Depending on whether documents are enabled on your account, you might also have the option of creating documents in MyGlue. Documents is where you can create and access the SOPs, work instructions, forms, and references you use to perform various procedures.
Before you get started, note the following tips:
- You can create documents and group them under custom folders for ease of access. Your IT service provider may have provided a few common folders to help you get started. Each MyGlue account has no folders by default.
- You can add your own folders from the Documents list view or under an existing folder. A maximum of three hierarchy levels is recommended.
- New documents are saved in the folder you created them in. In the absence of any folders, new documents will be saved directly in the documents root.
- To move a document into a folder, drag and drop it into the destination folder. You can also click the checkbox next to the document name and choose an action from the bulk actions header at the top of the checkboxes.
The steps below will help you create and manage documents in MyGlue.
- Log into MyGlue and select the organization you are a part of (if not automatically taken to your organization's main page).
- Click Documents in the left-side of the screen.
- Choose the folder that you want to create a new document in.
- Click the +New button in the top-right corner of the screen. This will create and then immediately open a new document.
- Give the document a name that will be easily searchable (e.g. Invoicing clients for consulting work).
- Use content blocks in the editor window to create your content.
- Heading - Creates a heading that is separate from other content.
- Text - Creates a textbox that can be fully formatted and include rich media, such as embedded videos, lists, tables, images, headings, and various fonts.
- Step - Creates a numbered step for a set of step-by-step instructions with a field for adding an estimated step duration as well as a roll-up summary that calculates a total duration for completing all steps.
- Gallery - Creates a separate image block that can be useful for adding larger images and images with lots of details.
- Attach any files that are related to the document. You can either drag and drop files from your desktop or, click in the dotted outline area and select the files you'd like to upload. The maximum attachment size is 50MB.
- Add any relevant related items to link to related information in your account.
- Add embedded passwords and sub-docs if needed. These items will be indexed for search but will always be stored inside the document.
- Change the security permissions if needed. The permissions will decide which users and groups from your MyGlue account, or which groups from your IT service provider's IT Glue account, can access the document.
- Click Publish.
MyGlue documents auto-save every 20 seconds, but your content will not be displayed outside of edit mode until you press Publish.
Note that you will be listed as the document owner, but anyone you share the document with can collaborate on your document if they have a role with permissions to create and edit data.
You can initiate an edit from the list view or the document window (which is where you view the document) as described here:
- Open the document.
- Click on the Edit button in the top right.
- Make your changes.
- Click Publish to publish your work.
Reordering and inserting content blocks
To reorder your document, content blocks can be dragged vertically within the document. Click and hold the top edge of the content block and move it wherever you'd like it to go.
New content blocks can be inserted between content blocks by clicking the ellipsis.
Note that in a document created with Step content blocks, you can easily reorder or insert new steps, and the numbering will take care of itself.
Depending on your user permissions, you may be able to delete a document from the list view or the document window.
Keep in mind that anything deleted from your MyGlue account is immediately deleted. There is no way for a MyGlue user to undo this action.
- Navigate to the document you want to delete.
- From the document window, click on the Delete button in the top right.
- On the confirmation prompt, click Yes to delete the document.
A revision history is apparent in the right panel as soon as you start updating your document. The Revisions section logs a revision every time you press Publish, so that you can look back at the recent changes you've made and revert to an earlier version if necessary.
As more changes are made, you'll have a revision history going back to the first version. You can go back and look at any version of the document and revert to it by clicking the version you want to use as the current version and then clicking the Replace live version with this version now link.
You can upload your existing Word documents to MyGlue, so that each document's contents are converted into a new MyGlue document.
Each import has a 50MB limit. You can import files individually or in a zipped file. If you only have a small quantity of content to import, or you only need portions of each page's contents, it may be just as easy to copy and paste the text and images directly into the MyGlue editor.
Before you begin, give your Word document a specific title under File > Properties to be used as the document name in MyGlue. Save it in .doc or .docx format and then follow these steps:
- Open the organization into which you want to import your Word document content.
- Go to the Documents section from the left sidebar.
- Click the Import button (top-right corner of the screen), and then choose Documents from the drop down.
- Under Document Importer Type, select Word.
- Next, click Choose File and use your file system navigation to select the Word document or zipped file you want to import.
- Click Continue to upload the document and begin the import process. Wait for an email from firstname.lastname@example.org that includes a link to view the completed import.
Once the import is done, you can start using the editing features of MyGlue to change the formatting and more.
Next time you're thinking about creating a document, try creating a document and relating items with the @relate feature instead. Just type the @ symbol anywhere in your text, and then type a document title, password, or other asset name. You’ll instantly get a list of possible matches. Select the one you want to link to.
Next: Searching in MyGlue