Purpose
Pages are best reserved for evergreen content that employees may need to access repeatedly like employee handbooks, benefits, or office information. These pages are nestled within Workspaces which allow your content to be organized and managed by the appropriate department.
Audience targeting and permission granting ensures employees are not overwhelmed by an abundance of information and are seeing the content that’s most timely and relevant to them.
This guide will cover how to create pages and Workspaces from scratch as well as migrate existing knowledge & documentation into Cleary.
Workspaces
Workspaces are used to organize pages at the highest level. We recommend using Workspaces to separate content from different departments at your organization, and use permissions to grant who has access to view or create pages within that workspace. For example, you can hide an engineering workspace from non-engineering employees to reduce clutter and make it easier for employees outside of that space to find the pages they need. This also helps democratize content management at your company, by allowing an Engineering department lead to grant edit permissions within the Engineering workspace.
Only Super Admins and Workspace Creators can create new workspaces. This means that you can maintain control over the organization of the left navigation menu.
To create a Workspace, simply click the + icon to the right of Workspaces in the left navigation pane.
Tip: Check out more information about Managing Workplace Permissions here.
Creating a Page
To create a page, first enter a Workspace by hovering your mouse on the Workspace name and clicking the icon.
You can then click the + icon to the right of a workspace to create a new page. To create a subpage, click on an existing page, then click the + icon to the right of that page.
To create a simple page, just add a title and some content into the body. Our rich text editor will support any type of text formatting or media you’ll need to create robust, engaging content for your employees..
Pages are auto-saved as drafts, so once you see Changes Saved on the top right of your page, you can leave this page and your draft will be saved for you to work on later.
Collaborative Editor
While editing a page, you’ll be able to see other active collaborators on the top of the page with their icon.
You'll also be able to see their cursor and where they're editing throughout the page, just like how you would collaborate together in a Google Doc.
Preview Page
To preview a page, you can click Edit on the top right of the page. You’ll then click the ellipses on the top right, then Preview Page.
This will generate a preview of the page you’re currently working on as if it were already published.
Publish Page
When you’re ready to publish your page, click the Publish button on the top right of your page to see this pop-up:
From here, you can click General workspace to publish this page with the same view/edit permissions as those established in the workspace, or you can choose to restrict access further by clicking Private.
- In the above example. We’ve restricted this published page to Managers in Hardware Engineering.
- If you restrict a parent page, the sub-pages won’t be restricted. Make sure to double check the audience!
Templates
Templates can be a great way to start a page with your preferred content/layout already applied! When you first create a page, you’ll see several Template options appear to the right.
Click the button to the right of the department name to expand the list. Cleary provides several templates to get you started. Just click Preview to view what the template will look like, and then Apply Template to use that on your created page:
- ⚠️ Applying a template will overwrite the existing Page. Make sure to copy any content you'd like to save before applying a template to an existing Page.
You can also save previously created pages as templates. Once you’re on a page that you’ve liked to save as a template, click Edit on the top right of the page. You’ll then click the ellipses on the top right, then Save as Template.
Table of Contents
When creating a page, you have the option of adding different headings onto your page using the editor toolbar.
You have the option of implementing a Table of Contents on the created page to make navigation easier. To do so, click Edit on the top right of the page, followed by the ellipses. You can then click Table of Contents to add a table based on the headings you’ve created.
You can also link directly to a header on a page using the table of contents.
Simply click the Header in the table of contents on a published page. The browser link should change. You can then copy that link and share it to navigate directly to that section!
Editing a Page
To edit a page, navigate to the page you’d like to make changes to and click Edit on the top right.
While editing, you can make changes to the body and title of the page. You can also click the audience button on the top right of the page to change who the page is accessible to. In addition, you have the option to click Invite to Edit to invite a collaborator to the draft of your page.
Organizing Page Structure
In pages, you can change where pages exist on the left navigation pane. You can also nest pages underneath existing pages.
To do so, click Edit on a page you’d like to nest or reorganize. You can then use your cursor to drag the title of the page on the left navigation pane, nesting it under other pages or reorganizing it above or below depending on how you’d like to structure your pages.
In the below screenshot, you can see an example of how pages can be nested and organized.
When editing a page, clicking the ellipsis button will expand a list with a few other options:
Copy Page
Selecting Copy Page will allow you to create a duplicate of the page you’re currently editing. Maybe you need to create a new page about Benefits information for next year.
You can quickly make a copy of the existing Benefits page and make quick edits to reflect policy updates for next year!
You can also use Copy Page and then Move Page to copy pages in separate workspaces with a different audience.
Unpublish Page
Selecting Unpublish Page will simply revert this page back to a draft state, hiding it from anyone who does not have access to edit the page. Once done, this will remove the established audience of the page, so make sure you select the correct audience if you need to publish it again!
Transfer Ownership
Clicking Transfer Ownership will allow you to select a new page owner. The page owner will receive reminders to update the page content when it becomes stale or is about to expire.
A page is considered stale if they haven’t been updated in 12 months.
Move Page
Move Page will allow you to move the page you’re editing to another workspace you have access to. Moving a page will also move any of its sub-pages.
- Tip: Check out more information about Managing Workplace Permissions here
Edit Page URL
This option will allow you to customize the URL for the page you’re editing.
If you’ve shared a link to this page in previous communications, please keep in mind that changing the URL will break previous links!
Set Expiration
Clicking Set Expiration will allow you to set a date after which this page will automatically be moved to the archive. The owner of the page will receive a notification in advance of the expiration date as a reminder.
If this page has any sub-pages nestled under it, those pages will also be archived at the chosen time.
Archive Page
Clicking Archive Page will move the page to the archived section of a Workspace.
- If the page has any sub-pages, these pages will also be archived!
You can find archived pages by accessing the Workspace it was archived in and clicking Archive on the bottom left.
From here, you’ll see a list of archived pages in that Workspace. You’ll also see when the page was archived, and can either restore or permanently delete the archived pages. Only people with access to edit this page will be able to see it in the archive and restore or delete it.
Page Feedback
Page Feedback is a useful mechanism for understanding the overall helpfulness of a page’s content.
Clicking Page Feedback will bring up the following module in the sidebar:
Toggling Allow feedback on this page will present a thumbs up and thumbs down icon to appear to the left of a page’s title. If an employee chooses to click the thumb down icon, they’ll also have the option to add feedback, which you can see in the above screenshot.
If allowing feedback on a page, the option to enable Feedback ratings visible to all will also appear. Enabling this option will allow employees to see the count of thumb ups and thumb downs on a page so that they can quickly gauge the helpfulness of this page before reading.
With Feedback ratings:
Without Feedback ratings:
Version History
To view and restore previous versions of the page you're editing, select Version History.
Listed will be the previous versions of the page, including the time and author.
Select a previous instance and you'll see a preview of that version of the page in place of the current version.
Click Restore Version to restore that version of the page.
View Analytics
Clicking View Analytics will take you to the analytics dashboard for this page, as shown below:
On the top left of the dashboard you can choose to filter the audience for whom you want to view the analytics for. If, for example, you only wanted to see the analytics for non-managers in engineering, you can set the filter like so:
- You can use the + to add additional criteria when building your filter.
On the top right, you also have the option to filter these analytics based on a timeframe in the pull-down. This will reflect the Page Usage, Read time, and Feedback modules.
Changing to Daily, Weekly, or Monthly, will change the view of the Page usage graph, which displays the Audience Reach, Unique Viewers, and Audience Size.
Read Time
This module will give you a better understanding of how long the audience is interacting with the page.
Found this page useful
If Page Feedback is enabled, this card will display the ratio of thumbs up to thumbs down on the page. If Page Feedback is not enabled, this card will be empty.
Delete Page
Choosing Delete Page will delete the page. This action is not reversible, so if you’d like to view the page later, please select Archive Page instead.
- Any sub-pages will not be deleted. However, those pages will move up a level in the page structure and may not become subpages after losing its parent page.