KB Author Training - Editing an Existing Document

This document contains instructions for editing an existing document. It also includes a training exercise in which document authors edit the sample document they created in KB Author Training - Creating a New Document. For detailed information about other aspects of the document editor, please continue with this training series or return to the KB Author Training - Overview.


  1. To edit an existing document, first locate it in the KB Admin Tools. Begin by clicking the Documents tab.

  2. Links in the left-hand navigation menu: Active, In Review, In Progress, Inactive and Trash act as shortcuts to lists of documents by status. Click on any of these links to see a list of documents of the corresponding status. For example, to see all documents in 'Active' status click the Active link. Once you click on a status, it is highlighted in blue.

    The image below shows the left navigation bar with a red box around the documennt status types, Active, In Review, In Progress, Inactive and Trash.

    left navigation bar with statuses in a red box Active In Review In Progress Inactive and Trash
  3. After you've selected a document status, you can refine your search by using the filter dropdowns underneath the Status heading on the top of the screen

    The image below shows the Search/ display filters beneath the Documents In Review .


    The below table contains a list of the fields and their function in filtering search results:

    The below table contains a list of the fields and their function in filtering search results
    Field Name Description
    ID or comma delimited IDs
    A document ID # or query string may be entered here. If a document ID is entered all other filters are ignored, that document is opened for review.
    Search term
    Enter keywords here. Results from a keyword search will be returned for all documents whose title or keywords contain the query string entered. Case is ignored. All other filters will be used in a query string search.
    By default, Keyword searches are run. In this dropdown, you can choose from searches; Keyword and Full Text Search (FTS) with the query string and other filters.
    Search priority Keywords search is run by default. By selecting Top, High, Normal, Low, Exclude (e.g. Exclude from search) from the drop down menu, a query will be run with the query string and other filters.
    Topic Lists documents in the specified topic. Options to select 'All topics' or 'No topics assignment' are available in the drop down in addition to all topics set up in that KB group.
    Lists documents delineated by a specific Audience. Defaults to "All Audiences".
    Status Use this drop down to limit results to documents of a specific Status. Choices are: 'Active', 'In Review', 'In Progress', 'Inactive' and 'Trash'
    Type Use this drop down to limit results to documents of a specific Type. Choices are: 'All types', 'Document', 'Glossary' and 'Template'.
    Group Use this drop down to limit results to documents of a specific Group. Choices are: ' 'Other groups', 'All groups'. Select 'Other groups' to see all documents being shared in to your group.
    Owner Use this drop down to limit results to documents of a specific user. By default 'All owners' will be selected.
    Site By default results display documents which are either in the Internal KB site or External KB site. Use this drop down to limit results to Internal and External, Internal only, External only, Internal All or External All.
    Use this drop down filter to limit results to documents of specific a Site Access restriction(s) based on the presence/absence of a valid campus login. Choices are: Defer to SiteAccess, Ext/internal with campus login, Internal for all campus users. This setting defaults to All campus access options.
    View documents by relevance such as My/sharing groups, My Campus, My University System and Universal.
    Blog By default results display documents which do not have a blog. Use this drop down limit results to documents that do have a blog,
    Limit By default results are displayed 25 documents on a page. Use this drop down to adjust the number of documents displayed on a page.
    Go Click 'Go' to execute the search.
  4. Once the document you are searching for appears in the search results, open it for editing by clicking on the document title.

    The image below shows a document in the In Progress queue with a red arrow poiting to thhe document title to click on.

    Click on document title to edit

    Alternatively, if you search directly by document ID, you will be taken to the document automatically once you click on the Go button.

    The image below shows a two paneled image. On the left panel, a doc ID is typed into the ID or comma delimited IDs field and highlighted with a red box. Upon clicking the Go button, the left panel of his image shows the document in read-only mode. Click on one of the buttons above the Body field to take action; Edit, Save as, See revisions, View Source, Export as XML (users with Publish permissions will see the Delete button).

    Document number entered in ID or comma delimited IDs field

  5. If the document's status is currently Active you will need to set the doc to 'In Progress' status to make changes.

    1. Scroll to the bottom of the page. In the Review Options/Comment section, select Leave doc up and set to 'In Progress'.

      Review options at bottom of the screen - Leave document up and set to In Progress selected

    2. In the Comments field, enter a brief description of changes you plan to make. Some groups may not require that comments be added before documents are updated, but it is a good practice, nonetheless.

    3. Click the Submit button

    4. You will prompted to edit or preview the document. To make changes, click Edit document XXXXXX.

      The image below shows the View/ Edit document window with a red box around the Edit Document 75607 button.

      Edit document 75607 button highlighted with a red box

  6. If the document's status is currently In Progress you can edit the document without changing its status by clicking the Edit button.

  7. You should now see the document editor with the fields described in KB Author Training - Creating a New Document.

    Note: If the Title, Keywords, Summary and Body fields are grayed out, you do not have permissions to edit the document and you must to contact the document's owner in order to proceed.

  8. Click the Save change button as changes are made.

  9. Once all of desired updates are completed, set the proper status for the document. Depending on your group's review process, you may need to activate the document yourself by setting it to Active. If your group has a review process, contact the group's KnowledgeBase admin to have them review your document and activate it.


    • The exact procedure for document review and activation may vary from group to group. If you have questions, please contact your KB site's admin regarding the specifics of your group's process.

    • If you are not the document owner or primary reviewer, we generally recommend against editing a document you do not own without permission. If you see a document that needs editing but you are not the owner, we encourage you to leave feedback or contact the owner or the primary reviewer to either offer your suggestion or to get permission to edit the document.


  1. If you are not already logged in, log into the KB Admin Tools.

    Note: If your institution is not using Shibboleth, go to the Active Directory Login.

  2. Click on the Documents tab.

  3. Since you did not make the document you created in KB Author Training - Creating a New Document active, it should still be at status In Progress. Click on the 'In Progress' link on the left-hand menu.

  4. The easiest way to retrieve the document is to enter the document ID you recorded in the previous exercise into the ID or comma delimited IDs field, then click on the Go button.

  5. If you do not have your document ID and you cannot locate your document in the list of 'In Progress' docs, try searching based on keyword. We named the sample document from the previous excercise [Your Name]'s First KB Document, so you should be able to enter your name in the 'Find' field to pull up your document.

  6. Once you've located and opened your document, click the Edit button.

  7. Add a line to the text in the Body field indicating that you've updated the document: This document was updated as part of the 'Editing an Existing Document' exercise!

  8. You should end up with something that looks like this. Once you are satisfied with your updated document, scroll down to the Status section of the document editor, make sure that 'In Progress' is still selected, and click the Submit button.

Keywords:edit update doc new make doc make make new document article KB article edit KB article write KB doc write doc make KB doc KB document document editor kbadmin kb admin change save existing doc searching finding search find locate locating update modify KB kb doc   Doc ID:23215
Owner:Leah S.Group:KB User's Guide
Created:2012-03-15 14:08 CSTUpdated:2021-10-18 11:40 CST
Sites:KB User's Guide
Feedback:  10   1