8Help Content

This chapter contains the following:

How You Manage Different Types of Help

You can edit the help content that comes with your application, and you can add your own help to the help windows. For example, you might want to add links to company policies or best practices. Let's look at the different types of help that you can manage.

Help Type How You See This Help How You Edit or Add to It

Fields and other UI elements

Help text appears when you hover over or click certain UI elements on the page.

You can edit this text or add your own text to other UI elements using the Page Composer or User Interface Text tool.

Help windows

Many pages have help icons. Click these icons to open help windows that contain help text, links, or both.

You can use the User Interface Text tool to edit the help text. You can add or remove links by clicking the Manage Help Content link in the help window. But you can't create new help windows to put on the page.

In some cases, the same help window appears on more than one page. So whatever you do to the help window on one page applies to the same help window in other places.

Getting Started work area

Select Getting Started from the Navigator to open this work area and review the videos and other information for new users.

You can edit or add to this content by clicking the Edit Getting Started link on these pages.

What Else You Can Do

Here's what you can do with all the help that you or other people added to help windows and the Getting Started work area:

  • If you add a lot of links in help windows, you might want to manage your help in a central place. You can use the Manage Help Content task in the Setup and Maintenance work area to view and edit all of the help that anyone added.

  • If you create help in a test environment, you can migrate all added help by exporting and then importing a configuration package.

  • If you want people to search all added help, make sure that the Help search category is enabled for global search.

Manage Help for Fields and Other UI Elements

Help text might appear when you hover over or click certain UI elements on the page. For example, you might see a help note when you put your cursor in a specific field, or hover over an icon.

How You Go About It

Why can't I see the Manage Help Content or Edit Getting Started link?

You see the Manage Help Content link in help windows if the Help Content Management feature is enabled for any offering and if you have the Manage Help Content (ATK_CUSTOMIZE_HELP_TOPICS_PRIV) privilege. You need this same setup to see the Edit Getting Started link in the Getting Started work area too.

Help Windows

The easiest way to add help is to start in the help window where you want the help link to appear. You can add links to web pages, upload files, or create help pages in a text editor.

  1. Go to the page where you want to add help and click the help icon. If you don't see any help icons, click your user image or name in the global header and select Show Help Icons.

  2. In the help window, click the Manage Help Content link.

  3. In the Manage Help Content dialog box, click Create.

  4. Select a help type:

    • Text: Use a rich text or HTML editor to enter your help content. You can include images, videos, and links.

    • File: Upload a file of any type. Your file opens when users click the link in the help window.

    • URL: Enter the full URL to a website or a file of any type, for example a YouTube video.

  5. Select a help security group if you need to restrict access to your help content. Only users with roles in the security group will be able to see the help. The predefined Secured group includes all internal employees and contingent workers.

  6. Set the status as Active if you want people to see your help in the help window. Or, you can inactivate your help so that it doesn't appear until you activate it later.

  7. Enter the title, which is the text of the link in the help window.

  8. If your help type is File, enter a description which users might see after they click the link on the help window, depending on their browser setting.

  9. Select another language if your content isn't in American English. In help windows, users see added help in the language they're using for the application.

  10. Select a country if your help is targeted at a specific country. Based on what users set in the Territory field for their regional preferences, they see generic added help plus added help tagged for their country. There's no impact on predefined help.

  11. If your help type is Text, enter your content in the text editor. Or you can click the Source Code Editing Mode icon to switch to an HTML editor.

  12. Save your work. Be aware that you won't be able to see the new link in the Manage Help Content dialog box or the help window if you set it up for a language, country, or security group that doesn't apply to you.

  13. To check your work, click your link in the help window.

Tip: Help that you add using the Text or File type has a unique URL. So, you can link to it from other help or web pages. Updates to the application won't affect the URL or your help content.

Create help using the URL for the YouTube video.

  1. Find the video in YouTube.

  2. Click Share.

  3. Click Embed.

  4. Copy the URL within the embed code, for example https://www.youtube.com/embed/<unique ID>.

    Note: Make sure that your copied URL starts with https.
  5. Open the help window and click Manage Help Content.

  6. Click Create.

  7. Select URL as the help type.

  8. Paste your copied URL in the URL field.

  9. Enter other information, and click Save and Close.

Add Existing Help to Another Help Window

You can use the same added help in multiple help windows. Let's say you already created some help content for a Create page, and now you want to add it to the corresponding Edit page too.

  1. Open the Edit page and click the help icon.

  2. In the help window, click the Manage Help Content link.

  3. Click the Select and Add icon in the Added Help section.

  4. Find the help you want to link to and select it in the search results.

  5. Click Add.

Note: When you use the same help in multiple windows, be aware that what you do in one window affects the other windows too. For example, if you change the content or status, the changes apply to all help windows where you added the help. Similarly, if you delete the help in one window, it's removed from the other windows too.

Determine Which Links Appear and in What Order

Click the Reorder button on the Manage Help Content dialog box to set the order for links to the help that you added. Your links always show up first in the help window, before any predefined help. When you create help or edit the help that you added, you set the status so that the link is either shown or hidden in the help window.

To show or hide predefined help:

  1. In the Manage Help Content dialog box, select a title in the Predefined Help section.

  2. Click the Change Status button.

  3. In the Change Status dialog box, select Active or Inactive.

  4. Click Save and Close.

If multiple help windows link to the same predefined help, the status you set here affects all those windows.

Getting Started Work Area

Manage Getting Started Content

The Getting Started work area provides pages of information to introduce new users to the application. You can edit the predefined pages or add your own, so that people get content specific to your organization.

  1. Click Navigator > Getting Started.

  2. Click a link to open the set of pages you want to change.

  3. Click the Edit Getting Started link.

Here's what you can do:

  • Create and edit pages using a rich text or HTML source code editor.

  • Reorder the pages.

  • Activate or inactivate any page.

    Tip: To hide the link to a set of Getting Started pages, inactivate all pages within that set. Users with access to edit Getting Started pages can still see the link, but everyone else can't.

    If you inactivate all sets except one, then users land on the first page of the active set when they open the Getting Started work area.

  • Delete added pages (not predefined ones).

How can I add YouTube videos to Getting Started pages?

Create or edit a page in the Getting Started work area, and include a piece of code from YouTube.

  1. Find the video in YouTube.

  2. Click the Share button.

  3. Click the Embed button.

  4. Copy everything in the text box.

  5. Back in the application, open the Getting Started work area.

  6. Open the set of pages you want to add the video to.

  7. Click the Edit Getting Started link.

  8. Open an existing Getting Started page or create a new one.

  9. Click Source Code Editing Mode in the toolbar.

  10. Paste in the code you copied from YouTube.

  11. Click Save and Close.

All Added Help

Use the Manage Help Content task to review and manage all the help that's been added across all help windows and in the Getting Started work area. You can search, for example, by title, status, or who last updated the content. From the search results, you can view or edit the content, delete it, or change its status.

  1. In the Setup and Maintenance work area, go to the Manage Help Content task in the Application Extensions functional area.

  2. On the Manage Help Content page, search for added help.

  3. Select search results and do what you need, for example, to change status or delete. Or, click topic titles to see the help content.

The page or section value tells you where people can click a help icon to open a help window. Use this value on the Manage Help Content page to search for help that was added to a specific help window, or to add more help to that window. Let's see how we can figure out where a help window is, based on its page or section value.

Where You Find Help Windows

First, you need to know where you might find help windows. In most cases, they're next to page or section titles, but here are some examples of where else you might find them:

  • On tabs, dialog boxes (windows), panel tabs, dashboards, dashboard regions, and even desktop-integrated Excel workbooks

  • In the Setup and Maintenance work area, for example within the table of tasks on the Setup page

  • In the Offerings work area, for example within the table on the Edit Features page

  • In the Learn More column in the New Features work area

How to Read the Values

The page or section value reflects how you navigate to the help window. For example, Process Details window, Output tab doesn't mean that the help window is in two different places. It's in the Output tab within the Process Details dialog box.

For the Setup and Maintenance, Offerings, and New Features work areas, the page or section value tells you the object that the help window is for. These values end with functional area, feature, task, or task list. So for example, Set Help Options task refers to the help window that you see for the Set Help Options task, on the Setup page.

When the Same Help Window Is on Multiple Pages

In some cases, a page or section value does represent a single help window that appears on multiple pages. Here are a couple of examples:

  • Create and Edit Message pages means that same help window is on both the Create Message and Edit Message pages. Note the plural pages.

  • Process Monitor section means that this help window is in a section that appears on multiple pages. You can usually tell if you see something like a section or tab name without a page or window name in front of it.

To create or edit content for help windows, it's easiest start in the help window you want to work on. But you can also use the Manage Help Content page, where you have access to all the help that's already added. You can find sets of added content, such as all the help in a selected language or all the help last updated by a particular colleague. Other than editing this help, you can create help by duplicating and editing the added help, or just creating new help from scratch. After you create help, you can make it available to users in help windows or elsewhere, for example as links on web pages.

Create, Edit, or Duplicate Help

Here's what you do:

  1. In the Setup and Maintenance work area, go to the Manage Help Content task in the Application Extensions functional area.

  2. On the Manage Help Content page, click Create. Or, search for your help, select it in the search results, and click Edit or Duplicate.

  3. Select a help type if you're creating brand new help:

    • Text: Use a rich text or HTML editor to enter your help content. You can include images, videos, and links.

    • File: Upload a file of any type. Your file opens when users click the link in the help window.

    • URL: Enter the full URL to a website or a file of any type, for example a YouTube video.

  4. Select a help security group if you need to restrict access to your help content. Only users with roles in the security group will be able to see the help. The predefined Secured group includes all internal employees and contingent workers.

  5. Set the status as Active if you want people to see your help in any help window you add it to. Or, you can inactivate your help so that it doesn't appear until you activate it later.

  6. Enter the title, which is the text of the link in help windows.

  7. If your help type is File, enter a description that users might see after they click the link to open your file, depending on their browser setting.

  8. Select another language if your content isn't in American English. In help windows, users see added help in the language they're using for the application.

  9. Select a country if your help is targeted at a specific country. Based on what users set in the Territory field for their regional preferences, they see generic added help plus added help tagged for their country. There's no impact on predefined help.

  10. If your help type is Text, enter your content in the text editor. Or you can click the Source Code Editing Mode icon to switch to an HTML editor.

  11. Save your work.

Make Help Available

After you create help, you should put it on at least one help window so that people can find it where they need it most. To do that, you can go to the help window and add the new topic. Or you can search for the page or section on the Manage Help Content page then select and add your new help.

Help that you create using the Text or File type has a unique URL. From the Manage Help Content page, you can open your help and copy the URL from the browser. So, other than linking to it from help windows, you can also link to it from other help or web pages. Updates to the application won't affect the URL or your help content.

To put added help on a help window, usually you go to the page where you want the help to appear, open the help window, and select and add your help. But you can also use the Manage Help Content page to put added help on any help window, which is useful in these cases:

  • When you don't have access to the page where you want to add help

  • When you want to add help to several help windows without opening up each one

Here's how you put added help on any help window:

  1. In the Setup and Maintenance work area, go to the Manage Help Content task in the Application Extensions functional area.

  2. On the Manage Help Content page, select a value for the Page or Section list in the Search section. The page or section value represents a help window, in this case, the one where you want to add a link.

  3. In the Search Results section, click the Select and Add to Help Location icon.

  4. On the Select and Add page, find the help you want to link to.

  5. Select the title and click Add.

If you need to make a copy of all the help that's been added, say for testing, migration, or other purposes, then you're in luck. In the Setup and Maintenance work area, you can create a configuration package then use the export and import.

Your configuration package must include one of these:

  • The Application Extensions functional area

  • A source implementation project that contains the Define Help Configuration task list, with these objects selected to export:

    • Help Configuration

    • Help Topic