Before you start
Admin and Support users can create and edit documents within their permitted scope. The organization must allow editing, and you must have access to an existing document before editing it. Viewer roles cannot create or edit documents.
Create a document
Open Documents in the organization where the document belongs.
Use the New action to open the creation drawer.
Check the selected organization. When starting from an all-organizations view, choose the organization that should own the document.
Enter a name and the document content. Complete any other required fields.
Choose Create and wait for creation to finish.
Use a descriptive name such as “Restore a workstation backup” so colleagues can recognize the document in search results.
Edit and save a document
Open the document.
Choose Edit.
Update the content and any other fields you need.
Choose Save changes.
Wait for the Saved confirmation before leaving.
Document edits are staged until you save. Typing is not an automatic save. In the document editor, Command+S on macOS or Ctrl+S on Windows also runs the save action.
Wait for image uploads to complete before saving. A completed upload alone does not mean your edited document content has been saved.
Cancel an edit or discard changes
While editing document content, Cancel returns that field to the value it had when you began that editing session. Other staged changes can remain.
Use Discard, when shown in the drawer footer, to clear the remaining staged changes. Closing or navigating away with unsaved changes can prompt you to decide what to do.
If saving fails, keep the document open, read the error and retry after resolving it. Correct any highlighted required fields. If you need to refresh or sign in again, copy unsaved text somewhere safe first.
Format your document
Use the editor toolbar to structure content with headings, lists, links, tables and images. Keep procedures in numbered steps and use meaningful headings so readers can scan the page.
Images can be uploaded, pasted or dragged into the editor. Keep important instructions in text as well as screenshots.
See Format documents with text, tables and images for formatting controls, Markdown and HTML, and image handling.
Manage attachments
Open the document's Attachments section to keep supporting files with the record.
Drop files into the upload area or choose browse.
Wait for uploading to finish and check that each file appears without an error. The upload area accepts files up to 100 MB per file.
Select a filename to preview it. Use Download attachment to save a copy.
Use Rename attachment to update its display name.
Uploading, renaming and deleting attachments require edit access to an active record in a writable organization. Attachment changes are separate from saving document text.
Delete attachment asks for confirmation and cannot be undone through document revision restore. Check that the file is no longer needed before confirming.
Preview an earlier revision
Save or discard any outstanding changes.
Open More actions and choose Restore revision….
Select a previous saved version to open its preview.
Use the revision list to inspect another version.
Choose Exit history to return without changing the current document.
The preview is read-only. Opening a revision does not restore it.
If the restore action is unavailable, there may be no earlier saved revision, you may lack edit permission, or the record may be archived or read-only.
Restore a revision
Preview the version you want to restore.
Choose Restore this revision….
Read the confirmation, then choose Restore record.
Wait for completion and check the current document.
Restoring writes the supported saved record fields into a new revision. Existing history is preserved.
Attachments and access settings are not restored by this operation. A revision restore is not a complete rollback of everything associated with the document. Fields removed from the current asset-type schema may also be skipped.
Other document actions
The More actions menu contains actions available for your permissions and the document's state, including duplicate, organization move, archive and revision restore. Read the relevant confirmation before committing an action.
A revision restore and restoring an archived record are different operations. Do not use revision history as an archive-recovery procedure.
Archive and restore a document
To remove an outdated document from active views, open More actions → Archive… and confirm Archive asset. Archiving preserves the record so it can be restored later.
To find archived records, open the document list's Filters and turn on Include archived. Open the archived document, choose More actions → Restore asset, and check that it returns to the active view. These actions require the corresponding permissions.