Adding Documents to a Firm Knowledge Base

In this article:

• Adding Documents to Your Knowledge Base
• Working with HTML Documents

Once you've added topics to your firm's knowledge base, you can add content to those topics. 

Before you begin:

• Create the root topic or subtopic you want to use for your documents.

Adding Documents to Your Knowledge Base

Examples of content might include Word documents, PDFs, images, videos, etc. How they will be displayed in your knowledge base depends on the type of file you are adding. For example, PDF and Word documents will either be displayed or downloaded, depending on the user's browser settings. HTML and image/video files (JPEG, PNG, etc.) will usually be displayed automatically in the content pane. Most other files will be downloaded when the user clicks the link for the file in the knowledge base's table of contents.

To add a document to a topic:

1. In Actionstep, go to More > Knowledge Base > Admin. A page showing your topics is displayed.
2. Click the link for one of the topics and choose Add Document from the list of options that appears.
   The Add Document to Topic page appears.
3. Click Choose File and select the file you want to include. 
4. Optionally, update the File name. This text will be displayed in the Knowledge Base table of contents.
5. Click Add Document. The document is added to the knowledge base and you're returned to the parent list of topics. 

Working with HTML Documents

You can create HTML pages and display them in your knowledge base. The following tips and tricks can help ensure your HTML content is created, uploaded, and displayed correctly: 

• File names are case sensitive so MyFile.html and myfile.html are considered separate files.
• If possible, avoid using spaces and special characters in HTML files or any of their ancillary files.
• There are a variety of HTML editors you can use to create and edit your HTML. Note, however, that even though MS Word can save documents in HTML format, Word inserts a lot of Word-specific formatting that can make it difficult to work with. Where possible, opt to use a dedicated HTML editing tool.
• If your HTML document references local image or CSS files, you must upload these files separately. References to fully qualified URLs (e.g., http://somewebsite.com/images/myphoto.png) do not need to be uploaded; it is only necessary for local references (e.g., ./images/myphoto.png).
  NOTE:  To upload images, first upload the HTML document and then click the link for the document. Then choose Edit Images from the list of options that appear. 
  
  Actionstep will create a special image directory for each document. The directory name will be the HTML file name followed by _images. In the following image, the filename is kb_cover_page.html and the associated images folder is kb_cover_page.html_images:
  Be sure to edit the HTML file and change the image path to point to the Actionstep images folder (e.g., <img src="./kb_cover_page.html_images/my_image.png"/>).
  
• Alternatively, you can upload these linked images or CSS files to a subtopic called something like system files and then simply reference them directly (e.g., <img src="./my_image.png" />). You can hide this subtopic from users using permissions. This is quite a useful option for CSS files that might be referenced by several HTML documents.

Related Articles:

• About the Firm Knowledge Base
• Setting Firm Knowledge Base Permissions
• Adding Topics to a Firm Knowledge Base
• Updating Your Firm's Knowledge Base Landing Page
• Adding Web Links to a Firm Knowledge Base
• Sharing Knowledge Base Content Between Actionstep Systems
• Accessing Your Firm's Knowledge Base Content