Manuals

What are Manuals?

Manuals in Invotra are the best way to handle large documentation that requires indexable sections and pages. 

They are the digital solution to paper files and folders. Instead of flicking through cabinets or searching PDFs, select and tap your way through clearly navigable as well as searchable collections of knowledge and information.

Roles in Manuals

There are 4 roles with the permissions to access Manuals. They are: 

  • Webmaster
  • Manager
  • Publisher
  • Editor
  • Author

Creating Manuals

We recommend you have the sections of your manual already mapped out before you begin. In the first creation screen, you can add all the sections first then assign the appropriate pages when you create them later.  

  1. Hover over ‘Content’ on the toolbar and then ‘Create content’
  2. Select ‘Manual’
  3. Add ‘Title’ and ‘Body’

Manuals creation page with title, body, text format and site section fields

Make sure the title is unique and obvious, include a helpful description of what the manual is for and why it’s beneficial, as well as assign the site section in which your manual will be located.

      4. In ‘Site Section’ attribute the right section for your manual

      5. Add an image, crop and apply crop

This image will be displayed through widgets if you select the appropriate widget style, for example:

 Image of filing with title, date and text displayed underneath

  1. In ‘Workflow options’ select ‘Published’

If you do not wish to publish your manual, leave unpublished and enable preview mode to continue editing without any users discovering an incomplete version. 

      7. Add a ‘Manual reference’ eg, initials of title and 001

      8. Add ‘Section name’ eg Chapter 1

Section editing page with name and content fields and the option to add or remove fields

To add more sections, select the  ‘Add another section’ in the white box. Ignore ‘Add another manual page’ and ‘Section contents’ as you have nothing to add. If you were to add the names of all your manual pages, the information would not be saved because the pages do not yet exist.

  1. Check ‘Review date’ is one year ahead or set as you require
  2. Search for and add the ‘Owner’
  3. Select ‘Save’

Enabling preview mode

Preview mode lets you make changes to content while it’s hidden. It will appear exactly as it will when published, except it is only visible to privileged users. 

These users would be anyone with global previewer permissions, global publishers, the local publishers from the section the manual has been assigned to, and of course, webmasters. 

To enable preview mode:

  1. Hover over your profile menu 
  2. In the dropdown, select ‘Enable preview mode’ beneath ‘Advanced options’

Preview mode displaying user's profile meny including options under My apps, My workplace and advanced options

In the example below, it has already been enabled and therefore says ‘Disable preview mode. You will find ‘Enable preview mode’ in the same place.

When enabled, you will see the following yellow box appear at the bottom of your screen:

On screen notification that preview mode is enabled

The manual section you are working on, if it is unpublished, will now be visible. Note, you will only start to see the manual sections when you add your manual pages. 

Adding manual pages to sections

  1. Go to the manual you have created
  2. Select ‘Add manual page’ in the top right corner of the screen
  3. Add your title and the content of your manual in ‘Body’
  4. Add an image if you have one, this will appear in the body depending on where the image widget is located in the manual page template. You can change this using the In Place Editor.
  5. Leave as ‘Draft’ in the workflow if you are not ready to publish the manual page
  6. Check that the ‘Manual’ your manual page is assigned to is correct

Field to assign a manual page to the required manual

Ignore sections for now.

  1. Add ‘Owner’ 
  2. Select ‘Save’

Repeat the 9 steps above until you have added all of your manual pages.

Sorting your manual pages into sections

  1. Go to your manual, the first screen you created (where you added your sections)
  2. Select ‘Options’ and ‘Edit current’ in the top right corner
  3. Scroll down to ‘Sections’
  4. Beneath your first manual section, you will find all of your manual pages
  5. Do not select ‘Remove page’ on any pages yet
  6. Instead, type in, search for and populate each manual section with the correct manual page

You can populate separate manual sections with the same manual pages. 

Section editing page with name and content fields and the option to add or remove fields

When you’ve sorted your manual pages under the correct section names.

      7. Remove the incorrect duplicate pages

     8. Add any attachments if you have them

It might be a good idea to include a download version of the manual if you have one. If you do:

      9. Select ‘Browse’ beneath ‘Add new file’ and add the file

    10. Scroll to the bottom of the screen and select ‘Save’

You will return to your manual page and see your sections and pages. Remember, you will not see anything until manual pages are assigned to manual sections.

Success message to inform a manual has ben created above a preview of the manual

Now you have added sections and pages, it’s time to design the layout of your manual.

Designing the layout of a Manual

  1. In your manual, select ‘In Place Editor’ (IPE) and ‘Customise page’

You will see the current layout and widgets arranged in their regions.

      2. If you want to ‘Change layout’ go back and select the IPE again, this time selecting ‘Change Layout’

      3. Choose your new layout and select ‘Save’

We recommend ‘Moscone flipped’ for manuals.

      4. Now select IPE and ‘Customise page’

      5. Drag and drop the widgets using the multi-directional arrow icons 

Once you’re satisfied with the new arrangement. Look at the titles and make changes to the wording and header styles so that everything is clear and consistent. To do this:

      6. Select the cogs icon (settings) in the top left corner of the appropriate widget

     Icons to adjust settings, edit, or delete a widget and manual page titles displayed

      7. Tick the checkbox to override title from ‘Manuals subpages’

      8. Add your new title and select the heading style

Widget settings option to override title with field to override heading, the heading style and keyword content

We recommend Heading style 4.

      9. Select ‘Finish’

Continue to configure each widget using ‘Settings’ until you are happy with your layout. 

Repeat these design steps in a manual page. However, remember that any changes you make in the In Place Editor directly in a manual section or manual page will be applied to every manual section and page on your intranet. 

To avoid this happening, you must create templates for both section and page. Once you have your templates set up and clearly labelled, you can select them is the section and page edit screens.

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