The steps below will walk you through a few of the most common tasks when working with documents. These pointers will help you learn the basics so you can get going.
- Navigate to Organizations > Documents.
- If using folders, open the folder that you want to create a new document in. By default, new documents are saved in the folder you created them in.
- Click on +New in the top-right corner of the screen. This will create and immediately open a new document.
- Give the document a name that will be easily searchable (e.g. Installing and configuring a Cisco router).
- Create the document content and then click Publish.
Note that all changes are auto-saved approximately every 20 seconds. Even if you forget to publish and then log out of your account, your changes will still be there in edit mode when you return.
Using content blocks
At the top of the page, you will see the following options representing the four different content blocks:
Used to create a heading for a new high-level section. An example is a prerequisites section that appears near the top of the document but that is separate from the instructions.
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.
Used to create a set of step-by-step instructions with minimal effort. Each step allows you to add individual screenshots as well as an estimated time for execution. If you use the time feature, a total "roll-up" will appear at the bottom of the published document showing the total estimated time needed to complete all the steps.
Used to create a content block for images only. When the images are clicked, they'll open in a lightbox layer that expands and dims out the rest of the screen. The lightbox layer is perfect for larger images and/or images with lots of details.
For more information about adding images, see Creating documents with inline images.
Dragging and dropping
To reorder content blocks within your document, just click and hold the top edge of the content block and move it wherever you like. If you used the step content block, the numbers update automatically when you reorder steps.
Inserting a content block
New content blocks can be inserted between two content blocks by clicking the ellipsis (...) icon.
Using the @relate feature
Adding links to your documents makes them more dynamic and gives your team more options for navigating between documents or to places on the web. IT Glue has two kinds of links you can create and it’s important to know the difference.
@relate links - These are links that let the reader jump from your document to another place in IT Glue. You don’t have to copy and paste URLs. Just type the @ symbol anywhere in your text and then type a document title or asset name. You’ll instantly get a drop-down list of possible matches. Select the document or asset you want to link to. This saves you a few steps when adding links. It's also handy that when relating a document or asset, a new Related Items entry is created at the same time.
When you select the document or asset, its name will appear as a blue link. Note that if someone changes the name of the document or asset later on, the link text will not change.
URL-type links - These links let the reader jump from your document to a place on the web. You start off by highlighting the text that you want to turn into a link. Doing this opens a context menu with an option for inserting a link by typing or pasting the website URL.
Making the document public (anyone with the link can access)
Public documents are a great way to cut down emails and the inefficiencies associated with email. You can 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:
- Open the desired document and click Edit.
- Select the Make This Document Public checkbox. The change takes 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. However, the document will not be found by Google or indexed.
Sharing the document URL
After you publish a document, you may want your team to take a look at your document or allow them to share a link to a public document with clients. From the document listing, you can hover over the document to use the Copy to clipboard command.
Copying, moving, and deleting documents
To copy, move, or delete one or more documents, click the button under the search field as shown here:
Avoiding accidental document deletions
Some IT Glue 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. To delete a folder, you must first remove or delete everything inside of it. That means users can't accidentally delete folders that contain hidden items (only visible to users with the required access).
If a document is accidentally deleted, an Administrator can restore it. See How do I restore an item deleted by accident?
Keep in mind that you will only see a revision history once you start publishing. Therefore, if you are making major revisions or working with other collaborators, make sure you publish the document. A full change history will help you in case you need to revert back to an earlier version. For information on recovering earlier versions of a document, see our Revisions to core and flexible assets article.
Also note that if you edit a document that is still being edited, IT Glue will display a message informing you that you are editing an outdated page and giving you the option to load the more up-to-date version or resume editing your current draft.