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TIPS & TRICKS: How to use the Knowledge Editor
TIPS & TRICKS: How to use the Knowledge Editor

How to use the Document Editor to format text, add images, videos and links to other Knowledge Items.

Oliver Zdravkovski avatar
Written by Oliver Zdravkovski
Updated over a week ago

In this Help Doc


Inline Format Menu

Highlight text to view the pop-up (inline) format menu with basic formatting options, such as bold, italic, strikethrough, linking, code format and clear formatting:

  1. Select the text

  2. The Inline Format Menu will appear above the selected text

  3. B will make the text bold

  4. I will make the text italic

  5. This will make a strikethrough text, with a horizontal line through the center.

  6. Link to a website, different document or video outside of MetaPulse.

    The keyboard shortcut for Link is Cmd-K on a Mac and Ctrl-K on a PC.

    NOTE: You can also link to another Knowledge item by typing the # symbol and choosing the desired Knowledge item.

  7. The Inline code will highlight or emphasize a piece of code inside a paragraph. This will also treat the code as text.

  8. Clear formatting will remove all formatting from the selected text

  9. Add comment allows you to add comments to a specific highlighted text in the document. See Add Comments.


Insert Sidebar Menu

When on a new line, a "+" symbol appears in the left sidebar. When clicked, it becomes X and provides additional options, such as embedding other Knowledge items and videos, inserting horizontal line and Table of Contents:

Paragraph settings

  1. Click the "+" symbol

  2. Click Paragraph. For more info, see Paragraph Menu.

Upload image

  1. Click the "+" symbol

  2. Click Upload image. Drag and drop the image you want to upload

  3. The image will appear in the center. To align it to the left or right,

    click the Toggle float button. Once the image is moved, the underneath text will wrap around the image.

  4. Click Edit image allows you to

    1. Change the link address of the image

    2. Put alternative text to the image. This is an explanation of what the image is. If for some reason the image is not displayed, the alternative text will be visible and the viewer will have a conceptual understanding of what the image contains.

    3. You can specify the width and height of the image

  5. To remove the image, click the Remove image button.

Create a Study List

A Study List is a list of items a person needs to study and check off. This is very useful if you want to create a training pack for specific roles that require studying of policies in a specific order. (Salesperson role for example.)

  1. Click the "+" symbol

  2. Click Add Study List item

  3. Select the desired Knowledge item. Click Apply.

  4. Click the Study list. Click Edit Knowledge items.

  5. Select a Knowledge item from the drop-down list.

  6. You can change the order of the Knowledge items by dragging and dropping an item in the desired position. Click Apply.

  7. The Study list will look like the image above. If you need to add more Knowledge items, follow the steps 4 - 6.

  8. To remove the Study list, click on it and click the Remove knowledge items button.

NOTE: When assigning a study list automatically (through publishing it or assigning it to a Responsible Position), it won't assign the sub items. However all sub items need to be marked as studied in order to attest to the study list. If they've already studied the sub item, they don't need to restudy it.

When manually assigning a study list, the sub items are assigned. This means if they've already studied the sub item they need to restudy it.

This gives the manager some control over how study list assignment works. If you just want the Responsible Positions to catch up to the latest changes, you can update and publish the study list and it will only require them to study what they haven't already studied.

If you want the member to restudy the entire list, you should do a manual assignment.

Add Glossary terms that share the same tag

  1. Click the "+" symbol

  2. Click Add Glossary Terms

  3. Select the desired tag by either typing its name or select it from the menu

  4. You can expand/collapse the tag to see all terms under that tag

  5. Click Apply

  6. The glossary terms will be displayed. If you click on it, a small menu will appear at the top.

  7. You can edit the selection

  8. You can also toggle the heading on/off.

  9. To remove the Glossary Terms, click Remove Glossary Terms.

Embed video

  1. Click the "+" symbol

  2. Click Embed video

  3. Click Upload video to upload a video stored in your local repository

  4. You can add a video which is already posted online by entering its link

  5. You can change the width and height, if necessary.

  6. Click Apply

  7. To edit the video settings, click Edit video.

  8. To remove the video, click Remove video.

Upload file

  1. Click the "+" symbol

  2. Click Embed. Drag and drop the image you want to upload.

  3. To download the file, click on it and click Download file.

  4. To remove the file, click on it and click Remove file.

Insert table

  1. Click the "+" symbol

  2. Click Insert table.

  3. The table will appear empty. When you start adding data, it will look like the image above.

Horizontal line

  1. Click the "+" symbol

  2. Click Horizontal line

  3. The horizontal line will appear

Table of contents

  1. Click the "+" symbol

  2. Click Table of contents

  3. You can toggle the heading on/off

  4. You can show/hide different heading levels. If "1" is selected, it will only display the H1 headings in the Table of Contents.

  5. In our example, level 3 is selected, so it displays the H1, H2 and H3 headings and also which heading level falls under which one.

  6. To remove the Table of Contents, click the trash button.

Embed graph

  1. Click the "+" symbol

  2. Click Embed Graph

  3. Select the desired graph. Click Apply.

  4. The added graph won't be immediately displayed

  5. Click Preview

  6. The graph will be visible now

  7. To remove the graph, Edit the Knowledge item, click on the graph and then click the Remove graph button.


Style Sidebar Menu

Paragraph Menu

  1. Click on the Paragraph menu. The available paragraph options are:

  2. Normal is the default text size

  3. Heading has 4 different sizes for the headings

  4. Lead Paragraph makes the paragraph slightly bigger than the rest. This is used for the opening paragraph in an article.

  5. Small Text makes the default text size smaller

  6. Bulleted List allows you to create an unordered list

  7. You can create a Numbered List

  8. Quote turns a paragraph into a quote

  9. Code Block allows you to put a piece of code in the Knowledge item. This will highlight or emphasize the code and will also treat it as text.

Align & Indent Menu

Below the Paragraph options lies the text alignment menu:

  1. Click on the Align & Indent menu

  2. Choose one of the options to align or indent the paragraph


Top Floating Menu for Other Features

View Menu

  1. Click on the 3 dots

  2. Click View

  3. HTML code allows you to modify the HTML code to change the appearance of the text and images

  4. Hide comments will hide all comments on the Knowledge item. For more info on comments, see Add Comments.

Insert Menu

  1. Click on the 3 dots

  2. Click Insert

  3. Upload image - For more info, see Upload image.

  4. Embed video - For more info, see Embed video.

  5. Upload file - For more info, see Upload file.

  6. Insert table - For more info, see Insert table.

  7. Horizontal rule - For more info, see Horizontal line.

  8. Table of contents - For more info, see Table of contents.

  9. Version history - For more info, see Version history.

  10. Link - For more info, see Link.

  11. Comment - For more info, see Add Comments.

Format Menu

Paragraph

  1. Click on the 3 dots

  2. Click Format

  3. Click the Paragraph menu. For more info, see Paragraph Menu.

Text

  1. Click on the 3 dots

  2. Click Format

  3. Click the Text menu

Align & Indent

  1. Click on the 3 dots

  2. Click Format

  3. Click the Align & Indent menu

Bullets & numbering

  1. Click on the 3 dots

  2. Click Format

  3. Click the Bullets & numbering menu

Table

  1. Click on the 3 dots

  2. Click Format

  3. Click the Table menu

MetaPulse Menu

  1. Click on the 3 dots

  2. Click MetaPulse

  3. Graph - For more info, see Embed graph.

  4. Study list - For more info, see Create a Study List.

  5. Knowledge Item Link - For more info, see Link.

  6. Glossary Terms - For more info, see steps 3 - 5 in Add Glossary terms that share the same tag.

Undo & Redo

  1. Click on the 3 dots

  2. You can use the undo or redo options to revert changes


Comments & Suggestions

Add Comments

The comments are used between members to facilitate a collaboration on a specific Knowledge item. They do not change anything on the Knowledge item nor are highlighted on it.

  1. Select the text

  2. Click Add comment

  3. Type the comment

  4. Click Add comment

  5. To view the comment, click on the text.

  6. Click the arrow

  7. If the comment is accepted and the corrections are done, you can mark it as resolved.

  8. You can also type a reply to the person who submitted the comment

  9. If the comment needs to be changed or updated, click the 3-dot menu. You can unsubscribe from the comment thread, edit the comment or delete it.

Add Suggestions

With suggestions, you can suggest changes to a Knowledge item without changing the original text. If the Author approves your suggestions, they will replace the original text.

Ensure the member is added as a Collaborator and has Comment & Suggest permissions to be able to create comments and suggestions. See Add Collaborators.

  1. Click Suggest Changes

  2. Select the text that needs correction and type the correction. The incorrect text is represented in red, whereas the correct text is in green.
    NOTE: Apart from suggesting text corrections, you can suggest adding or removing all of the available formatting options, images, study lists, graphs, videos, horizontal line, Table of Contents, Version History and Glossary Terms by simply selecting that option from its menu.

  3. Click Comments & Suggestions

  4. You can see the suggestion here. Click on it.

    NOTE: It will also take you to the location in the document and highlight it.

  5. You can Reject or Accept the suggestion

  6. You can also type a reply to the person who submitted the suggestion

  7. To unsubscribe from the comment thread, click the 3-dot menu and click Unsubscribe.

Add Collaborators

  1. Click on Collaborators

  2. Select a member or a Group

  3. Assign a permission level:

    • Admin has permission to edit and publish that Knowledge item. Creators and Authors of knowledge items have Admin permissions.

    • Edit allows a member to edit a Knowledge item and add comments and suggestions to it, but they can't submit it for approval or publish it. Edit permission level allows adding non-admin collaborators.

    • Comment & suggest allows a member to add comments and suggestions only.

  4. Click Add Collaborator

  5. The member will appear as a collaborator. The member will receive an email with a link for the Knowledge item.

  6. Click Back

  7. If you notice one or more members displayed in the upper-right corner, it means that they are currently editing the Knowledge item.

Remove Collaborators

  1. Click on Collaborators

  2. Click on the member's permissions

  3. Click Remove Collaborator

View Comments & Suggestions

  1. Click Comments & Suggestions

  2. Click on the desired comment or suggestion

  3. It will take you to the location of the comment or suggestion and highlight it


Version History

Version History allows you to review previous versions of any Knowledge item.

  1. Click on the 3 dots

  2. Click Insert

  3. Click Version history

  4. The Version history table will appear

  5. Select the type of update you are going to do. In this example, it's a Major change.

  6. It will automatically update the Version history table

  7. Click Preview

  8. Before submitting the Knowledge item, you can check the Version history.

  9. It lists all changes done to this Knowledge item. By clicking on the desired version, it will open up.

  10. Click Edit to enter Summary and description for this version, if needed.

  11. You can also View this version

  12. Also, you can filter the Version History by clicking on it and then select the depth of the Version History to be displayed

  13. You can also toggle the Version History heading on/off.


Link

Add a link to a page outside of MetaPulse

Add a link to internal Knowledge item


Accept All Suggestions

  1. Click Comments & Suggestions

  2. Click Suggestions

  3. Click Accept All Suggestions. Click OK.


Glossary

Create Glossary terms

  1. Click Glossary

  2. Click the + symbol

  3. Type in the term you are defining. If the term is unique, you will receive a green confirmation message.

    NOTE: If the term is similar to another existing term, it will display the term and ask you if you want to modify that term. Also, if you enter a synonym of a term, it will display a message.

  4. Enter the definition of the term.
    NOTE: You can apply different formatting options to the definition, such as bold, italic, numbered lists, etc. To do that, see Markdown Syntax.

  5. If you want to add any synonyms or alternative names for this term, type them and click Enter or return.

  6. Type in tag names. Tags are used to group glossary terms. For example, you may have a few terms that you want everyone in your marketing department to know so you tag them "Marketing" and then when you click the tag name within glossary, all glossary terms with the same tag name will be listed. Click Enter or return.

  7. Click Add Glossary Term

  8. The glossary term will appear at the top
    NOTE: When you close Glossary and open it again, this item won't be at the top since the list is alphabetically ordered.

  9. If the definition of the term is not fully visible, click the expand / collapse button

  10. The tag is listed.
    NOTE: If you click on it, the Glossary page will open and all glossary terms with the same tag name will be listed.

Add Glossary terms in your Knowledge items

  1. Click the location where you would like to add a glossary term

  2. Click Glossary

  3. Type the glossary term
    NOTE: You can also search by any term within the definition, synonyms and tags.

  4. Click the glossary term

  5. It will be added

    NOTE: You can also add a term or synonym within the Knowledge item by typing it

  6. If you are done adding terms, click Close.

  7. Click Preview

  8. The glossary term will be underlined. Click it.

  9. Its definition will pop up

View Glossary terms in your Knowledge items

  1. Click the glossary term

  2. A popup window will appear with the term. If there is more text than the window can fit, it will be cut off. To see the full text, click anywhere inside the popup window.

  3. The full text will be displayed in the sidebar. If synonyms were entered, they will be listed as well. See above image.

  4. If tags were entered, they will be listed.
    NOTE: If you click on it, the Glossary page will open and all glossary terms with the same tag name will be listed.


Convert to New Editor

Existing Knowledge items created using the legacy editor can be converted to the new Editor by using the Convert to new editor link.


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