Plans supporting the import of articles from Word
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Importing article content directly from Word files can significantly streamline the process of building your knowledge base. Document360 supports importing .docx files, allowing you to effortlessly transfer your pre-written content into your knowledge base.
NOTE
Document360 supports only Word files with the .docx extension. Ensure your file size is under 15MB. Other file formats are not supported.
Importing Word files
Import as a single article
To import a .docx Word file as a Document360 article,
Log in to the Knowledge base portal and select your desired project.
Select the Documentation tab from the left navigation sidebar.
Navigate to the desired category in the Categories & Articles pane.
Click the More () icon next to the category name.
Select Add article > Import (). The Import window will appear.
Drag and drop the .docx source document or click Upload a file to import it from your local storage. By default, the Single article tab will be selected in the Import window.
Click Replace if you want to select a different .docx source document.
Document360 automatically populates the Article name and Category fields based on the filename of the source document and the category you selected in step 3. You can edit both fields if needed.
Select the location where your media files should be saved from the Drive location dropdown menu.
Click Import. A success message will appear once the article has been imported.
Click Done to close the Import window and view the imported article in the editor.
NOTE
Images in the Word document will be uploaded as individual files in the selected Drive folder.
Document360 retains all external hyperlinks in the imported article.
Importing a Word file as multiple articles
To import a .docx Word file as a Document360 article,
Log in to the Knowledge base portal and select your desired project.
Select the Documentation tab from the left navigation sidebar.
Navigate to the desired category in the Categories & Articles pane.
Click the More () icon next to the category name.
Select Add article > Import (). The Import window will appear.
Drag and drop the .docx source document or click Upload a file to import it from your local storage.
Click Replace if you want to select a different .docx source document.
Select the Multiple articles tab in the Import window.
Select the location where your media files should be saved from the Drive location dropdown menu.
Select the desired heading levels (e.g., H1, H2) in the field labeled "Which heading levels create a new article?" for splitting the document into articles. By default, H1 is selected and cannot be removed. For example:
If only H1 is selected, a new article is created at the start of each H1.
If both H1 and H2 are selected, a new article is created at each H1, and H2 headings within an H1 section will also create separate articles. This is helpful when your document has multiple subsections that you want to organize as individual articles for better clarity and navigation.
Click Proceed to process the document based on the selected heading levels.
After processing, a list of articles will appear, with the heading text from the .docx file serving as the article name for each generated article. The Category fields are also auto populated based on the category you selected in step 3. You can select a different category from the dropdown menu.
When you hover over an article in the article list, the Merge, Preview, and Delete options are displayed.
Click the Merge option to merge a sub-heading article with its parent article. This will combine the sub-heading article (e.g., created from H2) into the parent article (e.g., created from H1).
Click the Preview option to view the content of the article.
Click the Delete option to delete the article.
Once you are done reviewing the articles, click Import to finish importing the articles to your knowledge base. A success message will confirm that the articles have been imported.
Click Done to close the Import window. The imported articles will now appear in the selected category.
NOTE
Images in the Word document will be uploaded as individual files in the selected Drive folder.
Document360 retains all external hyperlinks in the imported article.
Determining editors while importing .docx files
When importing articles from Word files, the editor used will be based on your selection in the Knowledge base portal settings. Follow these steps to check or change your editor selection:
Navigate to Settings > Knowledge base portal > General > Editor.
Select the editor to determine how articles are imported:
Choose Markdown or WYSIWYG editors to import Word files using the WYSIWYG editor.
Choose the Advanced WYSIWYG editor to import Word files using the Advanced WYSIWYG editor.
FAQs
What is the best practice for managing large documents in the Advanced WYSIWYG editor?
As a best practice, split large documents into multiple articles for better performance and easier management. For instance, if you are importing content from a Word file, you can use the Import Word File into Multiple Articles feature for a more efficient workflow.
What is the maximum file size for .docx files that can be imported?
The .docx file size should be less than 15MB.
Can I import multiple .docx files at once?
You can import only one .docx at a time. However, during the upload, you can choose to import it as either a single article or multiple articles.
Is it possible to import Word files using the Markdown editor?
No, importing Word files (.docx) is not supported in the Markdown editor.
Why am I facing an error while importing a Word document into Document360?
There are several reasons for errors when importing Word documents into Document360:
Missing or empty headers in the Table of Contents (TOC)
If your document contains missing or empty headers in the TOC section, this can cause an error during the import process. To resolve this, remove any empty or missing headers from the TOC and then try importing the file again. Once corrected, the import should work as expected.
Firewall blocking the upload
Another potential issue could be related to your network firewall. If your firewall is blocking the upload, you might receive an object error. In such cases, ensuring that the Word document upload is allowed in your firewall settings should resolve the issue.
Password-protected or restricted files
Word files that are password-protected or restricted to specific users cannot be imported. Ensure the file is accessible to everyone.