Managing document views

A document view determines how the document displays to a user. Document views are associated with document types. Each document type has a default document view, and each document type must have at least one document view associated with it.

Users with a KM ADM profile can add, delete, and modify document views. Use the document view editor to add a new view or modify an existing document view. When you add a new document view or modify an existing view, you should select the user profiles that you want to have access to the document view.

With good planning in combination with well-defined user profiles and document views, you can manage access to knowledge documents so that users are able to view the knowledge documents or portions of the knowledge documents they need to perform their job. At the same time you can maintain control over which users are able to access knowledge documents or sensitive information in a knowledge document.

Typically, you create a new document view by modifying an existing document view and then assigning it a new name when you save the new document view.

Rich text fields (RTFs) in document views

A rich text field is a field that has content that includes formatting properties such as font type and size. When you modify a document view, you can use the rich text editor to add rich text fields to the document view or add special sections in the document. For example, the default view contains a header section and a details section that is separated by a solid line. You can add labels to fields and use rich text formatting to distinguish the label from the contents of the field. When the system displays a document in a particular document view, it applies the formatting you specified for each rich text field. In addition, document views also include a marker (*SCKM*) that a document parser uses when rendering a document to replace the field name marked by *SCKM* with data from the file for the specified field.

Security level in document views

The security level of a document view is used to determine which document view the system displays when a user is a member of several knowledge groups. The system uses the document view that has the highest security level for the particular user.

A group permission is formed by the association of a document view with a knowledge group. Each document view has a security level and one or more groups associated with it. Zero (0) is the lowest security level. Each document view for a document type must have a unique security level. You should assign a higher number to the security level for those document views with higher security requirements. Assign security level values relative to the other security level values of the other document views for a document type.