Speaking of articles...
The new feature allows you to create and update information in the platform in an article format – with no need to create a document with the help from an external tool – and, later, post it in document browsing.
When saving the article as a draft, you can edit it later; however, only the user who saved it (publisher) or an admin user is able to edit it. For other users that have read permission, if the content has an earlier version, the earlier version remains available for viewing while the current content is under editing. An article saved as draft is identified in document browsing by an exclamation point (!).
When canceling the draft for an article, the changes made while editing are discarded, and the previous version is restored, if any.
Did you know?
An article can be created to present the company’s Use policy, as well as a Consent form to be accepted by all users accessing the platform.
Create new article
01. In the location where you wish to create an article, click on New, located in the action bar on the top left of the window.
02. Click on Article.
Clicking on this option opens the window in which you can add a document in advanced mode, i.e., which allows you to define the document properties.
03. Enter a description that identifies the new article.
04. On the Editor tab, enter the content for the article.
The text editor has several features, such as:
• copy, cut and paste;
• find and replace;
• form fields;
• text formatting;
• lists;
• tables;
• images;
• special characters;
• web page links;
• view of source code generated by the editor.
05. Click on the Attachments tab.
The Attachments tab allows you to upload files to the article, as well as attach any files that are posted on the platform. The file generated for the article is in html format, thus, it is possible to attach file types JavaScript, CSS, Flash, images, among others.
Click on Select file to attach a file from your workstation or Copy ECM file to attach a file that is already posted on the platform. Find and select the file to be attached to the article. If you wish, select Clear upload directory when posting. When checked, it determines that the files located in the upload directory will be deleted once the article is posted.
06. Click on the General information tab and add the requested information.
For more information, see Advanced document.
07. Click on the Related documents tab.
On this tab, you can relate a document posted on the platform to the article.
To add a related document:
- Click on Add.
- Find and select the document to be related.
- Click on Confirm.
To delete a related document:
- Click the
icon for the related document.
When there is a related document, the user can access its properties by clicking Document actions > View properties. You will then be able to click on the document in question in the Related document list area and view it.
08. Click on the Approval tab and define the approval criteria for the article, if you wish.
This tab is only displayed if the folder in which the article is being created does not have approval criteria. For more information about the procedure, see Define approval criteria for folder or document.
09. Click on the Security tab and define the security criteria for the article, if you wish.
For more information about the procedure, see Define security criteria for folder or document.
10. Click on Save draft to save the article and edit it later or Post to actually post it in document browsing so that other users can view it, according to the security criteria set.
View article
01. Find and click on the name of the article you wish to view.
02. View your content.
You can perform some actions when viewing the article, such as viewing its properties, viewing social information, copying its link, among other options. For more information, see Document view.
Request additional permission for an article
01. Find the article for which you wish to request additional permissions.
02. Place the mouse over the name of the article.
03. Click on Request additional permissions, located in the table displayed with the article's general information.
Clicking on this option opens a window in which you can request additional permissions for the article. For more information, see Request additional permission for a folder or document.
View article attachments
01. Find the article for which you wish to view the attachments.
02. Click on View attachments, located to the right of the article name and represented by a paper clip.
Clicking on this option opens a window in which you can view the article attachments. For more information, see View document attachments.
Define priority for an article
01. Find the article for which you wish to define priority.
02. Enter the desired priority for the article in the Priority column.
For more information about article priority, see Define priority for a folder or document.
If the Priority column is not displayed in the folder containing the article, you can enable it by following the steps of the alternative path View folder content priority under Folder.
Perform a social action for an article
01. Find the article for which you wish to perform a social action.
02. Click on the icon corresponding to the desired social action, located in the social actions area, to the right of the article name.
For more information about social actions that can be performed for an article in document browsing, see Support folder or document, Comment on folder or document and Share folder or document.
Follow article
01. Find the article that you wish to follow.
02. Click on the Notify icon, located after the social actions area to the right of the article name.
For more information on the Follow feature, see Follow document.
Define article as a favorite
01. Find the article that you wish to define as a favorite.
02. Click on the Add favorite icon, represented by a star, located below the article name.
For more information about the Favorites feature, see Define folder or document as favorite.
Rename article
01. Find the article that you wish to rename.
You need to have modify permission for the article in order to rename it.
02. Click on More options, located to the right of the article name.
03. Click on Rename.
Clicking on this option opens a window in which you can rename the article. For more information, see Rename folder or document.
Edit article
01. Find the article that you wish to edit.
02. Click on More options, located to the right of the article name.
03. Click on Properties.
Clicking on this option opens a window in which you can edit the article. For more information, see Edit folder or document properties.
Cancel article draft
01. Find the article for which you wish to cancel the draft that was previously saved.
02. Click on More options, located to the right of the article name.
03. Click on Properties.
04. Click on Cancel draft.
When clicking on this option, the content saved as a draft is deleted and the article will go back to displaying the content of the last version posted.
Restore article version
01. Find the article for which you wish to restore an older version.
02. Click on More options, located to the right of the article name.
03. Click on Properties.
Clicking on this option opens a window in which you can restore an older version of the article. For more information, see Restore document version.
Copy article
01. Find and select the article that you wish to copy to another location.
02. Click on Copy, located in the action bar on the top left of the window.
For more information on how to perform this action, see Copy and paste folder or document.
Cut article
01. Find and select the article that you wish to cut to another location.
02. Click on Cut, located in the action bar on the top left of the window.
For more information on how to perform this action, see Cut and paste folder or document.
Mirror article
01. Find and select the article for which you wish to create a mirror document.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Mirror.
Clicking on this option opens a window in which you can finish creating a mirror document of the article. For more information, see Mirror document.
Delete article
01. Find and select the article you wish to delete.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Delete.
Clicking on this option opens a message stating that the article has been deleted. However, it is only deleted from the document browsing structure, and will remain in the Bin. When Quota control is active, the space occupied by the article in the folder will be freed only when the article is deleted from the Bin. For more information on how to restore or definitively delete the article from the platform, go to the Bin.
Please note!
This documentation is valid from the Lake (1.7.0) update. If you use a previous update, it may contain information different from what you see on your platform.
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