KB User's Guide - Documents Tab - Template Creation via a New Document Set to "Template" Type
The Document Template feature in KB Admin Tools makes it easier for KB authors to replicate frequently used document formats and styles.
What is a Template?
A template allows users to make one, or multiple documents having a uniform appearance. A well pre-formatted template can prescribe very specific content, structure, formatting and prompt for minimal requirements. They provide reproducible consistency and continuity of style and are time-saving in that users personalize a standard, ready-made document.
Create a Template
Creating a document template is the same as creating a regular document except that the Type field is set to Template.
- In the KB Admin Tools, click on the Documents tab.
- Click on the New Doc link on the left navigation menu.
- Fill in standard, reusable text and prompts. Format the content as desired the following input fields:
- MyGroupNote Position
- Up, Previous, Next
- Topics and Sub-topics
- Activation (including future activation)
- MiscOptions: Blog, No reminder, No keyword suggestion, No comment, HTML only mode
- (Note: While you may be able to save template data in the Up, Previous and Next fields, that data is not intended to transfer over to a New Document.)
- Set the Type field flag to "Template."
- Click the Save change button to assign the Template a DocID.
The image below shows:
LEFT: a new document whose fields are being filled and on its way to becoming a Template.
RIGHT: After clicking on the Save Change or Submit button, this doc has been assigned a DocumentID.
- We recommend that you leave the Status set to In Progress, even if the template is in its final form. If it is set to Active and discoverable by users on the Live Site, it may be confusing.
If you think you will need to access the template on the Live Site(s):
- Once or twice: - set the Search Priority to Exclude from Search and save as Active. To access this document in the Live Site, you must know the exact document ID number of your template.
- With some regularity: - Set the Search Priority to the appropriate setting; Low, Normal, High or Top. Next, create a User Access group and set the document ReadAccess to that specific User Access Group. This way, the person(s) in that group can discover the Template on the Live Site by means of keyword search.
Apply Template to a New Document
When you click on the New Doc link in the Documents tab, you will be led to a screen called Creating a New Document.
If you have not created a Template yet, you will see "No templates defined or available" in the Template dropdown menu.
However, if you have created a template(s), you can access it by clicking on the down arrow next to the Template field dropdown menu. Choose the appropriate template.
While the screen still says Creating a New Document, the fields that were pre-formatted with data in the template you selected will automatically populate the fields of the New Document.
From here, we recommend that you click on the Save Change button or the Submit button to assign this New Document its own, unique Document ID number. Once the New Document is saved, using either method, the screen will now read, Editing Document XXXXXX. (e.g. the New Document will prominently display the Document ID number).
Continue to edit the document as per your KB Site's workflow.
- Note: When a document is created from a template using this method, the Activation time and date stamp will reflect the current time and date and not the time and date that the template was created. The Expiration date will reflect the date your KB Site Admin has set in the Default doc expiration period, which is usually set to 4 years.