Moving and archiving wiki spaces

There are two options for archiving:

1. Archiving as an XML file which can be imported to the Flamma workgroup. The instructions can be found in separate instructions (move to e.g. Flamma workgroups).
2. Archiving as such in readable PDF format. The saved file can be archived to the desired location.

Instructions for PDF archiving

• First, make sure that you have  Exportpermissions to the area. 

Go to Space Tools > Content Tools > Export tab:

• Select PDF.
• Click Next >> .

• Select Normal Export. 
• Click Export .

• Creating a PDF can take a while. Once the file or package is ready, the download link appears at the bottom of the window. 
• Click the link. 
• To save the generated file, select Download PDF.

Delete outdated and unnecessary wiki spaces from the service (wiki.helsinki.fi) as follows:

First, delete the content

• Delete individual pages and other components by clicking the three dots at the top of the page and selecting Delete Page Tree

Finally, delete the entire wiki space

You can delete an entire space as follows:

Go to the space settings by clicking Space Tools with the cog icon (on the bottom left) and select Overview -> Delete Space. Click OK.

You can search for any Wiki spaces (wiki.helsinki.fi) you are responsible for (1.) by filtering the content by the owner (Contributor) and content type (Type) (2.). Please note that the search may also produce results that include spaces in which the actual person responsible is someone else, because there are usually several content editors.

The University will replace the previous Confluence-based wiki service (wiki.helsinki.fi) with the open-source XWiki service in 2024. The service change is due to costs as the current wiki service provider Atlassian will significantly increase the pricing of its products. The IT Center will pilot the new XWiki service internally in summer 2023.

Below you will find answers to frequently asked questions about transferring to the XWiki service.

Question: Will my existing wiki pages and content be automatically transferred to the new XWiki service? Do I need to do anything to transfer the content?
Answer: The IT Center’s network services will handle the migration of the Wiki pages. However, space contributors must mark their pages for transfer so that they are included in the migrations. Instructions for this will be provided later. This is because the current Wiki environment has quite a lot of Wiki content (spaces and pages) that don’t really belong to anyone. The owner no longer exists and the content in question is not updated. For this reason, we need some kind of a statement from the current Wiki service’s users about their need for Wiki spaces in the future.
 

Question: I am responsible for a Wiki space or spaces – what should I do?
Answer:

1. Consider whether a publicly visible Wiki service is the best place to publish your content, and, if necessary, move it to a better location. See also question: I’m not sure what would be the best place for my Wiki page or content. How do I choose the correct publishing outlet?
2. Delete any outdated and unnecessary Wiki spaces and pages in good time
3. See the instructions on archiving Wiki content if you wish to archive your old Wiki content
    

Question: How can I easily see all Wiki spaces for which I am responsible? Outdated and unnecessary Wiki pages are often ones that no one remembers exist.
Answer: You can search for any Wiki spaces (wiki.helsinki.fi) you are responsible for by filtering the content by the owner (Contributor) and content type (Type). Please note that the search may also produce results that include spaces in which the actual person responsible is someone else, because there are usually several content editors. In these cases, it is a good idea to check with the person in charge if they have noticed this change.

Question: How are old Wiki pages cleaned and deleted or archived?
Answer: Instructions for processing old Wiki pages can be found on this IT Helpdesk help page.
 

Question: I’m not sure what would be the best place for my Wiki page or content. How do I choose the correct publishing outlet?
Answer:

• Content produced for the Wiki service includes websites for the creation and publication of personal content and for cooperation between University staff and students, visitors and external organisations.
• Wiki spaces are intended for use requiring open publication or for coworking situations where a lighter user identification process is sufficient. The service can be used as a workspace for projects and workgroups or for the group work of various courses, for example.

The choice of where to publish the content is guided by the following questions:

• For whom and for what purpose is the content intended?
  For example, if your page is about students, consider whether, for example, Instructions for Students would be a better place for the content. If, on the other hand, the content is intended only for internal use by University staff and cooperation between higher education institutions, Flamma’s workgroups may be a better place to publish the content.
• Is the site or content intended to be publicly viewed and/or edited outside of the University?
  In this case, the University’s Wiki service – and thus the future XWiki service – is in principle the right place for your materials.
• Is the material primarily intended for the University’s internal use?
  In this case, the University’s Flamma workgroups are generally the right place for your materials.

Examples of alternative content locations:

• Flamma workgroups: Primarily intended for the production and presentation of the University’s internal content and for cooperation between academic communities (Haka and eduGAIN federations).
• Flamma: Matters related to the University’s internal instructions, personnel, the University community, services, management and units.
• Instructions for Teaching: When the target group is teachers – a public site.
• the Studies service and Instructions for Students: When the target group is students.

Question: How do I transfer my content to another service (e.g. Flamma’s workgroups or Instructions for Students)?
Answer: If you are transferring your content from the Wiki service (wiki.helsinki.fi) to Flamma’s workgroups:

• Read the IT Helpdesk instructions for transferring the content.
• If you need any additional assistance with the transfer, please contact IT Helpdesk.
   

Question: Can I create public pages in XWiki but with subpages that have restricted visibility for internal University use only?
Answer: Yes, you can. In XWiki, page administrators receive administrator rights for their pages that allow them to manage permissions for both internal University and external user groups and users.
 

Question: I have some old Wiki content that I want to keep. Where and how can I archive the Open University materials on Wiki?
Answer: See the instructions on archiving Wiki content if you wish to archive your old Wiki content.
 

Question: Will I still need University credentials to log into XWiki or will I get new credentials or will it be open for all?
Answer: XWiki uses the same login options as the current Wiki.

• Login with University credentials
• Haka login
• Edugain login
• Logging in with local credentials for which at least reading rights have been granted.

Question: Is the access control of the new system the same as in the current Wiki, or are the pages of the new Wiki always visible to everyone? How are editing rights granted? The access and editing rights of the current Wiki service are quite confusing, so how do will they be migrated to the new system?
Answer: XWiki uses the same login options as the current Wiki.

• Login with University credentials
• Haka login
• Edugain login
• Logging in with local credentials for which at least reading rights have been granted.

XWiki content can also be published to an unlogged user. The page administrator can define reading access for unlogged-in users.

The migrations of access rights are part of pilot testing. The goal is to migrate the access rights from Wiki to XWiki as they are. However, this cannot always be guaranteed because the governance structures of Wiki and XWiki are not exactly the same. More complex access structures may have to be maintained manually by the page administrator.
 

Question: The current Wiki (Confluence) allows you to draw charts using the Gliffy tool. Does the new Wiki also have Gliffy or should I switch to using Flamma’s workgroups?
Answer: XWiki has its own Diagram tool for drawing charts. The XWiki tool supports the Confluence migration, so the diagrams will move and, in the future, you can draw more charts on XWiki.
 

Question: Can the URIs of pages in the old Wiki be redirected to the corresponding pages in XWiki using HTTP redirect or some other method? And does the redirect work for archived pages?
Answer: Old Wiki addresses can be temporarily redirected, but redirects will be dismantled once the old Wiki environment will be permanently closed in 2024.