KB User's Guide - Documents Tab - How to Create a Document (UMMC)
This document explains how to create a new document at UMMC using the KB Admin Tools.
- In the KB Admin Tools, click on the Documents tab.
- Click New Doc link.
You will be presented with the document editor, which will be blank. This is where you will begin creating your KB document.
(To access the HTML document editor from here, click on the HTML button at the bottom left of the Body field.)
Before you can save your new document, you must enter a Title, Keywords, Summary, and Body. These four fields represent the absolute minimum of information that must be present in a KB document.
If you have created document templates, you can populate these fields by using the template dropdown above the title field.
As you are working, click the Save change button periodically to save changes. If you do not save changes periodically and you lose your network connection or your computer shuts down unexpectedly, you will lose all content since the last time you saved. The KB does not automatically save, so be sure to save periodically.
Also by clicking Save Change, Create a new doc attachment folder will become available. Otherwise, you can only click Open shared attachment folder (Note: With shared attachment folder, your attachments can be seen by everyone who has access to KB Admin Tools).
Tip: For documents with images, start a new document with basic information first and obtain the document ID#. As you are capturing screenshots, put all the image files in a folder named after the document ID#, which help you quickly locate your images for a certain document.
As you are entering content in the body field, you can reference several KB documents for additional guidance:
- KB User's Guide - Documents Tab - UMMC Document Style Guidelines
- KB User's Guide - Documents Tab - Intelligent Text Formatting
- KB User's Guide - Documents Tab - WYSIWYG or XHTML
- KB User's Guide - Documents Tab - Image Guidelines
- KB User's Guide - Documents Tab - Uploading Images and Other Attachments (Important Note: Please use this method to upload images. Do NOT use "Insert Image" button to insert images from your local drive as this is intended for images hosted at a different URL. Also please note with different browsers, the functionality may be slightly different, e.g. IE allows 40 MB attachments per file while others allows 125 MB; while inserting images in IE, it automatically places them at the beginning of the Body instead of the location of your cursor.)
- KB User's Guide - Documents Tab - Inserting an Image from a URL
Major title - Header 3 (click on Select Header).
Subtitle - Header 4.
Font - Arial or Times New Roman (click on Select Font).
Font Size for paragraph - Size 2 (click on Size).
If there are multiple documents on the same topic, enter other relevant document ID numbers, delimited by comma, in "SeeAlso". This will help users locate all relevant documents on the same page.
Check a topic the document is related to. (If a topic is not in there, ask your team KB Admin to add it).
"WriteAccess": Choosing "Owner" will only give yourself access to edit the document; choosing "Owner group admins" or "Owner group" will give all DIS KB Admins access to edit your document (Recommended). Do not give the same group both "WriteAccess" and "ReadAccess" as they are conflicting to each other.
"SiteAccess": Choose both "UMMC-external" and "UMMC-internal" if your document is intended for campus end users. Choose only "UMMC-internal" if your document is intended for DIS staff.
"CampusAccess": With "Defer to SiteAccess" option, document and attachment access will be determined by KB sites selected in the Site Access and Other Sites fields. With "Ext/Internal with Campus login" option, document and attachment access will be limited to campus authenticated users. Document title is exposed to external site users, but document content access will require users to log in. With "Internal for all campus users" option, document and attachment access will be limited to authorized internal users and ANY campus users with valid login credentials. For this option to work as intended, only "Internal" SiteAccess should be selected.
"Relevance": "My Group/Sharing Group" makes your document only searchable with your own KB. "My Campus" makes your document searchable by your campus (Recommended). "My University System" makes your document searchable by anyone in your University system. "Universal" makes your document searchable by anyone in any institution.
"Status": Leave your document "In Progress" if you are still working on it. Put it "In Review" if you are ready for your team KB Admin to review it. Select "Request Activation " if you are ready for our team KB Admin to publish it. (Note: When you are first creating a new document you will need to save the document at least once before you can set the document to Active status.)
When you are finished adding content to your document, you should check spelling and preview the document to make sure it looks as you expect it to. You may view your document without saving by clicking on Preview located at the lower left part of the Body text field. Once the Preview window is opened, you will see three view options at the top that you can toggle between:
- KB Admin View - Includes both internally and externally restricted content.
- Internal View - Internally restricted content view loads the appropriate site-level CSS, subsequently viewing how the document would be styled once published.
- External View - Externally restricted content view loads the appropriate site-level CSS, subsequently viewing how the document would be styled once published.