Add It Overview

Add It allows any authorised user, regardless of their IT skill, to submit content to be reviewed and added to the system. The users who can use Add It are determined by permissions. Functional instructions are below, but please see the benefits of using Add It at the bottom of this page.

1. To get started, click the Add It button (+) from the top right of the Atlas header:
   
2. This will take you to the Add It "wizard" which will guide you through the process of adding content. Depending on your permissions and the site structure, you will have a number of Workspaces to choose from. The chosen workspace when you land in Add It will be the workspace you were in when you clicked the Add It button:
   
3. To change your selected workspace simply click "change" . If you have a long list you can type into the search bar to filter it. Depending on the amount of workspaces you might have to navigate to another page to find the workspace you are looking for. The paging shows how many pages are available to you:
   
4. There are eight types of content that can be submitted out of the box; Documents, Events, External Insights, FAQs, Mandatory Read Tasks, Site Pages, Spotlights and Useful Links but these may differ by workspace depending on how each one is configured and what the workspace owners have allowed:
   
   
   
   
5. If you make an incorrect selection at any point while using Add It, simply scroll back up to that part of the process and change your selection. The form will be refreshed based on your new selection and you can continue.

Add specific content

To see how to continue through Add It and add your content to the system, please see some (but not all) relevant articles listed below:

• Pages
  • Add a Knowledge Page
  • Add a News Article
  • Add a Location Page
  • Add a Landing Page
• Add a Document
• Add a Useful Link
• Add a Mandatory Read
• Add a Spotlight
• Add an Event
• Add an FAQ
• Add an External Insight

Benefits of using Add It

The simplicity of Add It allows any user regardless of their IT skills to add content. The user is prompted along the way, ensuring that by default content is added to the current workspace, with relevant tags, but this can be changed if necessary, allowing the user to add anything to any workspace from one central location if they have permissions to do so. Without Add It a user would have to navigate to the workspace itself, find the right list/library or folder through site contents, and then upload - which is more time consuming, more prone to errors, and at least 5 more clicks.

In Add it, the correct format and fields of the content type chosen (for example External Insights) will bring up the appropriate options to either be auto-filled from the default site or folder tags, or made available to edit during the upload process which isn't possible using SharePoint OOTB. This lets users add or alter metadata options during the upload process - either keeping the default tags or updating them to give additional context to the content.

Content types including Mandatory Reads, External Insights and Spotlights also have a simple image picker which is linked to your organisation image library. In SharePoint OOTB it is tricky to find an image URL as SharePoint will create shortened URLs instead - so this will save users minutes each time when using Add It over SharePoint OOTB. External Insights also has an API in the backend available via Add It, which will pre-load information from the URL entered, saving users a lot of time.

Add It also works dynamically, meaning any additional libraries, lists or content types available in that workspace are shown, and custom fields will show automatically with no additional configuration needed. It is also dynamic based on the permissions of the user, so locked down lists and libraries will only be usable in Add It to those with permissions.

Metadata considerations

Another important consideration is that Add It will always apply the correct metadata (tags) by default based on the workspace you are adding to. If instead you move/copy documents from one Atlas workspace to another using the SharePoint UI, the source tags are kept and the content is not updated to use the defaults for the new location. This can lead to incorrect tagging, so it is best practice to use Add It, but when moving documents between workspaces you may want to verify the tags in the destination library afterwards and update if necessary.

The upload form in Add It also splits up the mandatory and optional metadata into two sections, ensuring mandatory fields are immediately visible and more likely to be populated correctly. Optional fields and Security settings are collapsed by default.