Template Usage/Document Creation Guidelines

NOTE: This document has been replaced and will be archived soon. Please refer to the newest version: [Link for document 104095 is unavailable at this time.]

General Guidelines to follow:

  • User's Guide: This is a brief overview applicable to our group, but the general UW KB has an extensive series of KB User's Guide articles. Please look around when you are able, and try searching there before asking group KB users or DOM IT.
  • Editing: Make all edits in the new editor, and ask your KB contact for access if you are not given the option to switch while editing a document. If you are starting from scratch, it might be easiest to build the document directly in the KB editor using one of the templates. If the document exists in Microsoft Word, make sure you are using the new editor, and when you paste into the box, be sure to indicate that you would like the HTML to be cleaned. Some formatting issues may occur.
    • One common formatting issue is extra line breaks. Simply delete these. You may find a numbered list broken by extra line breaks, but as long as you are using the new editor, the lists should "snap back into place" once the extra line breaks are deleted.
    • Many formatting issues can be fixed by eliminating excess code in Code View. If the editor is malfunctioning, see if you can find the code for what you are trying to do on Google or an HTML website like december.com.
  • Title: Title of the document should be clear and concise. Be sure to follow the specific template's title guidelines
  • Font: All text in the body should be size 14, which is the default in the new editor. The default font in the new editor window is Arial, but the default font in the new KB theme is Verlag. As of 4/2020, Verlag is not an option within the KB editor, but as long as the user does not edit the font in their document, it will display in Verlag when published. For this reason, do not edit the font on your KB documents. If you must paste content into the KB editor from Word or other applications, it must be "cleaned" in order to display properly (see above). It also helps to have the font set to Verlag (if available), Arial, or Helvetica on the source material before pasting it in.
  • Keywords: Take a look at the list of suggested Keywords (hyperlink once this is created) and list at least 5 for your document. Although keywords have some freedom, you MUST include the following.
    1. WRAP and/or ADRC
    2. Study Name (if applicable)
    3. Acronyms (ex: lumbar puncture --> lp)
    4. Former names of process or service
  • Referencing People: If the person is the point-of-contact due to their specific expertise, it is OK to mention them directly. However, if the person is the point-of-contact because of the nature of their job, please list the position first, and then the month & name.
    • For example: For questions regarding WRAP scheduling procedures in Madison, please contact a Madison WRAP Scheduler (as of 4/2020, Diane Wilkinson & Isabel Cupino).
  • Attachments: For images and documents that you would like to feature in your document, please attach them whenever possible rather than linking to an external source.
    • Inserting Images: Follow these style guidelinesfrom the UW KB when inserting images into your documents.
      • If the image will be useful on only one or two pages, upload it to your document's attachment folder. If it will be useful for many pages, upload it to the Shared Attachment folder. If your group has several shared attachments, make a subfolder for the sake of organization.
      • If no folder exists for your document, click on "Attachment: Create doc XXXXX attachment folder" as illustrated below. Otherwise, click on "Open doc XXXXX attachment folder" in the same place.
      • Choose file and upload image, then close the attachment window.
      • Use the "place image" option[s] while your cursor is where you want the image to go. Click on the image to adjust/resize as necessary. Hover over the icons with your pointer for a moment, and a message will display with the function of that icon.
    • Inserting Documents: Documents (for instance, worksheets, psychometric tests, protocols, or scales) can be uploaded to the Document or Shared attachment folders in the same way. Use .PDF over .DOC/.DOCX whenever possible.
  • Inserting Links:
    • Internal (to another KB document):
      • Place your cursor in the spot where you want the link, then press the Add Link button (linkbutton.PNG)
      • Then, click on the magnifying glass and select "KB link doc"
      • Then, enter or paste the 5-digit document ID after the colon. Underneath that, choose what text you would like to display. If you leave the "Text" field blank, the link will display the title of the linked page and will update on its own if the page changes, so this is the best option if you don't have anything specific to put there. 
      • Select the "open in new tab" option. Press "Insert." Note that using this method, you can link to a document that is not yet finished, and that link will become active as soon as the document is published.
    • External:
      • To link to a document in the new editor, place your cursor in the spot where you want the link, then press the Add Link button (linkbutton.PNG). If you prefer, you may also highlight text that you would like to become a link before clicking on the Add Link button.
      • Then, enter or paste the desired URL into the "URL field." Underneath that, choose the text you would like to display. The URL will display if you leave this field blank.
      • Select the "open in new tab" option. Press "Insert."
  • Settings on the bottom: For the most part, the everyday user will not have to worry about these. Use the following settings unless instructed otherwise:
    • WriteAccess: OwnerGroup by default, consult with your manager if other choices are necessary
    • SiteAccess: WARP-internal
    • Status: "In Progress" if unfinished; "In Review" or "Active" if finished, depending on situation; "Inactive" if outdated or outmoded
    • Leave all other options at default unless instructed otherwise
  • Document History box: Add to this any time you make a substantive edit, including updating the document to contain new information, updating a form or process, etc. It does not have to be used for minor changes, like fixing a broken link or changing a person's name. "Version Date" reflects when the change was submitted but "Effective date," when applicable, refers to when it will take effect.

Should I use the "Informational Document Template" or the "SOP Template"?

  • If your document contains actionable steps, use the [Link for document 96955 is unavailable at this time.]
  • If the document simply contains information, use the Informational Document Template
  • To avoid confusion, do not label documents "How to"
    • Instead, label them as an SOP and follow the [Link for document 96955 is unavailable at this time.]
  • If your SOP is three steps or less, consider using the Informational Document Template

When should I use the "Landing Page Template"?

The landing page template should be used when you want to create a "table of contents" for related documents. Please use the Landing Page Template and follow those guidelines.

My document is really long, or has many different subsections or variations, and I'm worried it's going to be really unwieldy to look at.

Here are two things you might consider:

  • Would the article work better as multiple, smaller documents?
  • For documents that need to be long, you can use expandable panels (also called accordion menus) on any of these templates. They would be most commonly seen on Landing Pages, but also could be used for a long or complicated SOP or a multi-faceted Informational Document.

What if the document I am creating doesn't fit any of these templates?

If you believe your document doesn't fit into any of the current template options, please contact ____________. Do not create a new document without a template unless directed to.

Document History

Version DateEffective DateChange ReasonPrimary Author
Jan. 9, 2020
Original Kaitlin Maxa
April 1, 2020
Committee updates/page reorgIan Canovi

See Also:

Keywords:templates, guide, SOP, informational, WRAP, ADRC   Doc ID:96999
Owner:Kaitlin W.Group:Wisconsin Alzheimer’s Program
Created:2020-01-09 11:59 CSTUpdated:2020-09-08 12:12 CST
Sites:Wisconsin Alzheimer’s Program
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