Using document components

Document components are re-usable content for use when creating documents and document templates. If the document component is not marked as Read-only, the component can be added, there is no link to the original component, and the contents can be edited. If the component is Read-only, the contents cannot be changed in the document.

Create a component

To create a new document component:

1. From the left menu, select Document Components.

2. Select New on the top right of the page.

3. Complete the settings including any of the following:

   • Name: Enter the name of the document component.

   • Folder: Optionally, add the folder to assign the component to. You can select <new folder> to add a folder.

   • Types, Categories, Sub-Categories, Templates, and Template Sections: These fields determine where the component will be offered as a selection during document creation and editing. Make one or more selections in a field to add restrictions to what document the component can be added to. Examples:

     • Select the Types of Policy and Procedures for the component to be available to select only from those types.

     • Select a Type of Policies and Category of Corporate and the component will only be available when creating corporate policies.

   • Summary: Add a detailed summary of the component.

   • Read-only: Select to prevent users from editing the component content. The component can still be edited on the Document Components page. When updated in the Document Components page, Read-only text is updated in all documents using the component.

   • Active: Select to make the component immediately made available to add to documents and templates.

4. Select Save to go to the Component Editor.

5. On the Component Editor, enter the component content.

   • You can select the language then enter the component content in the language. A user with the language selected in their user profile will see the document in the language.

   • Select to insert a widget. See Using widgets.

   • Select the Upload button to drag and drop or browse to a Word document to import to the section. select Upload & Save.

   • Select Edit to go to the document editor. See Using the Document Editor.

6. Select Save to save component.

Manage components

If a component is marked Read Only, it can only be edited in the Component Editor not in the document.

1. From the left menu, select Document Components.

2. To find a component:

   • Enter Search criteria to find a component.

   • Select the button to search for a component by:
     Types, Categories, Sub-Categories, Templates, Template Sections, Read-only, and Sync to Diligent One Compliance Maps application.

   • Select the Expanded button to display all components, even those in folders. Select Condensed to display the folders.

3. To manage folders, select the Manage Folder button to edit, delete, or create a new folder. You cannot delete a folder that contains one or more components.

4. To manage a component, select any of the following buttons:

   Edit to update the component.

   Clone a component and edit it to create a new component.

   Delete to remove the component.

   Move to a different folder.