KB User's Guide - Documents Tab - Using the KB Link Doc Feature

Advantages of Using a KB Link Doc

When you add a KB Link Doc<, you don’t need to specify display text. Just enter the document’s ID, and the KB automatically uses that document’s current title as the link text. Because this is dynamic, any future title changes are reflected the next time the page loads.

A KB Link Doc automatically adjusts its URL based on both the page you’re viewing and the page you’re linking to:

• If the linked document exists on the current site, the link keeps the user on that site (a relative URL).
  Example: KB User's Guide - Introduction to the KnowledgeBase Environment

• If the linked document isn’t on the current site but is published externally, the link points to the site that owns the document (an absolute URL).
  Example: Get Help from DoIT

• If the linked document isn’t published externally, no link is shown. Instead, the text “[Link for document ##### is unavailable at this time.]” appears. This prevents internal or unpublished content—including document titles—from being exposed to unauthorized users.
  Example: [Link for document 36746 is unavailable at this time]

Inserting a KB Link Doc

• In the editor, select KB link doc... from the Insert menu, or from the toolbar icon.

• You will be presented with a pop-up modal, as seen in the image below:

  

  The fields:

  • Type - Use "Link to KB doc title" to add a standard KB Link Doc
  • Doc ID Number - The ID number of the document you are linking to
  • Open link in... - Choose whether you would like the link to open in the current window or in a new window or tab (defaults to Current Window).

  If the Doc ID number is valid and you have read access to the document, the document title appears in green. 
  Example: See  "Title of KB doc to be linked" field in green the image below.
  
  
  
  A read‑access error shown in red indicates either an incorrect ID number or that you do not have read access to the document.
  Example: See "Title of KB doc to be linked" field in red in the image below which presents an error message, "Invalid doc ID number input or access denied".
  
  

• After entering the information in the Insert/Edit KB link pop-up modal, click the Insert button and the link will be placed. The link text will be the name of the doc linked. 

  • Note: KB custom links do not insert leading or trailing spaces. To move your cursor outside of the link element, use the right or left arrow keys. 

• To display a custom URL:
  Example: https://kb.wisc.edu/kbGuide/custom-url-field

  • Place your cursor in the document where you want the link to appear
  • Click on the Insert/Edit link in the edit toolbar
  • Enter the custom url in the URL field and the Text to display field.
  • (Optional) URL will display in the current window (default) or choose New Window from the dropdown.