Using the old document editor

This page applies to: Classic Document Editor. Switching between the new and old editor is only possible temporarily as we finish rolling out the new editor. 

The following tips and tricks will help you build your documents using the document editor.

How a new document looks when you first create it 

Creating a basic text document

  1. From the desired organization, open the document folder that you want to create a new document in.
  2. Click on the +New button and give the document a name.
  3. Add a text box by clicking the Text icon.
  4. Then, enter your content into the text editor.
  5. Click Save to save your content without publishing it. When you save without publishing, the unpublished content will only be displayed in editing mode.
  6. Click Publish Document to publish all changes made since the document was last published. If any changes are not yet saved, clicking Publish Document will also automatically save and publish the unsaved changes.

Note that if you save changes section by section but forget to publish the document, and then you log out, your changes will still be there when you return. 

Understanding the document structure

Each document is composed of content blocks that contain one or more other elements:

Content block

What it does Elements


Creates a heading/sub-heading
  • Text


Creates a text box
  • Embedded resources/iframes
  • Inline Image Hotlinks 
  • Lists and Block Quotes
  • Links and Anchors
  • Tables
  • Text


Creates a numbered step
  • Embedded resources/iframes
  • Inline Image Hotlinks
  • Image Block
  • Lists and Block Quotes
  • Links and Anchors
  • Tables
  • Text


Creates an image block
  • Image Block

Dragging and Dropping

If, after creating a document, you want to change the way the information is ordered, the four content blocks (Heading, Text, Step, Images) can be easily moved around by dragging and dropping.

Example: Dragging steps in a procedure

Using the Steps content block

  • If you drag and drop steps, they'll automatically re-number themselves.
  • If you make a second set of steps, you can easily start the new steps at step 1 by checking the Reset Step Number box. 
  • You can also add the estimated number of minutes to complete a step (Duration) that will roll-up to a total for all steps at the bottom of the screen. This allows you to calculate how long a procedure will take. 

Using the editing toolbar

The editing toolbar is displayed when you create a Text or a Step content block. The sections of the toolbar are explained further below.

Text toolbar

Use the Bold and Italic options to change the appearance of the text.

Keyboard shortcuts:

Ctrl + B   Bold text
Ctrl + I    Italic text

Use the Strikethrough option to add a strikethrough on the text.

Use the Text Color or Background Color options to change the text and background colors of the text.

Use the Remove Format option to remove the formatting on the text.

Use the Insert/Remove Bulleted List option to add bullet items to the text.

Use the Insert/Remove Numbered List to add number items to the text.

Use the Block Quote option to add a quote block to the text.


The link tool is used to create a link to a website or file in your content. 
Keyboard shortcut:

Ctrl + L   Create link

If you've added a link that you no longer need, you can highlight the link and use the broken link icon to remove it.


Use anchors in your content to link to another section. Anchors can be used to create a table of contents or a Read More link. 

Paragraph format

This drop-down menu lets you set the font style for text you've highlighted. 


Use this icon to create a table within your text block. You can choose the table columns and rows as needed, as well as the width and height of the table. 

After you create the table, right-clicking inside a table cell will display a pop-up menu with the actions you can perform.

Note: The default table width is 500 pixels. Depending on your preference, you can change the width to a different size in pixels ("700px") or to a percentage ("100%").

Dialog box that displays the table properties



Use this icon to add an inline image using hotlinking. You will need to make sure the image is hosted on an image hosting platform.

Embed media

Use this tool to embed resources (iframes) hosted by other services.

Decrease/increase indent


Click the decrease or increase options to decrease or increase the indent of text.

Undo/redo tools

Use the arrows to undo and redo selections of text in your content. The arrow pointing to the left will remove any content that was just added in while the arrow pointing to the right will redo anything that was just removed.

Keyboard shortcuts:

Ctrl + Z   Undo action
Ctrl + Y   Redo action


Click the Source icon to access the underlying HTML source code for the content area you're working with. 

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