In the Atlas 3.3 release we have made some changes to a few of the metadata fields to deal with some common pain points raised by clients. Here is what you need to know about these changes as an existing client moving from Atlas 3.2 to 3.3, and what you can do to prepare.
- Title is no longer mandatory for documents
- Status field has been changed from Text to Choice
- ConneX (All Workspaces) now includes a "refresh" button
Title is no longer mandatory for documents
In drag and drop scenarios, documents would be given default metadata for mandatory fields, except for Title, which caused a number of clients to leave significant numbers of documents unpublished, because all mandatory fields need to be populated for publishing.
To deal with this we have changed Title for documents to be optional. This way, when all other metadata has default values, documents uploaded using drag and drop will be published automatically and therefore will be visible to users as expected.
Actions for you
This change does not necessarily require any action on your side since documents which were already published with a title will remain published with their title. You could prepare before the update by giving all documents a title and publishing them, but you may have a reason not to use the title.
Once you have 3.3 installed we strongly recommend that you go through existing document libraries and publish any documents without titles as previously they would have been unpublished and not visible to workspace visitors.
Status field has been changed from Text to Choice
We recieved feedback that the Status field for Atlas content types was not really being used, mainly because the field was "free text" and as such it was possible to misspell and made it difficult to maintain across multiple workspaces.
To deal with this we have changed the Status to a Choice field configured as a dropdown, where one option can be chosen for each item.
Actions for you
Please inspect your existing workspaces and see whether the Status field is being used. If not then you have nothing further to do.
If it is, you should collate all the Status values being used in each Atlas and make a list of those values by workspace. When you recieve the 3.3 update we can provide a script which can be run to populate your desired choices across all workspaces - either a specific list for each workspace or a consistent set of Status values across all of Atlas.
IMPORTANT: If you are populating the Status, after the 3.3 update the field will appear to still contain the text you had previously entered, but if you update any other metadata this value will be lost unless it has been deployed across Atlas as one of the available choices for this field.
ConneX (All Workspaces) now includes a "refresh" button
We recieved feedback that having to refresh the whole ConneX page just to refresh the results themselves was a bad experience, so we have now added a refresh button to the top right of ConneX.
In most cases there is nothing to worry about with this change, but if you are displaying individual workspace cards on each workspace using ConneX, you will notice that after 3.3 they will also get the refresh button added to the top right:
Actions for you
Prior to the 3.3 update it would be sensible to make a list of page URLs where the individual workspace cards are being shown. Once the update has been completed you should then go through the list and update the web parts on each page.
To hide the refresh button on a specific web part, edit the page, then edit the web part. In the edit panel, scroll down to the Layout options and toggle Show refresh button to OFF. Finally, republish the page.
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