Write and format a document

Longer text fields in a document use a text editor with a toolbar, much like a word processor. You type in the field and format the text with the toolbar buttons: font, size, headings, bold, colours, lists, alignment, tables, links and images. Text in the editor is saved automatically as you type and when you leave the field, so you do not have to save to keep it. If the field has a table of contents, it is built from the text formatted as Heading 1 and is shown when the document is in view mode. Images and files you upload through the editor become attachments of the document. Which fields use the editor depends on your company’s setup of the module.

Before you start

• You must own the current step of the document, so that it opens in edit mode, and you need the Edit right on the module’s row, set by your user administrator. Only the owner of the current step can change it; see Create a document and send it for approval.
• The field you write in must be a text editor field. You recognise it by the toolbar above the text box.

Steps

1. Open the document in edit mode and go to the section with the field.
2. Click in the text box and type.
3. Format the text with the toolbar. Hover over a button to see its name; every button is described in The text editor. The most used ones:
   • Blocks: choose a paragraph or a heading level for the line you are on.
   • Bold, Italic, Text color, Background color, Clear formatting.
   • Bullet list, Numbered list, Decrease indent, Increase indent.
   • Align left, Align center, Align right, Justify.
4. To get a table of contents, tick the table-of-contents checkbox above the editor, and format each heading that should be in it as Heading 1 under Blocks.
5. To add a table, click Table, insert the table and type in the cells. The buttons “Table cell align top”, “Table cell align middle” and “Table cell align bottom” set where the text sits in a cell.
6. To add an image or a file, use one of these ways:
   • Click Insert/edit image and upload the image, or give its web address.
   • Click Insert/edit link and upload a file with the browse button. A text link to the file is inserted.
   • Upload the image as an attachment first, with the paper clip in the button bar or by dragging it onto the document (see Add attachments to a document). Then click Insert Field Image and click Insert next to the image.
7. To insert a diagram from the Diagrams library, click Insert Diagram on the toolbar; see Insert a diagram in a document. The button is there only if you have access to Diagrams; see Get access to Diagrams.
8. To link to another document in your company, open the Document menu in the editor’s menu bar and choose Insert internal document (or press Ctrl+Q). Pick a module, find the document (you can use the Search documents box) and click it.
9. Continue with the rest of the document. When you stop for now, click the floppy disk (Save and continue later) in the button bar: it saves the document and takes you back to view mode. Or send the document on.

What you should see

• The formatted text in the field. The text is saved as you type and when you leave the field; the top bar shows the save status while you edit.
• Images and files you added through the editor are listed in the Attachments view at the bottom of the document page.
• A link to another document shows that document’s title. Clicking it opens that document for readers who are allowed to open it.
• In view mode, a field with a table of contents shows the list of Heading 1 headings above the text. Click a heading to jump to it. The table of contents is not shown in edit mode.

Good to know

• Only Heading 1 goes into the table of contents. Headings formatted as Heading 2 or lower are not listed.
• Pasted images are not kept. An image you paste into the editor is not saved with the text, even if it seems to be there. Insert it as an attachment instead, as in step 6. Pasted text keeps its formatting; use Clear formatting to remove it. To move a whole text from Word or PDF, see Move content from Word or PDF into a document.
• 20 MB per file. A file larger than 20 MB, or an empty file, is refused with “File size is too large. Maximum size is 20 MB”. If the upload fails for another reason, you see “File Upload Failed”.
• An image used in the text stays in the attachment list. As long as an attachment’s image is used inside the editor, it cannot be deleted from the attachment list. Remove the image from the text first.
• Internal links only to documents you can read. Insert internal document lists only the modules where you have Read, and only published documents in them. If a module has none, it shows “No documents”.
• English and Norwegian text. Some fields have two buttons, “English” and “Norwegian”, above the editor. Each switches the editor to the text in that language. A required field of this kind counts as filled when either language has text.
• Templates. Insert template in the Document menu inserts a ready-made text, either one from Antenor or one your company has made. Your company’s own templates are managed under Super > Templates by someone with the Admin level on the Super area row.
• Full screen. Fullscreen on the toolbar gives the editor the whole window. Click it again to return.
• The editor’s language follows your language setting; see Change language or password. Spelling is checked by your browser.

Next step

• Comment on a document and mention colleagues
• Create a document and send it for approval

Related

• The text editor
• Fill in the fields of a document
• The field types in a document form
• Insert a diagram in a document
• Add attachments to a document
• Edit mode: buttons, the send dialog, the required-fields dialog
• The document page in view mode

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