The Documents table and accessory tab

SECURITY  Security level with permission to access Documentation is required. Refer to Knowledge Base and Documents security settings.

NAVIGATION   > Home > Documentation Manager > click All Documents in the left panel

NAVIGATION   > CRM > Devices > Search > open a device > accessory tabs > Documents

The Documents table appears on the Documents accessory tab of the Device page, and the Documentation Manager page. To open the page, use the path(s) in the Security and navigation section above.

Tool button Description

Many Search pages (but not the widget drill-down tables) allow you to create a new instance of the selected entity. This button is visible before you execute a search:

  • Click New.
  • Contract, Ticket, and Project entities allow you to create several different entity types. Click New and select an option.

For help with populating the fields, refer to the context-sensitive Help of the page that opens.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

Include Category Documents (Device accessory tab only)

On the device accessory tab, documents related to the specific device are shown by default. An Include Category Documents check box allows you to include documents that are related to the device's category, as well.
This tab will be hidden for users without the required permissions.

The context menu is the same in both places:

Menu Option Description

View

Document Detail

Opens the selected document in View mode. Refer to Viewing articles and documents.

Document History

Opens the Document History page in a new window. The Document History table functions like other entity history tables. Refer to Entity History.

Document Version History

Opens the Version History page. Refer to Managing article and document versions.

This option is disabled if the item Content field contains legacy HTML content. Refer to Updating legacy HTML formatting in the Content field.

Actions

Edit Document

Opens the selected document in Edit mode. Permission to add Knowledge Base documents is required. Refer to Adding and editing documents.

Copy

You can copy an existing document and use it as a template for a new document. The copied document is opened in New mode. Permission to add Knowledge Base documents is required.

Delete

Opens the deletion confirmation dialog box. Click OK to delete the article. Permission to delete documents is required.

Copy to Clipboard

Document ID & Title

Copies the Document ID and Title to your clipboard.

Document URL (Link)

Copies the link to view the document to your clipboard.