More about our Library set up

The product that we've chosen to host our Library, Dozuki, supports a "Dynamic Electronic information System”, allowing for efficiency of access, flexibility, multiple accesses, automated version control, and no storage limitations.

There are three types of 'User' and the ScotEID Library hosts all three.

I am an Admin, Debbie (Debbie.Dow@saos.coop) along with Colin (Colin.Hunter@saos.coop). Admin user allows some additional site functions that relate to user set up and access and some site customisation.

The majority of the ScotEID Library users with sign on are 'Authors' allowing contribute, create, edit and publish and approval of all document types across the site, where applicable. This includes Jon and Lewis, and all those based at the office in Huntly.

Standard Users can access 'Public areas' of the Library. On ScotEID, access to the Library is currently by invitation only during the content build. However, the Library will become public. More information on access is available in 'Accessing the Library'.

https://scoteid.dozuki.com/Wiki/Edit/How...

In the ScotEID Library on the Ground Floor are the 'How to's' providing help, support and more detailed information on how to the use of the webpages and their functions on ScotEID.com. On the Mezzanine floor we have Wiki pages as well as guides and pdfs.

On the First Floor, the Admin Floor, I'm sure we'll have a selection of everything including work instructions.

Everything created in the Library starts as a 'Guide' or a 'Wiki page'.

A guide provides detail using step by step instructions which can contain video, images, text instruction. A guide can contain one or more steps but should not contain more than ten. We can string guides together for more complex instructions.

Link to Guide Example Sign On

An important feature for us is the ability to classify a guide as a 'Prerequisite Guide'.

Prerequisite guides can be used as part of other guides but the links are maintained so that a Prerequisite guide that requires to be changed - need only be updated once. In ScotEID for example one such repeating process used on the webpages is the 'How to use the search function of a table'.

A Wiki page is used where there is more explanation required to be presented in blocks of text. This is document is created as a Wiki page. Wiki pages can also be embedded in a guide.

A guide can act as a set of guidelines / instructions to be a 'Work Instruction' or represent a 'WorkFlow'. We can add data capture to a work instruction which Dozuki refer to as a 'Work Order'. However we can change what it's called. On the First Floor, containing the guides for the Admin procedures, such as 'Renewing a ScotMoves Exemption' - most of these will be Work Instructions or Work Orders. It is important to note that they all start life as a Guide!

Approval processes are available on guides and a history is kept of all changes and publishing including release notes if required for major and minor releases. Pdf documents can be uploaded into a guide for version control.

When a guide or an individual step of a guide is linked to via the API token provided by Dozuki from our ScotEID Library site (hosted by Dozuki) this is only created once. Any changes that occur subsequently are automatically available when the change version has been published. The same guide or guide step can be called any number of times from the ScotEID website. Gone are the days of 40 page user guides to maintain and publish. More information on the API can be found here.

More detail on how to create the guides, approving and publishing is available in the category 'Getting started with Dozuki' on the Mezzanine Floor of the Library.

Getting Started with Dozuki Link