Quick guide for documents

The steps below will walk you through a few of the most common tasks when working with documents.

Creating documents

By default, new documents are saved in the folder you created them in.

  1. From Organizations, open one of your organizations.
  2. Click Documents from the sidebar.
  3. Click on the folder that you want to create a new document in.
  4. Click on the +New button in the top right corner of the screen. This will create and then immediately open a new document.
  5. Give the document a name that will be easily searchable (e.g. How to install and configure a Cisco router).
  6. Create the document content, and then click Publish to publish your work.

Using content blocks

At the top of the page, you will see the following options representing the four different content blocks:

Heading

  • Used to create a new high-level section, for example, a prerequisites section that appears near the top of the document but that is separate from the instructions.

Text

  • Used to add free-form text, which can be fully formatted and include rich media, such as embedded videos, lists, tables, inline images, and various fonts.

Step

  • Instruction steps allow you to create standard operating procedures with minimal effort. Instruction steps include some special features such as individual screenshots per step as well as estimated time to complete step with a total "roll-up" at the bottom of the published article. For more information, see Creating standard operating procedures (SOPs).

    If you prefer to add your own bulleted/numbered list, simply add a Text content block instead of a Step.

Gallery

  • It can be useful to have a content block that is specifically designed for images. When the images are clicked, they'll open in a lightbox layer that fills the screen, and dims out the rest of the screen. The lightbox layer is perfect for larger images and images with lots of details. For other options for adding images, see Creating documents with inline images.
Don't forget about formatting your text! To learn how all the formatting options work, see Using the new document editor.

@Relate links

The @relate feature lets you quickly and easily add links to other documents or assets. When @relating a document or asset, a new Related Items link is created at the same time.

Simply type the @ symbol and then start typing the document title or asset name you want to bring visibility to. You'll see a drop-down list of possible matches. The maximum number of results is 15.

mentions.gif

When you select the document or asset, its name will appear as a blue link. Note: If someone changes the name of the document or asset later on, the link text will not change.

Granting public access to a document

Making documents public is a great way to cut down emails and the inefficiencies associated with email. Instead of sending an email, you can simply share the link to the document with anyone who needs it, such as clients and others who may not be authenticated. This is a useful feature for sharing information with clients, for example, instructions for connecting to the office VPN.

Users with a Manager or Administrator role can perform the following steps:

  1. Open the desired document, and click Edit.
  2. Select the Make This Document Public checkbox.
  3. Click Publish for the change to take effect immediately.

After that's done, anyone who has the link can view the content of the document, the attachments (if any), and any public sub-docs. But the document will not be found by Google or indexed.

To disable public access to the document, deselect the Make This Document Public checkbox, and then re-publish the document.

When making a document public, remember to remove any @relate links. If you forget, unauthenticated users may click the link and be treated to an error message.

Sharing the document URL

After you publish a new document, you may want your team to take a look at your updated document or to be able to share a link to a public document with clients. If the document is still open, you can copy the URL from the address bar. If you are in the folder listing, you can hover over a document name to use the Copy to clipboard command, rather than opening the document.

Access control

To set restrictions on who can access documents and folders, see Controlling access with security permissions.

Keep in mind that changing the security options of a public document could prevent authenticated users from copying and sharing the URL.

Copying, moving, and deleting documents

You can copy, move, or delete a document by finding it in its current location and then choosing an action from the right-click context menu, or by selecting the checkbox next to the document and then choosing an action from the Actions drop-down in the upper right corner of the screen.

Avoiding accidental document deletions

Some user roles do not allow the user to delete data. For more information, see our roles and permissions article.

However, we do all we can to ensure that users do not accidentally delete important data. For example, to remove a folder that has content inside, you must first remove the content inside the folder, by selecting the checkboxes next to each document and then clicking delete from the Actions drop-down.

If a document is accidentally deleted, an Administrator can restore it. See How do I restore an item deleted by accident?

Document versioning

At some point, you might discover that you’d like to recover an existing published version of a document. To revert to a previous version, open the document, click on the version you want to use as the current version from the Revisions section (right side of the screen), and then click the Replace live version with this version now link (top of the screen).

More information on recovering earlier versions is available in our Revisions to core and flexible assets article. For information about document audit trails, see Viewing the audit trail for a document.

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