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.

Create a new document view

User role: System Administrator, KMAdmin

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.

To create a new document view, follow these steps:

1. Click Knowledge Management > Configuration > Document Types.
2. Click the document type for the document view you want to create.
3. Click a document view from the list of Associated Document Views that is similar to the document view you want to create.
4. Click Modify.
5. Click Source in the editor to view the HTML source.
6. Right-click and then click Select All.
7. Right-click and then select Copy.
8. Click Cancel.
9. Click New for the document views of the document type for which you want to create a new view.
10. Click the Source button for the editor.
11. Paste the old document view into the editor.
12. Click the Source button to see the view as it will display.

13. Type a name for your new view in View name.

    For example, if you added a field called notes to the kmdocument table in dbdict and added a Notes tab to the Error Message Cause form (kmdocument.errormsg), you can copy and paste the last two lines in the document view:

    <div class="formSectionHeading">Workaround/Fix</div>
    *SCKM*fix*SCKM*

    
    to make a new section Heading "Notes" that contains the new "Notes" field:
    

    <div class="formSectionHeading">Notes</div>
    *SCKM*notes*SCKM*

14. Modify the security level for this document view.
15. To insert a field in the view, position your cursor in the rich text editor window at the location where you want the field to appear on the form or select the field you are replacing and click the Insert a Field Reference icon.
16. Select a new field in the Insert a Field Reference window.
17. Click OK.
18. You can use the formatting features of the editing tool to format the appearance of the field label and its position in the form.
19. Repeat adding or modifying the fields on the document view as required.
20. Click the Groups tab and select the document groups that can use this document view.
21. Click OK.
22. Click Save.
23. Click OK.

Add a knowledge group to a document view

User role: System Administrator, KMAdmin

Knowledge groups enable you to collect users into groups that have access to work with the same set of documents. A knowledge group might be the user for a department, a group of document authors, or a special group of users within your organization, such as subject matter experts.

To add a knowledge group to a document view, follow these steps:

1. Click Knowledge Management > Configuration > Document Types.
2. Click the document type for the document view.
3. Select the document view from the list of Associated Document Views.
4. Click Modify.
5. Click the Groups tab.
6. Click in the next blank line of the Specify the knowledge user groups that can access this view section.
7. Type the name of the knowledge group to add to this view.
8. Click OK.
9. Click Save.
10. Click OK.

Create labels for multilingual document views

In addition to creating new document views, administrators can configure the labels for the document view to display in languages other than English. The labels contain heading delimiters which the systems uses to determine the label title. A label delimiter is in the form: *SCMSG*123*SCMSG* where the number between the replacement tokens identifies the message string in knowledge management scmessage table. When the document displays, the system replaces the message number token (123) and the delimiters with the appropriate string from the scmessage table.

A document view must be multilingual enabled before you can create multilingual labels. A document view is multilingual enabled when you place the delimiter *SCMSG*123*SCMSG* in the label of the document view form using the document view editor. The default view is multilingual capable for all document types.

To configure the document views to display in languages other than English, you need to add additional message strings in the scmessage table. In doing this you provide the class km message identifier (a unique message number), the actual message string you want to display and a language code. For each language, create a new record with the same message number but the language code will be different and the message text will be the same word(s) in the appropriate language. Repeat the process for each label that needs to be multilingual. Ensure each set that represents a single label value has a unique message identifier.

Once new records exist in the scmessage table, replace the tokens in the label heading delimiter with the message number created in the scmessage table for the appropriate message text string.

This procedure is for a document view that is not multilingual enabled. Before you begin, make sure that you create a message number ID for each multilingual label on the document view form and that there are message numbers defined to display the labels in multiple languages.

To create labels for multilingual document views, follow these steps:

1. Click Knowledge Management > Configuration > Document Types.
2. Select a document type record from the list.
3. Select the document view from the View List.
4. Click Modify.
5. Select the item to update and then select the label delimiter (*SCKM*Title*SCKM*) and replace it with the label delimiter (*SCMSG*123*SCMSG*) for the label you are making multilingual. The 123 should be the message number ID from the scmessage table for the unique message number ID for this label.
6. Continue updating the other labels with delimiters for multilingual labels.
7. Click OK to save your changes.