Data Admin 25.4
Data Admin User Guide

# Edit Promotions

The Promotion Details page shows all the information for the selected promotion, including the name and type of the promotion, the documents that are included, the language settings, the query that is being promoted (if applicable), any scheduling details, and the search terms, Field Text and database restrictions that trigger the promotion.

TIP: Data Admin uses the query terms from the search that you used to create the promotion as the name of the promotion. You can change this to better identify promotions. Changing the name does not affect the trigger terms for a promotion.

To edit the name of a promotion

1. Next to the promotion name, click .

2. Type the new name for the promotion.
3. Click .

To change the promotion type for Spotlight promotions

- Click the arrow next to the promotion type at the top of the page, then click the new promotion type.

To schedule a promotion

1. Click . The Schedule your promotion page opens.
2. Click Schedule to run your promotion at a specified time, or click Always active to run your promotion constantly.
3. Click Continue.
4. Click , then use the calendars to select the start and end dates for your promotion schedule.
5. Click Continue.
6. Specify the frequency of promotion. Click Do not repeat to run the promotion only once, or click Repeat with frequency below, then choose a frequency from the list. You can run a promotion schedule weekly, monthly, or yearly.
7. Click Continue.
8. Specify the date on which you want the schedule to finish. Click Never to run the schedule indefinitely, or click Run this promotion schedule until the date below, then click and use the calendar to select the time and date at which the schedule should end.
9. Click Finish. Data Admin schedules the promotion and updates the Promotions Detail page with details of your schedule settings.

To remove search terms that trigger the promotion

- In the Trigger terms section of the page, click x next to the search term that you want to remove.

  NOTE: You cannot remove the final trigger term in the list.

  The promotion is no longer triggered when a user searches for the term.

To add search terms that trigger the promotion

1. In the Trigger terms section of the page, type the new search terms to trigger the promotion. Separate multiple terms with a space. Enclose search terms that you want to be treated as a phrase in quotation marks (for example, "burmese cat").

2. Click +.

   The promotion is triggered when a user searches for the term that you added.

To modify a search term that triggers the promotion

1. In the Trigger terms section of the page, click next to the search term that you want to modify.

2. Modify the search term.

3. Click to confirm the change. Press Esc or click outside the input box to cancel your change.

   The confirm button () is not available if you clear the input box, or if the new term already exists for the current promotion.

To add documents to a promotion

1. At the top of the list of documents that are included in the promotion, click Add More. The Edit Document References page opens.
2. Type the terms that you want to search for in the search field, then press ENTER.
3. On the Search results page, select the check boxes next to the documents that you want to add to the promotion.
4. Click Save to update the promotion with the new documents.

To remove documents from a promotion

- In the list of documents that are included in the promotion, click x next to the document that you want to remove.

To change the position of a Pin to Position promotion

1. Click next to the reminder of the current position in the search results.

2. Click + and - to set the new position at which you want the documents in the promotion to appear.
3. Click . When a user types search terms that trigger the promotion, the documents will appear in the new position in the results list.

To delete a promotion

1. From the Promotions page, find the promotion in the list.

2. Click . The Delete Promotion confirmation dialog box opens.
3. Click Delete. Data Admin removes the promotion from the Promotions main page.

To view the search results for a search term

- In the Trigger terms section of the page, click a search term to view the results for that term.

To edit a query that is being promoted

1. Click next to the reminder of the query at the top of the list of documents.

2. Edit the query to apply the promotion to.
3. Click .

For more information on query promotions, see Set Up New Promotions.

To add Field Text restrictions as a promotions trigger

1. In the Field Text section, click + Add FieldText Restriction.
2. Type the Field Text statement that you want to use as a promotion trigger, then click .

CAUTION: You can specify field text for promotions in the `DRECONTENT` field only. For example, you can set `MATCH{apple}:DRECONTENT` as a Field Text restriction for a promotion, but not `MATCH{apple}:DRETITLE`. See Add Field Text Restrictions for more information.

To add a database match to a spotlight or dynamic spotlight promotion

1. In the Database Match section, click +Add Database Match.
2. In the list, select the databases that you want the promotion to apply to. Knowledge Discovery applies the promotion to any query that requests documents from at least one of these databases (the user must request the database explicitly).
3. Click .

Copyright 2025 Open Text
Version 25.4 | Last updated October 2025

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Product: Knowledge Discovery Data Admin 25.4

Topic Title: Edit Promotions