articles with the system aspect Stock Keeping Unit

You can open wiki articles with the system aspect Stock Keeping Unit directly from the list of SKUs. This requires SKU page to be selected in the SKU settings.

Select SKU page in the SKU settings

Go to Company settings.
Click Stock Keeping Units under Basic settings for Master Data.
Click the Other tab.
Select SKU page in the Action when clicking SKU in list field.
Click Save.

Open a wiki article from the list of SKUs

Click Warehouse in the top menu.
Click Stock Kee… in the sidebar.
Click the button with the book icon and a number in the top right corner. The number shows how many wiki articles have the system aspect Stock Keeping Unit. A dialog opens with the wiki articles.
Click the wiki article you want to read.

The dialog shows the title, topic and description of each wiki article with the system aspect.

Edit or delete a wiki article

You edit and delete a wiki article from the wiki article itself.

Edit a wiki article

Click the Wiki icon in the top menu. The icon looks like a book.
Click the title of the wiki article.
Click Edit. The Update article dialog opens with the same fields as when you created the article.
Edit the text.
Click Save.

You can move the wiki article to another topic by selecting a different topic in the Topic field before you click Save.

Delete a wiki article

Click the Wiki icon in the top menu. The icon looks like a book.
Click the title of the wiki article.
Click Delete article. A dialog asks whether you are sure you want to delete the article.
Click Delete.

You cannot restore a wiki article once you have deleted it.

Edit a topic

You edit a topic from the wiki front page.

Click the Wiki icon in the top menu. The icon looks like a book.
Click the pencil icon next to the topic name. The Update topic dialog opens.
Edit the Title, Description or Sort order fields.
Click Save.

Delete a topic

You can only delete a topic that does not contain any wiki articles. If the topic still contains wiki articles, tracezilla shows the message "The topic still contains articles. Move or delete them before deleting the topic." To move a wiki article, select a different topic in the Topic field when you edit it.

Click the Wiki icon in the top menu. The icon looks like a book.
Click the pencil icon next to the topic name.
Click Delete topic. Confirm the deletion if tracezilla asks you to.

Decide who can use the wiki

Under Roles and Permissions, you can decide what each role can do in the wiki. There are two settings:

On the Visible Menu Items tab, you decide whether the role has the Wiki icon in the top menu. Without the icon, the role can neither open the wiki nor create anything in it. The role can still read wiki articles that are linked to a system aspect, for example from the list of SKUs.
On the Access Restrictions tab, you decide whether the role can create content in the wiki. Without this access, the role can still open the wiki and read what others have written.

Remove the wiki from the top menu for a role (so it cannot be seen)

Go to Company settings.
Click Roles and Permissions under Users & Access.
Click the Visible Menu Items tab.
Clear the Wiki checkbox at the bottom of the tab, in the column for the role.
Click Close window. The change is saved when you close the window.

Restrict who can create content in the wiki (so it cannot be edited)

Go to Company settings.
Click Roles and Permissions under Users & Access.
Click the Access Restrictions tab.
Clear the checkbox in the row for the wiki, in the column for the role.
Click Close window. The change is saved when you close the window.

When you clear the checkbox under Access Restrictions, the role can no longer create, edit or delete wiki topics and articles. If the role still has a checkmark under Visible Menu Items, users with that role can read the wiki but not edit it.