KB Author Training - Attachments and Revisions
This document describes the attachment and revision features of the KB document editor. It also includes a training exercise in which document authors attach and insert an image file into a document. For detailed information about other aspects of the document editor, please continue with this training series or return to the KB Author Training - Overview.
In previous sections of this training series we covered the Insert Image (WYSIWYG editor) and Img (HTML editor) features. Those buttons allow you to embed an image that is hosted elsewhere on the internet into your document. Please refer to KB User's Guide - Documents Tab - Embedding Web Images for a refresher. However, a better method of placing images or other files into your documents is to upload them onto the KB server and place them directly into your document. You can use the document editor's Attachment feature to accomplish this.
Click the link labeled Create doc [your doc number] attachment folder underneath the Body field. Note that you must have saved your document at least once in order for this link to appear. You will receive a prompt asking you whether you want to create an attachment folder. Click OK to proceed.
If you or another document author already created an attachment folder, the link to the folder will read: Open doc [your doc number] attachment folder
The Attachment folder window will appear:
Click the Choose Files or Browse (exact wording depends on your web browser) button to select a file for upload. If your web browser supports HTML 5 (e.g. recent versions of Google Chrome and Safari) you will be able to select multiple files at once using the top button.
An Open window will appear. The exact appearance of the window will depend on your computer's operating system; it is the same type of window used to open a file in a regular desktop application. Navigate to the location on your hard drive where your image or file is stored. Highlight the file(s) you wish to upload and click Open.
The name of the file you selected will appear next to the button. To complete the upload, click the Upload button. Note that in the screenshot below, the attachment folder window also lists previously uploaded files.
Click Close to leave the Attachment folder window.
- When you return to the document editor screen you should see a list of uploaded files and their attributes next to the Attachment link.
- To insert an image you have uploaded into your document, place your cursor at the desired point in your document. Then click Quick, Adv. or Place file link as appropriate.
Your KB site may have resources such as images, banners and logos stored in a Shared attachment folder. Unlike a document-specific attachment folder, the shared attachment folder is easily accessible to all documents. The shared attachment folder functions just like a document attachment folder.
One way to access your Shared Attachment folder is to go to the Documents tab > Shared Attachments link. You can also access your site's shared attachments from within a document, in the Attachment section of the Document editor. Selecting the Open shared attachment folder link leads you to pop-up window titled Shared attachment folder for your group space. Under your group's file path,
/images/groupXXXX/shared/you will see a list of files and images. From here you may select, delete, move, rename and delete images.
If you wish to upload a new image to the Shared attachment folder, click the the Open shared attachment folder link.
If you wish to place an image or file from the Shared attachment folder into your document, click the Show shared attachments link.
One of the KB's most powerful features is the document Revision History. Each time you click Save Changes on a document, a copy of your document as it exists at that point is stored in the KB's database as a discrete version. Even if you make and save changes subsequently, each previously saved version of the document is still present in the Revision History. This is useful not only because you can view previous versions of your document but also because it is possible to restore previous versions of a document.
You can access any version in a document's history, using the following steps:
In the document editor, click the See revisions link located to underneath the Body field and to the right of the Save change button.
You will be taken to a table that lists all of your document's versions (i.e. each point at which changes to your document were saved):
- Version is a number assigned to a set of changes based on the order in which they were saved. The higher the number, the more recent the revision.
- Document Title is the title of the document as it existed during the version in question.
- Last Updated By is the document author who made the changes saved in the version.
- Last Saved At is the date and time changes were saved in the version.
- Age is how old the version is relative to today's date.
- The Compare checkbox allows you to select the versions you wish to compare.
The column headings contain a specific pieces of information about the version:
To view a version you can either:
- Click on the Document Title of the version you wish to view.
- Select one or more Compare checkboxes, and click Compare Selected to display multiple versions at once.
You will be taken to your selected version(s). At the bottom of each version you will see a button labeled Restore with this version. Only click this button if you wish to have that version of the document available to you in the document editor for publishing. If you just want to leave the version without restoring it, you can click the buttons for Return to revision list or Return to document editor.
Compare w/ active version
The Compare w/ active version feature functions as a side-by-side comparison. However, it only allows you to view the version of the document you're currently editing with the published version of the document. It also displays differences in the HTML code underlying each version of the document. To use this feature:
- Click the Compare w/ active version link.
- A window displaying your draft document and the corresponding active document will open. Below the documents themselves, a table displays the changes to the underlying HTML.
- You can close out of the comparison window and return to the document editor at any time.