Question 1

Is there a way a user can browse all my FAQs/Articles bypassing Categories?

Accepted Answer

On your hosted hub your users can search for FAQs/Article content by keyword, browse various filtered views (eg most recent, most helpful etc) and also browse the FAQs/Articles within each category.

It can sometimes be useful to offer your users a browsable view of all your FAQ/Articles (regardless of the category/categories they are in) and this is possible via the directory view.

You can enable this Settings --> FAQs --> General where you you can also decide how you want the content on the directory page to be sorted.

When switched on the directory page can be accessed on your hosted hub URL at /faqs/directory and you can create a link to it from a feature box or promo or from text areas like your homepage preamble (all managed from within your theme).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/rb5fS303OE/Screenshot-2021-11-26-at-15.10.19.png (Directory Setting in MyMalcolm)

The directory will also show all the categories towards the top of the page (clicking any of these will take you into the category view) and then FAQs/Articles beneath sorted in the order determined in MyMalcolm.

See the below video for a walk through

Question 2

Can I change the order in which FAQs are shown when a user browses a category, tag or author listing?

Accepted Answer

You can change the order your FAQs are sorted in when your users view by author, category or tag via Settings --> FAQs --> General.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/evapRB3yn5/screenshot-my.malcolm.app-2021.06.29-16_30_20.png (Author, category and tag sort order in MyMalcolm)

In addition to this you can also set an absolute order for FAQs within a particular category. To do this go to the category in question in FAQs --> Categories and select Reorder. You can then drag the FAQs to create the order you want.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/RibhVyjiBt/Screenshot%202021-10-11%20at%2010.40.21.png (Reorder the FAQs in a category in MyMalcolm)

Note that these settings only affects listings, not searches. Searches are ordered by relevance.

If you want to be able to set an absolute for FAQs within an author or tag listing the way to do this is to set the date sort option, then in the individual FAQ configure tab use the display date to determine an order. The FAQ with the most recent date will be shown first in an author, or tag listing - and also in a category listing unless overridden using the absolute method above. The FAQ with the second most recent date will be shown second and so on.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/44K839GO3Z/screenshot-my.malcolm.app-2021.06.30-15_14_49.png (Display date in FAQ configure tab)

Note that if you set the display date to invisible either globally in Settings or individually on an FAQ's configure tab the date won't show on the front end to your customers/users but the date you set will still be relevant in determining the order in which the FAQs displays.

See the video below for a walkthrough

Question 3

Can I organise or filter my Workflow completions?

Accepted Answer

You can filter your Workflow completions, assign a status and also add notes.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/jPMzrSqIJg/screenshot-my.malcolm.app-2021.08.27-17_20_31%20b.png (Browse Workflow completions in MyMalcolm)

This can be really useful if you want to use the Completion screens like a mini CRM - you can categorise or mark your completions to organise them in a certain way. For example you may want to apply the status "Done" or "Processed" to certain Workflows and "Follow Up" to others.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/9ZHHjnH6sB/screenshot-my.malcolm.app-2021.08.27-17_21_37.png (Set a status for Workflows in MyMalcolm)

You can also add notes to a Workflow completion that your Team can see. A handy notes icon will appear in the Completions list to show notes exist.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/f1zeN8GXfK/screenshot-my.malcolm.app-2021.08.27-17_21_03.png (Add notes to Workflow completions in MyMalcolm)

You can have filter controls at the top right of the completions screen.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/CXIgS6IXpJ/screenshot-my.malcolm.app-2021.08.27-17_22_03.png (Filter completions controls in MyMalcolm)

See a video walkthrough of these features below

Question 4

Can I change the fonts Malcolm! uses?

Accepted Answer

You can change the font that Malcolm! uses in your hosted hub and your embeds via theme management in the Brand section of MyMalcolm.

We support the following fonts:

Arial
Arimo
Helvetica
Helvetica Neue
Lato
Lora
Montserrat
Merriweather
Merriweather Sans
Muli
Noto Sans
Noto Serif
Nunito
Nunito Sans
Open Sans
Oswald
Playfair Display
Poppins
PT Sans
PT Serif
Raleway
Roboto
Roboto Mono
Roboto Slab
Source Sans Pro
Source Serif Pro
Tahoma
Ubuntu
Ubuntu Mono

Question 5

Can I turn off feedback comments or enable for negative feedback only?

Accepted Answer

Sometimes you may wish to turn off the ability for users to leave feedback, or perhaps only offer the opportunity for feedback when the content has been rated negatively.

You can configure your preference via the Settings area of MyMalcolm. You can have different settings for FAQs and Workflows.

Look for the "Feedback comments" setting which appears under Settings --> FAQs and Settings --> Workflows

Question 6

How can I style my embeds?

Accepted Answer

You can now style your embeds via Embed Themes which are managed via the Brand section of MyMalcolm. Inside each Embed Theme you can customise elements like colours, icons and fonts.

Don't forget you also have further visual options on the "Style" tab of the individual embed in question.

Question 7

Can I have a different logo on FAQ / Workflow pages?

Accepted Answer

Sometimes you might want to use a different logo on your hosted hub homepage to the rest of your hosted hub. If you are using a header image on the hosted hub homepage for example you might want to use a reversed or alternate logo that works well on top of that image.

You can specify a secondary logo inside the header section of your theme.

Question 8

Can I change the colours used in my rating elements?

Accepted Answer

You can change the colours used for the positive, negative, neutral and unrated rating elements within your theme via the Brand section of MyMalcolm.

This dialogue will change the colours used on the web page (hosted hub) versions of Malcolm! content

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/SwJ99umvNp/screenshot-my.malcolm.app-2021.01.15-17_23_10-3.png (Rating elements in MyMalcolm)

You can change the colours of rating elements used within your embeds via embed theme management, also in the Brand section of MyMalcolm

Question 9

How do I export data from my Workflow?

Accepted Answer

You can export all data that has been submitted to your Workflow anytime via MyMalcolm.

To do this go to the individual Workflow via the Library in the Workflow section of MyMalcolm.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/s3FvV2ti8P/screenshot-my.malcolm.app-2019.08.18-18_06_42.png (Export Workflow data in MyMalcolm)

Your export will then be generated and will be available to download from this area soon - normally within a few minutes - you'll be emailed when it's ready.

Exports are in .csv format (with options to include any uploaded files and also an option to include part completed / abandoned completions)

Question 10

How do drafts, versions, publishing and approvals of FAQs work?

Accepted Answer

Malcolm! has an inbuilt versioning system and optional scheduled publishing and approval functionality.

Versions can be useful if you change the answer to a question but at a later date want to revert the answer back to a previous version.

They can also be useful for compliance and regulatory reasons, eg in the future you might want to review what your FAQ answer was at a certain point in time.

Versions also enable you to "prep" updated content ahead of it going live. For example if you are revising your product or service you might need to update your FAQ content. But you might not want that new updated content to go live until your the changes to your product or service also go live.

How Versioning Works

When you first create an FAQ you are creating a draft. When you have finished editing you publish that draft into a version. When you make a version live that version is then what your customers see.

You can choose which version of content is live via the publishing section of an FAQ. To get to this browse to FAQ via the Library, then once selected go into the Publishing section.

You can also start a new draft based on a published version.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/VB6EF763Ha/screenshot-my.malcolm.app-2019.08.06-19_15_24.png (Versions in MyMalcolm)

How Scheduled Publishing Works

As well as choosing to make a version live immediately you can also choose to make a version live at a certain date and time in the future. You may only want a version to be live for a certain period of time so you may wish to set an end date. You may also want different versions live at different times. You can set this up and manage and edit upcoming schedules in the publishing section of an FAQ.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/6R9cFykdG0/screenshot-my.malcolm.app-2019.08.06-19_30_00.png (Scheduled Publishing in MyMalcolm)

How Approvals Work

The Approval functionality adds a stage between turning a draft into a published version - the draft has to be approved. This functionality can be useful if you work in an organisation where a legal or compliance department wants to review any changes to customer facing communications. It can also be useful if one team member, for example a manager or editor, wants to ensure they personally review all content changes submitted by staff members (or perhaps freelancers) before those changes are allowed to go live.

Approvals functionality is off by default. To turn it on go to the Settings section, General settings, Content approval.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/drOJxuIL5V/screenshot-my.malcolm.app-2020.06.29-17_43_05.png (Enable Approvals in MyMalcolm)

Although you can technically approve your own content the approval functionality makes most sense when you have several team members on an Instance. So it tends to be used by instances that are on our Team or Enterprise plan. You can choose which users on your instance have the approval privilege via the Team section.

Notes can be added to each draft you put forward for approval.

If you are waiting for your content to be approved, or you are a user with the approval privilege you can access your options in the Publishing section. This can be accessed globally (ie showing activity and options across all FAQs) within the first level of FAQ or via an individual FAQ where just activity and options for that individual FAQ is shown. )