Document content

Users with document editing permissions can add text, edit content, or configure link lists.
Note: Do not alter or delete a Common Topic. A Common Topic is a topic in a document used to create built-in navigation. Almost all authored documents that you create include a Common Topic.

Changing the name of a document

  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. If the document is not yet published, click Edit. If it is published, select the name of the document.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. Select Tools > Details.
  6. Specify a new document name in the Name field.
  7. Click Update.
  8. Close the Details menu.
  9. Publish the document.

Adding text

You can add text to content documents.
  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. If the document is not yet published, click Edit. If it is published, select the name of the document.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. In Edit mode, select the area of the new text to open the text editing tool.
  6. Specify the text to add to the content document.
    You can select Paste As Text to paste the text you copied from another source. This tool removes formatting from the text. Additional formatting may be required.
  7. To format the text, highlight the text and use the tools on the text element toolbar.
  8. Click Save Contents in the editor.

Inserting and formatting a table

Use tables to organize information in a document.

  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. If the document is not yet published, click Edit. If it is published, select the name of the document.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. In Edit mode, click the text block to insert a table.
  6. Place the cursor in the exact area where you intend to insert the table.
  7. Click Open Editor In Window from the toolbar to open the Edit Text menu.
  8. Click the Table button.
  9. Select Insert Table.
  10. Select the number of rows and columns.
  11. To make a table header, specify header text in the top row of each column and format it to distinguish it from the table body. Repeat this step for each column.
  12. Use the options that are available when you click the Table button to format the table. You can format the entire table, and you can format individual rows, columns and cells.
  13. Provide the document information into the table.
  14. Click Save.

Formatting text in HTML

If editing that is beyond the scope of the text editors is required, a user may edit text manually in the HTML editor. For example, to italicize a single word in a paragraph, the user would access the HTML and edit the code.

  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. If the document is not yet published, click Edit. If it is published, select the name of the document.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. In Edit mode, click the text block to edit.
  6. Click the Source code button.
  7. Edit the code.
  8. Click OK.
  9. Click Save.

Adding a section to a content document

You can organize content documents into one or more sections.

Sections contain topics, and topics contain content elements, which contain texts and links. When you add a new section to a document, you must also add its own new topic.

  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. If the document is not yet published, click Edit. If it is published, select the name of the document.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. Select Tools > Details.
  6. In the Template field, specify MainWithNavigation.
  7. Click Update.
  8. Click the exit icon to close the Details menu.
  9. Click the drop-down menu next to the document title.
  10. Select Add New Section.
  11. Specify a section name in the Full Section Name field.
  12. Optionally, provide a description for the section.
  13. Optionally, specify the order number of the section on the document. The first existing section has an order value of 10. We recommend setting the order of a new section to 20 and so on.
  14. Click Save.

Adding a topic to a content document

Topics can contain one or more content elements, and are displayed within sections of a document. A section can contain one or more topics.

  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. If the document is not yet published, click Edit. If it is published, select the name of the document.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. In Edit mode, click the drop-down menu next to the section title.
  6. Select Add New Topic.
  7. Specify this information:
    Short Topic Name
    Specify the topic name that is displayed in the sidebar navigation menus. The short name is configured to prevent link wrapping.
    Full Topic Name
    Specify the topic name that is displayed at the top of each published document.
    Section
    Specify the section in which the topic is placed. By default, the section where you are adding the topic is used, but you can select a different section for documents with multiple sections.
  8. Optionally, you can provide a description for the topic in the Summary Text field.
  9. Click Save. Repeat the process to add more topics. When you have added the topics, you can add content areas to them.

Moving a topic to another section

You can move a topic and all of its content to another section within the document.

  1. Log in to HRSD Knowledgebase.
  2. On the Home page, click the ellipsis icon.
  3. Select Document Manager.
  4. If the document is not yet published, click Edit. If it is published, select the name of the document.
    If the document isn't checked out by another user, it becomes checked out and available for editing. If the document is checked out by another user, you can't check out the document until the other user checks it in.
  5. In Edit mode, click the drop-down menu that is next to the topic title.
  6. Select Topic Properties.
  7. In the Section field, select the section to place the topic.
  8. Click Save.