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Create a guided tour

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Create a guided tour

After you outline the guided tour, use the Guided Tour Designer (GTD) to enter the steps using callouts and triggers.

Before you begin

Role required: guided_tour_admin and embedded_help_admin, or admin

About this task

Note: The Guided Tour Designer is only available in UI16. The designer is not compatible with UI15. For more information, see Activate UI16.
Note: This task is an example that illustrates how to create a guided tour for assigning a vacation delegate.

Procedure

  1. Navigate to Embedded Help > Guided Tour Designer > Create Tour.
  2. Complete the form.
    Field Description
    Name Enter a name for the tour that describes what the user accomplishes by completing it. In this example, we use Set a vacation delegate.
    Tour Type Select:
    • Standard UI for tours that start from system platform content, such as a list or a form.
    • Service Portal for tours that start from a Service Portal page.
      Note: When you select Service Portal, a Portal option appears, where you choose a record from the Service Portals table.
    Starting Page Select the page the tour starts on.
    • If your Tour Type is Standard UI, your choices include pages that show lists and forms.
    • If your Tour Type is Service Portal, your choices include Service Portal pages.
      Note: In the base system, tours can only be manually launched from pages that use the SP Header Menu. Manually launched tours do not display on pages with custom header menus.

    You can begin typing the UI page name to show a list of matching pages, and then select it from the list.

    Roles this tour is for Select the roles that can access this guided tour and move them to the Selected Roles list.
    Note: When you add at least one role to a tour, it limits the audience to only those users who have that role. If you do not assign any roles to the tour, it is active by default for all roles.
  3. Click Create.
    The Guided Tour Designer opens in draft status in a new tab or window. In this example task that uses the Delegates List, only one delegate record appears as it is the only one created in the instance.
    Shows Guided Tour Designer use of the Delegate role in a new list.
  4. Click Create Introduction.
    1. Enter an optional introductory title for your guided tour, such as Cover your approvals during your vacation.
    2. Type a message to your end users introducing the goal of the demo, such as Join this tour to learn how to create a vacation delegate.
    You can edit and delete introductions, conclusions, and callouts at any time while your tour is in draft status. You can also insert HTML markup into your Conclusions and Introductions.
  5. Complete the following steps to add a tour step with a callout and trigger.
    1. Drag a callout shape from the upper right and drop it on top of the UI element.
      The element is highlighted when the callout is positioned correctly.

      Callout positioned correctly

    2. In the callout that appears, enter the instructions.
      In this example, we enter instructions for the first step of setting up a delegate.
    3. Select the trigger. Only triggers that you can use for the selected element appear in the list.

      Delegate callout - London UI

    4. (Optional) To apply text formatting, such as bold or italic, add html tags around the text to format.
      For example, enter Click <b>New</b> to set up a delegate.... You can add other HTML tags, including tags for images.
    5. Click Save.
      Your first step label appears.

      Tour first step callout label

      When your end users click the label, they see your first step instructions rendered as a message.

      Tour first step label is rendered

  6. Continue adding steps until you have completed the tour.
    The tour is saved as you save each step.
  7. Click Create Conclusion.
    Enter a message to your end users that concludes the demo, and summarizes what they accomplished. For example, enter Congratulations! You just created a delegate to take care of things while you're on vacation. Have fun!.
  8. Click Save.
    Your Conclusion message appears after your last tour step, showing the final result of the tour. When users click Complete, the tour ends.
    Closing step in a guided tour - London UI
  9. To test the steps, click Preview at any time. Make any final revisions to the tour until you are satisfied.
    Note the steps that are not working properly or that need correction. Edit the tour or the steps as described in Edit a guided tour.
  10. To share your draft or published tour with internal colleagues for review, you can:
    1. Click Show the user the Copy URL icon for guided tours. to copy the tour URL.
    2. Send the URL to reviewers.
  11. To make your guided tour visible to your end users, click Publish.
    When users access a starting page that has a guided tour, they can access the tour from the following.
    • If the tour type is Standard UI, they click Take a Tour in the GTD pane.
    • If the tour type is Service Portal, they click Tours on the banner of the page.
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