Publishing text content / advanced table in the knowledge base
If you need to use written content or advanced table in several documents/masters, you can save it in the knowledge base to shared it between these documents/masters.
To use of this function effectively, you should have the rôle of:
- Knowledge-Base Manager to save the text inthe appropriate group within the knowledge base.
- Content Manager to import the text into a master.
The Redactor can save extracted text from a document in their personal space within the KB to reuse in other documents.
Click on the links below to read the full articles:
- How to save text content in the knowledge base?
- How to import text content from the KB to the word processor?
Accessing text content in order to update it
From the word processor :
Click on the icon to the right to update the text in the knowledge base, then select the option "View the latest version in the knowledge base".
For example, the chapter "More about us" is saved in the KB and is up to date.
The knowledge base opens focusing on the text content. Click "Create a new version" located at the top of the right column, to open the editing window.
From the knowledge base :
In the knowledge base, use the search bar and/or tags to locate the content you wish to update.
Click here to read the full article: How to search for content in the knowledge base?
After selecting the content in the knowledge base, click on to access its preview.
The knowledge base opens focusing on the text content. Click "Create a new version" located at the top of the right column, to open the editing window.
NB: The "Create a new version"button appears only for media and text content that you have permission to modify. If you are a "Knowledge-Base Manager" this means elements from the group(s) you belong to and their subgroup(s). If you are not a "Knowledge-Base Manager", you can only modify elements in your own personal space.
Updating content
After clicking on "Create a new version" in the knowledge base, you can modify the content in your word processor as desired:
All changes can be made in the word processor. Click here to read the full article : Introduction to the word processor
NB: the appearance of the word processor varies depending on whether you are writing a document/master or updating text content in KB. When modifying and updating, no options are available in the left-hand column, and some options in the central section are not available.
For example, you cannot send text to or import text from the knowledge base, or change the level of a heading to be the same as or higher than the parent text. The options in the right-hand column remain available when modifying a title or a paragraph.
Publishing changes
After completing your revisions, select "Publish this version" at the top of the left-hand column to update the knowledge base content.
A confirmation window will appear:
Once you leave the knowledge base and return to the media preview, the changes and number of versions are clearly visible:
NB: Publishing or saving a new version does not mean that the content will be saved in the same way in the documents/masters that use that text. You must apply the update to each document/master when you open it.