Adding and editing documents
SECURITY Permission to create and edit documents. Refer to Knowledge Base and Documents security settings.
Creating a new document
NOTE The Documentation Management functionality is included in the Autotask Premium edition and the Ultimate edition. For customers with the Essential edition, the Document Management module is disabled.
To open the page, use the path(s) in the Security and navigation section above. To create a new document, complete the following fields:
Refer to Creating and editing drafts.
Field name | Description |
---|---|
Organization |
Type an organization name or use the data selector to select an organization. All active organizations of all organization types are available. The organization you select here will be the owner of the document. Organization contacts with access to the Client Portal will have access to the document if Internal & Organization is selected in the Publish To field. |
Status |
The default is Active. When Active is selected, the content is published as soon as you click Save. To hide the content from anyone but administrators and make it unavailable on selector pages, select Inactive. |
Publish To |
Select the publishing option for the document. The selection determines who can view the content. Choose from the following options:
NOTE If you publish content to an organization that gets merged with another, the Publish To status will automatically default to Internal Only. |
Document Category |
Select the document category the content should be created in, or moved to. The category defaults to the last category you selected during the current session. If no other content was created during the current session, the selection defaults to All Documents. Only Autotask Administrators will see the Add Category icon. Click it to open the New Category page and add a new category. Refer to Documentation Management administration. |
Visible to Co-managing Users Users |
By default, new articles and documents are visible to co-managed users. To hide the article or document from this group, clear the check box. For information on the co-managed security level, refer to Co-managed setup. NOTE This field is hidden from Co-managed users, but defaults to selected. |
Title |
Enter a Title for the content. The title is required but does not have to be unique. |
Keywords |
You can enter one or many keywords for this content, separated by commas. Keyword is one of the searchable fields in a Knowledge Base search. NOTE Keyword is a single word search. If you want to use a two-word phrase as a keyword, do not use spaces between the words. For example, to use hard drive as a keyword, enter harddrive into the field. |
Error Code |
You can enter an error code to categorize the article or document. The Error Code field can be searched. |
If the content already exists in an external location or knowledge base, enter the URL that users will be directed to into the Website/URL field. The maximum length is 500 characters.
To create new content in Autotask, enter the body of your content into the Content field. For information on styling and formatting, refer to The Rich Text editor.
In this section, you add tag to articles and documents. Users with the required permissions are able to set up new tags. Refer to Tagging and Working with tags on a ticket.
On tickets, tags identify what the ticket is generally about. On Knowledge Base articles and documents, you use the same tags to describe a possible solution.
With the same set of tags available to be assigned to both tickets and Knowledge Base articles, it is possible for Autotask to suggest articles that relate to the same topics as a ticket. To find related articles and documents, you click Find a Solution in the Tags section of the ticket. Refer to Searching the knowledge base by tag.
- The use of tags is optional.
- Each article or document can be associated with up to 30 tags, but each tag can be associated with any number of articles and documents.
- Articles and documents can be associated with and disassociated from tags at any time. The Last Modified Date/Time and the Last Modified By fields will not be updated, and tag association is not tracked on the Article History or Document History page.
- When you inactivate a tag, existing associations with articles or documents will remain intact, but when you delete a tag, the tag’s associations with documents will be cleared.
- When you create a knowledge base article from a ticket, any tags will be copied to the article.
In this section, you can create a checklist that can be copied to an associated ticket.
When the article or document is opened from a ticket, a button will appear on the Checklist section that allows you to copy the checklist to the ticket. On the article or document, the checklist items are locked to prevent accidental changes to the checklist. On the ticket, checklist items will be unlocked.
Refer to The checklist.
When you create a new article or document, you can relate different types of entities to the new content item.
To relate an item, start typing, or click the selector icon next to the search field and select one or multiple items.
The New and Edit pages for each entity feature a notification panel that is accessed from a persistent handle at the bottom of the page.
For more information, refer to Notification panel.
Editing existing documents
- Open an article or document and click Edit or, from the context menu on a content list, select Edit Article or Edit Document.
The page will open in Edit mode. All fields that appear in New mode also appear in Edit mode. Additionally, at the bottom of the page, the Activity and Attachments accessory tabs are displayed. Refer to Adding notes to articles and documents. - Update fields as needed. If you need to edit content that was created in the Autotask HTML editor, not the Rich Text Editor, you must convert the text to Rich Text. Refer to Updating legacy HTML formatting in the Content field.
To unlink a related item from an article or document, do the following:
- Open the article or document in View mode.
- Scroll to the Related Items section.
- In the Related Tickets field, click the x at the end of the name of the ticket you want to unlink and then click Save.
The ticket no longer appears in the list of related tickets. The Knowledge Base section of the deleted ticket's detail page no longer displays a link to the content.
Document notes and attachments
Refer to Adding notes to articles and documents.