Introduction

The Platform provides a centralized documentation system that lets organizations create, manage and share structured knowledge across teams. The Documentation section collects guides, tutorials, guidelines and other resources that are not tied to a specific digital product. Each document is organized in pages, is versioned, and has visibility settings that can apply to the whole document or to single pages.

Documentation that belongs to a digital product (for example an API) is managed from the Documentation tab of the product itself and is versioned together with it.

What each user can see and do in this section depends on their user type and role. Administrators can change these settings at any time from the administration panel. For example, they can hide the section or disable the creation of new documents.

Browsing the documentation

Steps:

1. Click Documentation in the sidebar.

2. Use the search bar to find documents by name, category, tag, label, editor or owner. The number of items found is shown next to the search bar.

3. Click Filters to filter by Tag, Category, Functional owner or Editor, then click Show items. Click Remove filters to reset them.

4. Switch between card view and table view:

   • in card view, use Sort by to order the results by last update or title;

   • in table view, click a column header to sort, and use ⋮ › Manage columns to choose which columns to show.

5. Click a document title to open it.

Tips:

• Each card shows the title, version, category, summary, tags, functional owner and last update date. If the administrator has enabled the minimal card, only the essential fields are shown.

• Use ⋮ › Refresh to reload the list.

Creating a documentation entry

Prerequisites:

• Your role must allow the creation of documents, and creation must be enabled for your installation.

Steps:

1. Click Documentation in the sidebar.

2. Click Add.

3. In the Create documentation window, enter the Title and select the Category (both required).

4. Click Create.

Post-Conditions:

• The document is created and opens on the Documentation tab, still without pages.

Tips:

• Documentation categories are managed by administrators.

Viewing and editing the details of a document

When you open a document, the Details panel on the left shows its category, summary, functional owner and tags. You can collapse the panel to make more room for the content.

Steps:

1. Open the document.

2. Click Documentation options (⋮ in the Details panel) › See all details to also view editors, labels, creator and last update.

3. To change the details, select Edit details, or click Edit in the details window.

4. Update the fields: Title, Category, Summary (up to 255 characters), Functional owner, *Editors, Tags and Labels.

5. Click Save.

Post-Conditions:

• The document details are updated.

Adding pages

Steps:

1. Open the document on the Documentation tab.

2. Click + next to Pages, or Add page at the bottom of the editor.

3. In the Add page window, enter the Page title (required).

4. Click Save.

Post-Conditions:

• The page is added to the document and opens in the editor. A confirmation message is shown.

Tips:

• Use Previous and Next, or the page list, to move between pages. The page counter shows your position in the document.

Editing page content

Page content is edited directly in the page with a rich text editor. The toolbar includes undo and redo, headings (H1–H6), bold, italic, underline and strikethrough, text alignment, numbered and bulleted lists, links, quotes, tables, images and clear formatting.

Steps:

1. Open the page and edit its title or content.

2. When you make a change, an Unsaved changes bar appears at the bottom of the page.

3. Click Save to save the changes, or Cancel to discard them.

Post-Conditions:

• The page is saved and a confirmation message is shown.

Tips:

• Changes are not saved automatically. While there are unsaved changes, you cannot add or delete pages or use the document options.

• Use the heading buttons to structure the content. Text typed with Markdown syntax (for example ##) is not converted into a heading.

• When a page contains at least one H1 heading, an arrow appears next to the page in the list. Expand it to see the page headings and click one to jump to it. Use Expand pages and Collapse pages to show or hide the headings of all pages.

Deleting a page

1. Click ⋮ next to the page in the list and select Delete, or click the delete icon at the bottom of the editor.

2. Confirm the deletion.

Managing visibility

Visibility can be set for the whole document or for single pages, and it applies to the version you are viewing.

Prerequisites:

• Your role must allow you to manage the visibility of documents.

Steps:

1. Open the document and select the Visibility tab.

2. Choose what to configure:

   • Documentation: a single policy for the whole document;

   • Pages: a policy for a single page. Select the page from the Page list.

3. Choose the access type. For the whole document:

   • Default access: applies the visibility configured by the administrator, which is shown here in read-only mode;

   • Custom access: you choose who can see the document;

   • Full access: visible to all users of the Platform;

   • Public access: also visible to visitors of the public showcase, where the public showcase is enabled for your installation.

For a single page: - Inherit from documentation: the page follows the visibility of the whole document (default); - Custom access: you choose who can see the page. 4. In the Change access window, click Save to confirm. The new access type is applied immediately.

Configuring custom access

With Custom access, the Visibility settings section shows three groups: Organization types, Organization categories and Specific organizations. A user can see the content if their organization meets at least one of the selected conditions.

1. Click Edit on a group.

2. Select the items to grant access to, or use Select all.

3. Click Save. Use Restore or Cancel to undo your selection.

Tips:

• Changing the access type discards any custom configuration. The Platform asks for confirmation before applying the change.

• Each version has its own visibility settings. A new version starts with the settings of the version it comes from.

• Use the search bar and Filters to find items in the visibility settings.

Managing versions

Creating a new version

1. Open the document.

2. Click Documentation options › New version.

3. Confirm with New version.

The new version copies the pages, content and visibility settings of the current one, becomes the current version and opens automatically.

Viewing previous versions

• Use the Version selector at the top right of the document, or the Versions tab, which lists each version with its creation date, functional owner and editors. The version in use is marked as Current.

• Previous versions are read-only.

Restoring a previous version

1. In the Versions tab, click Restore on a previous version.

2. Confirm with Restore.

The Platform creates a new version with the content of the restored one, which becomes the current version. Existing versions are not overwritten.

Deleting a previous version

1. In the Versions tab, click Delete on a previous version.

2. Confirm with Delete. The operation cannot be undone.

Tips:

• The current version cannot be restored or deleted from the Versions tab.

• Administrators can limit the number of versions kept for each document.

Deleting a document

1. Open the document.

2. Click Documentation options › Delete documentation.

3. Confirm with Delete.

Post-Conditions:

• All versions of the document are removed. The operation cannot be undone.

Documentation management best practices

1. Use categories, tags and labels: they make documents easier to organize and find.

2. Structure pages with headings: H1 headings also build the navigable index of each page.

3. Keep the version history: avoid unnecessary deletions so that changes stay traceable.

4. Set the right visibility: for the whole document or page by page, according to your organizations and security needs.

5. Review documents regularly: keep information accurate and up to date.