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. **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. **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. 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. An approver can accept or reject a draft and also add notes. 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. )

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. **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. **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. 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. An approver can accept or reject a draft and also add notes. 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. )

You can do this via the Team section of MyMalcolm. Click on a user name and you will see their activity within the instance. You can apply filters to this information via the filter icon.

In addition to the FAQ and Workflow content that you create in MyMalcolm you can now change *all* the system generated text and labels your users see and interact with in the front end of Malcolm! This means you could, for example, completely translate all the parts of Malcolm! your users will see into a different language. The majority of the system text is stored and changed within your theme. Themes live in the Brand section of MyMalcolm. Quite a few bits of system text can be changed contextually as you browse around the sections of your theme, however for the complete list of text you can change go to the "advanced" tab. Here you will have access to your custom language file. The language file stores any changes to the default system text. You'll see any changes you've already made in the other parts of the theme interface reflected here. ![Edit your language file in MyMalcolm](https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/E6kdxuV8w9/screenshot-my.malcolm.app-2020.08.12-00_01_21.png) At the bottom of the screen you will see two buttons. * Show dictionary - this will show you a complete list of system text items with some further information about where the text is used * Show language file - this will show you all the default values for system text You can copy the key and default value for a bit of text, paste it into the custom language file window and then edit it. The part you want to change is on the right hand side. For example, if you wanted to change the text next to the send FAQ by email functionality to be "Please email me" you would add the following to your custom language file `"Heading: Email this answer": "Please email me",` Please note that a few items of system text your users will see are configured elsewhere in MyMalcolm: * The default values, placeholder text, validation message, tooltip title and descriptions used within Workflows are configured in the Workflow builder - you click on the content element when it's been placed on a page in the builder to edit these items * Window titles and button text for Embeds are managed within the visual style section of the respective embed in the Share section (although you can change the default values used via the language file)

In addition to the FAQ and Workflow content that you create in MyMalcolm you can now change *all* the system generated text and labels your users see and interact with in the front end of Malcolm! This means you could, for example, completely translate all the parts of Malcolm! your users will see into a different language. The majority of the system text is stored and changed within your theme. Themes live in the Brand section of MyMalcolm. Quite a few bits of system text can be changed contextually as you browse around the sections of your theme, however for the complete list of text you can change go to the "advanced" tab. Here you will have access to your custom language file. The language file stores any changes to the default system text. You'll see any changes you've already made in the other parts of the theme interface reflected here. ![Edit your language file in MyMalcolm](https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/E6kdxuV8w9/screenshot-my.malcolm.app-2020.08.12-00_01_21.png) At the bottom of the screen you will see two buttons. * Show dictionary - this will show you a complete list of system text items with some further information about where the text is used * Show language file - this will show you all the default values for system text You can copy the key and default value for a bit of text, paste it into the custom language file window and then edit it. The part you want to change is on the right hand side. For example, if you wanted to change the text next to the send FAQ by email functionality to be "Please email me" you would add the following to your custom language file `"Heading: Email this answer": "Please email me",` Please note that a few items of system text your users will see are configured elsewhere in MyMalcolm: * The default values, placeholder text, validation message, tooltip title and descriptions used within Workflows are configured in the Workflow builder - you click on the content element when it's been placed on a page in the builder to edit these items * Window titles and button text for Embeds are managed within the visual style section of the respective embed in the Share section (although you can change the default values used via the language file)

When one of your customers completes a Workflow that is called a completion. You can review the data collected via MyMalcolm. Go to the Workflow Section and then select the Completions tab. You can also review completions for an individual Workflow by navigating to that Workflow via the Library and then selecting Completions. You can export all the Completion data by selecting Exports within an individual Workflow. Don't forget that you can also configure email notifications each time a Workflow is completed and use Integrations and Webhooks to pass collected data into other systems.

When one of your customers completes a Workflow that is called a completion. You can review the data collected via MyMalcolm. Go to the Workflow Section and then select the Completions tab. You can also review completions for an individual Workflow by navigating to that Workflow via the Library and then selecting Completions. You can export all the Completion data by selecting Exports within an individual Workflow. Don't forget that you can also configure email notifications each time a Workflow is completed and use Integrations and Webhooks to pass collected data into other systems.

If you want to leave an instance you can ask the owner of any instance(s) you are a member of to remove you. If you are the owner of an instance and you wish to delete that instance you can do this via MyMalcolm (in the Settings section). If you no longer wish to be responsible for an instance but you want the instance to live on you can transfer ownership to somebody else via the settings section of MyMalcolm. The new owner must agree to take over responsibility for the instance. Remember that billing belongs to an instance so you may wish to update the billing details of an instance before you transfer it to someone else . If you want to delete your user account please [contact us](https://malcolm.support/contact). We are always sorry to see people leave Malcolm! so if there is a particular reason or issue that is causing you to leave and you think we might be able to help please do [contact us](https://malcolm.support/contact) and let us know.

If you want to leave an instance you can ask the owner of any instance(s) you are a member of to remove you. If you are the owner of an instance and you wish to delete that instance you can do this via MyMalcolm (in the Settings section). If you no longer wish to be responsible for an instance but you want the instance to live on you can transfer ownership to somebody else via the settings section of MyMalcolm. The new owner must agree to take over responsibility for the instance. Remember that billing belongs to an instance so you may wish to update the billing details of an instance before you transfer it to someone else . If you want to delete your user account please [contact us](https://malcolm.support/contact). We are always sorry to see people leave Malcolm! so if there is a particular reason or issue that is causing you to leave and you think we might be able to help please do [contact us](https://malcolm.support/contact) and let us know.

Tags are a way (along with folders) of helping your organise and label your media. They can be useful when your media library becomes large. For example, if you use rights managed images in your FAQs you could use tags to help you remember the expiry dates of those rights.

Tags are a way (along with folders) of helping your organise and label your media. They can be useful when your media library becomes large. For example, if you use rights managed images in your FAQs you could use tags to help you remember the expiry dates of those rights.

Sometimes it can be useful to receive an email when a new FAQ or Workflow is published on your instance. This feature is turned off by default - to turn it on follow these steps. From the MyMalcolm control panel area, click your name at the top of the screen where it says "Logged in as" You'll then be taken to your personal preferences. If you select the "Notifications" tab on the left you'll be able to edit the notifications you receive. Remember to hit "Save" once you are done! Note that your notificatons are based on an instance. If you are a user on more than one instance you should first switch to the instance you wish to adjust notifications for. You can do this using the drop down selector at the top right of the screen. You can therefore have different notification preferences for different instances. The notificiation preferences you choose are personal to you and will not affect the notifications of other team members on an instance.

Sometimes it can be useful to receive an email when a new FAQ or Workflow is published on your instance. This feature is turned off by default - to turn it on follow these steps. From the MyMalcolm control panel area, click your name at the top of the screen where it says "Logged in as" You'll then be taken to your personal preferences. If you select the "Notifications" tab on the left you'll be able to edit the notifications you receive. Remember to hit "Save" once you are done! Note that your notificatons are based on an instance. If you are a user on more than one instance you should first switch to the instance you wish to adjust notifications for. You can do this using the drop down selector at the top right of the screen. You can therefore have different notification preferences for different instances. The notificiation preferences you choose are personal to you and will not affect the notifications of other team members on an instance.

You can change the visibility of an individual FAQ within that FAQ's Configure section Browse to the FAQ in question via the Library, select it and then go to the Configure section, then Visibility. Here you have the following options: * Set as visible on your site and search engines (default) * Set as visible on your site but hidden from search engines * Set as hidden from your site and search engines

You can change the visibility of an individual FAQ within that FAQ's Configure section Browse to the FAQ in question via the Library, select it and then go to the Configure section, then Visibility. Here you have the following options: * Set as visible on your site and search engines (default) * Set as visible on your site but hidden from search engines * Set as hidden from your site and search engines