Except for specific spaces (e.g., the intranet space), wiki contents are world-viewable; therefore, e-mail addresses and phone numbers should not be placed into the wiki.
Never put real patient data or e-mail addresses into the wiki. Patient data should be protected and e-mail addresses in web pages are quickly picked up by spambots.
How the wiki works
A wiki is a shared website. Every page can be edited by anybody. You might think that this would lead to chaos; it not only works, but has given birth to very useful websites (like Wikipedia). There are dozens of different kinds of wiki software. The one we are using is called Confluence and is produced by a company called Atlassian.
There are a handful of concepts that will help you understand how this wiki works:
Pages. The wiki is comprised by wiki pages (web pages, just like the one you're reading now). Every page has a title and some text. In this wiki, pages are arranged in a hierarchy - this means that one page can be the parent or child to another page. For example, you could create a page called AMPATH Policies and then create a child page for each specific policy. If a particular policy had several subsections, then you could create child pages for that policy. The number of levels in the hierarchy is not limited.
Attachments. Each page optionally can have one or more attachments. Attachments may be any type of file, but most commonly attachments are images used on the page, documents, spreadsheets, or other information relevant to the page.
Spaces. In a Confluence wiki, pages can grouped into spaces. Spaces can be useful to group related pages; however, too many spaces can make the website harder to navigate. In most cases, creating a new space is justified when a group of pages need to share a specific layout different from the rest of the website or need to be restricted to a particular group of users.
Dashboard. You may notice a Dashboard link at the top left of every page. The dashboard page lists all of the spaces available to you along with a list of recent changes to the wiki.
So, as an overview using the terms listed above: you can create, edit, and search pages that are arranged into a hierarchy and grouped into spaces. Files can be attached to pages as needed. When you first log into the wiki, you'll see the Dashboard.
How to search the wiki
You'll see a search box at the top right of every page. Just type in your search term(s) and press Enter to search the wiki for content. For example, if you want to find out how AMPATH defines death, you could search for the word "death" or "death indicator" to find the information.
How to add a page to the wiki
Adding a page to the wiki is very simple. While viewing any page in the wiki, click the "Add" button and select "Page" from the drop down list. You'll be placed into the page editor, where you can give your new page a title (replacing where it says "New Page" at the top) and enter any content in the edit box. Note that the new page will automatically become a child to the page you were viewing. If you want to place a page at the very top of the page hierarchy, you can click on the "Browse" button, select "Pages," and then add a page from the "List Pages" screen that lists all of the pages within a space.
When creating a page, you can add labels (at the bottom) to make it easier for people to find the page when searching. For example, this page is labeled with "how-to" so that people could find it when looking for how-to (instructional) pages on the wiki. Labels are especially useful when there is a search word relevant for your page that may not appear in the text of the page itself.
How to attach a file to a wiki page
Attaching files to a wiki page can be very helpful when you have a spreadsheet or a PDF file related to the wiki page.
The easiest way to add attachments to a wiki page is using the drag and drop feature. See the Drag and Drop Attachments page to learn how to enable this feature. There are two other ways to attach a file or image to a wiki page: while viewing a page or while editing a page.
Adding an attachment while viewing a page: click on the "Add" button and select "Attachment" from the drop down list. From the attachments list for the page, you can browse to find your file, optionally add a comment, and then click on the "Add attachment(s)" button.
Adding an attachment while editing a page: while editing in Rich Text mode, click on the hyperlink icon in the toolbar () and on the "Link Properties" window that pops up, click on the "Attachments" tab, use the browse button to select your file, click the "Attach" button to add the file as an attachment, and then select the file to add a link to it within the wiki page.
Adding an attachment to a page does NOT automatically add a link to the attachment on the page. Whenever you add an attachment to a page, you should make sure that the attachment is linked somewhere within the page itself, so people will see it. You can do this several ways. One of the easiest ways to do this is by using the macro icon in the toolbar () to add a list of attachments to the wiki page contents. For Office documents (Word, Excel, PowerPoint) and PDF files, you can insert a copy of the file by clicking on macro toolbar icon ( ), searching for the particular macro (Word, Excel, PowerPoint, or PDF), and specifying the particular attachment (if there is more than one attachment of that type). If you want to insert a link to an attachment:
- Edit the page and move the location where you want to insert a link to your attachment
- Click on the hyperlink icon in the toolbar ( )
- Click on the "Attachments" tab
- Click on your attachment in the list (or you can upload a new attachment and then select it)
- Enter the text for the link in the "Alias" field (the Alias is the text that will appear as the link, underlined in the wiki page)
How to e-mail the link to a wiki page
When referring to wiki pages within an e-mail, you can simply copy and paste the URL (the web page address from your browser) into the e-mail message, but there's a better option: using Confluence's Tiny Link feature.
While viewing the page you want to include in your e-mail, click on the "Tools" button and select "Link to this page..." from the drop down list. You will see a dialog from which you can copy the tiny link or you'll be taken to an screen showing information about the page you were viewing that contains the tiny link. Tiny links have the form: http://wiki.ampath.or.ke/x/QgA2).
Why not just use the address in the browser's address bar? There are two advantages to using the Tiny Link in e-mail. (1) it's shorter, so less likely to be broken within an e-mail, and (2) the Tiny Link does not change even if the title of your page changes. On the other hand, the URL from the browser's address bar is longer and will no longer work if someone changes the title of the page.