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KB User's Guide - Documents Tab - Dynamic Content Replacement

In this document, we will review a feature that allows you to replace part(s) of the original content (of a document owned by another KB subsite) with your own preferred text/or images.

Begin by Opening a Document Shared with your KB Site

  1. Navigation: KB Admin Tools > Documents tab >Open Shared Document in HTML editor mode.

    Please refer to KB User's Guide - Documents Tab - Requesting a Document From Another Group for details on how to access documents already shared with your KB site as well as how to request that a document owned by another KB be shared with your KB group.

  2. The HTML editor view will show the main content areas in read-only (e.g. Title, Keywords, Summary, Body fields, etc. are grayed out and not editable). The image below shows a sample document viewed in the HTML editor mode. Note how the text fields are gray in color and not editable.

    • Exception: if the owning group of that document has granted you permission to make changes to that specific shared document.
  3. read-only

  4. On the edit screen, expand the Show Other Notes section by clicking on the plus sign  . Once expanded, the plus sign becomes a minus sign and various fields will appear.

    The MyGroupNote field, will be editable. Below that, you will see 20 text fields which allow you to select up to 10 parts of the owning group's document and make replacements with your own, preferred content.

  5. Much like the MyGroupNote field, dynamic replacements will only show up when the document is loaded in your browser or called up via your KB site(s).
  • Note - A limitation of the dynamic content replacement feature is that it does not allow you to change the owning group's document title or keywords (as they are indexed for searching).

Making Dynamic Replacements

  1. Open the document in which you want to enter your own preferred content.
  2. Cut and paste the selected content from the Body of the owning group's document into an available Replace original text [x] field.
  3. Next, in the adjacent With [x]: field, enter the your KB's preferred content (case sensitive).
  4. Finally, choose a document Status and click on the Submit button to save your changes.
  5. Below are examples of different kinds of dynamic replacement: section header, text, image and link. 

Dynamic Replacement in the Live Document

To illustrate the examples dynamic replacement of content, see the image below. On the left is the owning group's live document. On the right is the same document with five dynamic replacements.

  1. Image - the image named flat_tire_KBCHILDDEMO.jpg was replaced with an image named fix-flat-tire1.jpg.
  2. Header - the header Remove The Tire has been replaced by Instructions for Tire Removal.
  3. Words - the word fix has been replaced by the word repair.
  4. Link - a link has been replaced by another link and, instead, displays link text.
  5. MyGroupNote - The contents of the MyGroupNote field is circled in blue at the bottom of the document.

Alert Banner Notifying Sharing Groups of Changes in their Dynamic Replacement

There may be an occasion that updates will be made by Owning group of a document in which you are making dynamic replacements. Should the Owning group update content you are dynamically replacing, an alert banner will appear on the very top of the document when viewing it in the KB Admin Tools and/or on the Live Site(s).

Whether in the KB Admin Tools or the Live Site, a user may report the alert to the document owner who has dynamically replaced terms or images in a document owned by another group.

In the example below, the Owning group updated text that was being dynamically replaced by the User's Guide KB. Here is what the alert banner looks like from within the KB Admin Tools.

To notify the your Group's document owner via email, click on the Report this issue button. After this button is clicked you will see a verification message in green.


The document owner will receive an email similar to the one below:


The image below shows the alert banner and the Report this issue button when viewing the document from the User's Guide KB Live Site.

To notify the document owner via email, click on the Report this issue; button. After this button is clicked you will see a verification message in green.


The document owner will receive an email similar to the one below:


Dynamic Replacement Best Practices

It's important to consider the potential consequences of a given dynamic replacement. Unintended changes may be made. Please consider the following:

  1. Dynamic replacement is case sensitive.
  2. You may need to make more than one dynamic replacements if the term you want to replace is all lowercase and also begins with a capital letter elsewhere in the document.

  3. Place a leading and trailing space around the word you would like to replace.
  4. The image below shows two instances of the dynamic replacement of fix with repair.

    The field Replace original text [7] shows the term fix with a leading space before and a trailing space after it. The dynamic replacement is looking for this exact value (e.g. the lower case word fix with a leading and a trailing space).

    Whereas the field, Replace original text [6], fix does not have a leading space before it nor a trailing space after it.

  • Leading and trailing spaces prevent unintentional replacement of words like fixture, affix, suffixed into repairture, afrepair, sufrepaired.
  • Leading and trailing spaces also prevent unintentional replacements in image names, for example: fix-flat-tire1.jpg would be changed to repair-flat-tire1.jpg. An image name change would point to an incorrect image title. The attempt to dynamically replace that image would yield a broken link.

Keywordsdocument My Group Note MyGroupNote Other Notes share shared documents share request replace use preferredDoc ID36831
OwnerLeah S.GroupKB User's Guide
Created2014-01-28 17:17:29Updated2021-06-01 13:19:26
SitesKB User's Guide
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