Default KB Template With Instructions

[Enter a brief summary for your article and if there is an intended audience, please specify here. If a summary is superfluous, click the space bar on your keyboard to register "text" as this field is required. Delete this bracket when done.]

Selections Before the Body (Above)

Title: Please use the following format - "Name of Application/System - Brief Subject (capitalize like a book title)"

Search priority: It is set to Normal by default. If this article will be referenced often, please select Top or High and it will populate at the beginning of the KB search results. 

Page Footer: It is set to the contact information for the Tech Service Desk. A secondary option is the Learning Commons.

Body Instructions (This Field)

Please use the new TinyMCE editor to populate your content. If you are in the Classic editor, please save any work and then switch to TinyMCE via the link in the red bordered box above the Body field. Check out the TinyMCE Editor instructions in the KB User's Guide. The KB User's Guide is a great resource for any information that is not listed here. 

1. Save changes

While you are creating your document, frequently select the Save change button (below the Body) so that you don't lose any work.

2. Copying content from other sources

Please make sure you click on the Edit tab in the toolbar and confirm the Paste as text option is checked prior to pasting as this will eliminate any formatting issues - OR - paste your text into an application such as Notepad first, then copy from there and paste into the body here. Images CANNOT be copied and pasted into the body. See #3 below.

3. Images and attachments:

  • Must be uploaded to a KB folder and then inserted. For more information on image requirements, please click here.
  • Do not paste images from other sources directly into the body. You may upload to the Shared attachment folder or you can select Create doc attachment folder (below the Body). For more information on this process, please click here
  • You must save the document at least once prior to uploading images or attachments. 
  • The Snipping Tool (Windows), Grab Tool (Apple), and Print Screen options are invaluable for capturing images. Please do not have extraneous information in your images. They should only highlight the content that you are describing. Borders and arrows can be added to highlight important parts of the image. To do so, open up the file in the MS Paint application, for example. The image needs to be edited and saved prior to uploading it to the KB attachment folder.
  • Screenshots should not contain your name or personal user information. Please be sure to remove/erase those details in your image editor prior to uploading to the attachment folder in your article.
  • Once your image is in the attachment folder, place your cursor where you would like to insert it, and select the Place image link in the Icon/Action section below the body of the article.

4. Actions

If you are directing the user to click on or navigate to something specific, bold the text instead of putting the text within parenthesis. 

5. Inserting links to a URL or an email address

If you enter the full URL including https://, the editor will automatically hyperlink it, however, it will not open in a new window by default. Select the text and click the hyperlink (insert/edit link) button in the toolbar. Enter the URL, select Open link in new window or tab and click Save. If you are instead linking to an email address, in the URL field, enter the address in the format of

6. Linking to another KB article within your article

Position the cursor where you would like to insert the link, select the Custom tab in the toolbar, and select KB link doc. Enter the document ID number, choose Open link in new window or tab, and click Insert.

7. Anchors

If your article is long, consider using links at the top of the article that are tied to anchors in the body. This will allow users to easily navigate through the content. Position the cursor where you would like to insert the anchor, select the Insert tab (above), and select Anchor. It will prompt for an ID. Give it a name and select Save. Next, enter the text at the top of the article that will become the link to your anchor. Highlight the text and select the hyperlink button in the toolbar. In the Anchors field, select the anchor ID/Name that you just created and select Save

8. Preview your document

Press the small Preview button below the body, next to save changes, in order to see how your article will look live.

9. Accessibility checker

Click on the person icon in the toolbar.

10. Grammar checker

You may opt to use a free browser plug-in like Grammarly.

11. Headers:

  • Use Header 3 when introducing new sections in your article as demonstrated below. 
  • To select that header, click on the Format tab and select Format>Headings>Header 3

Title of Section A

  1. Instructions for how to complete the first step.
  2. Instructions for how to complete the second step.   

A screenshot can be uploaded here

Title of Section B

  1. Instructions for how to complete the first step.

A screenshot can be uploaded here, etc.

    Additional Selections After the Body (Below)

    SeeAlso: If you want related article links to appear at the bottom of your article, insert those document ID numbers here (add a space between each ID number)

    Topics: There are a limited number of topics you can choose from. If you don't see an appropriate topic for your article, leave it blank. 

    Audience: This selection will not restrict students from seeing Faculty/Staff articles and vice versa. Users can opt to search articles that are only intended for the audience they are a part of. Please select your intended audience.

    WriteAccess: "Owner group (+owner)" is the default. It allows for any of the Parkland College KB authors to make edits to a document if need be.

    SiteAccess: Leave both options checked.

    CampusAccess: It defaults to being searchable and viewable without authentication. Most articles are configured this way. If your article is of a more secure nature, you may opt to select "Ext/Internal with campus login". If external SiteAccess is also selected, the document is searchable externally, and the document title is exposed to external site users, but document content access will require users to log in. External search results will indicate that campus login is required for these documents. For this option to work as intended, internal SiteAccess must be also selected.

    Relevance: "My group / sharing groups" is the default. It means that your document will not be searchable within other institutions' KB sites.

    Status: When creating or editing a document, the status defaults to In Progress. If you are not done creating a document but need to close your session, click Submit and you can come back to your document later. It will be stored under the In Progress link within the Documents tab in and will not be viewable from the public KB site. Once you are done and are ready to have it reviewed, change the status to Request Activation and then click Submit. The status will then change to In Review. Once it has been edited and approved by the Parkland KB admin/s, they will publish it, the status will change to Active, and it will be searchable and viewable by users. 

    Activation: Most authors will leave this as the default, however, adjustments can be useful for preparing documentation in advance of a product or service rollout.

    Expiration: Documents are automatically set to expire four years after the creation date. The document owner will receive "review" email prompts every year so that authors can go in and edit and/or update information. Owners will also receive a review notification a week or two prior to the expiration date. Please review the document(s) and make updates as appropriate. If no updates are needed, simply use the Mark as reviewed option. Expired documents are unavailable to end users so it is extremely important that you stay on top of your content! 


    Tech Service Desk

    Room A184, 217-353-3333

    Fall/Spring: 7:30 a.m. - 6:00 p.m. M-Th. / 7:30 a.m. - 5:00 p.m. Fridays

    Summer: 7:30 a.m. - 6:00 p.m. M-Th

    Submit an IT Help Ticket via

    Keywords:[Keywords are searchable within the KB. No need to enter words that appear in the title; commas are not needed. Please add as many keywords as you can to make searching easier. Delete this bracket when done.]   Doc ID:117280
    Owner:Sara S.Group:Parkland College
    Created:2022-03-10 15:32 CDTUpdated:2022-05-13 16:54 CDT
    Sites:Parkland College
    Feedback:  0   0