Using the Document Editor

You will edit documents from the Document Editor tab. The document Outline pane on the left is where you add document sections and components. The Outline pane is not used as a table of contents but is simply a reference for each section. The actual document name, section titles, and other document content are controlled in the Document pane on the right. Some components can be read-only which does not allow editing. You can select the download button any time to download the document in Word or PDF format.

Edit the Outline pane to structure the document

Use the following steps add or change the Outline of the document, which is the structure of the document.

1. Access the document. See Finding and managing documents .

2. From a document, select the Document Editor tab. The system prevents others from making changes when the document is being edited. You can hover over the button on the upper right of the screen to see the editing status, locked or unlocked.

3. In the Outline on the left, you should see three dots to the right of Document. If you do not, you need to take ownership of the document. See Taking or releasing ownership of a task. From the Outline pane, perform the following, as needed.

   • From the top Document level of the outline, select the three dots on the document to Add a section or Rename. The section is to organize the document and does not contain document content. You can move sections to reorganize the document.
     

   • From a section, you select the three dots to Add a component, Rename the section, or Remove the section. A component is where the document contents are places.

   • From a component, you select the three dots to Rename or Remove the component.

To move a section or component down to a new location, drag the section to the left then to the new location.

Add content to the document

On the Document Editor tab, select a section and choose between the following buttons:

• Select the Upload button to drag and drop or browse to a Word document to import to the section. select Upload & Save. Once uploaded, you can edit the content. There is no link between the uploaded document and your document.
  

• Select the Select button to select an existing component, which is reusable content that you can edit after adding it to a document. To create a component, see Using document components.

• Select the Edit button to edit the existing content or add comments. See the next section for details on using the editing toolbar.

• Select the Create New button to add the initial content.

Use the editing toolbar

Use the editing toolbar to add images, links to websites, generate table of contents, add headers and footers, and other formatting common to Word. When you add text, the test displays in red until you select Save Document.

Common functions include:

to insert a widget of often-used content. See Using widgets in Policy Manager.

to control whether headers and footers are different on the first or last component.

or to remove existing content and enter your own new content or open a document to insert. If you accidentally select New or Open, select Cancel to keep the original content.

Undo or Redo to remove changes or reinstate a change.

to upload a picture or other image file.

to select the number of columns and rows and insert a table. Once the table is entered, right select it to manipulate the table and display the Table Properties to change text alignment, row height, behavior on a page break, and more.

to set the appearance of the table of contents in the right pane then select Insert.

or to add text. From a header or footer, you can select to add a number variable which is incremented in the final document.

to set margins, paper size, and layout.

to add a section or page break.

to find and, optionally, replace text.

to add a comment to the document.

to copy and paste content within the document editor.

to add a placeholder that is text, a number, or a date. After selecting the Insert Metadata button, double-select the placeholder in the document. You can define the type, lengthy, and other fields. Select the METADATA button to identify the information that will be added to the document.

to add text and paragraph formatting such as font type, size, emphasis, and color as well as paragraph alignment, numbers, and bullets.