FlexDocs

How to create FlexDocs, view their content and details, and edit their settings in the Knowledge Center.

FlexDocs are powerful, customizable documents that allow you to create and share information effectively in Joy, similar to a Microsoft Word or Google document. You can use FlexDocs to share a wide variety of content, including:

  • Policy manuals
  • Standard Operating Procedures (SOPs)
  • Process documentation
  • Internal guides

A FlexDoc is made of pages containing text, images, links, embedded media, and more. You can manage the pages and content in a FlexDoc using the FlexDoc Editor. With collaborative editing and centralized management, FlexDocs ensure your resources are accurate, organized, and easily accessible.

In the Knowledge Center, FlexDocs are displayed alongside your other assets as cards. You can quickly identify a FlexDoc by the icon on its card.

To quickly find a FlexDoc, type its name into the Search bar.

Viewing a FlexDoc's content

To view a FlexDoc from the Knowledge Center, simply click its card. This opens the FlexDoc's content. Above the content are icons to view the FlexDoc's details, edit its content, open the content in a new tab, and a More Actions icon that reveals additional options to edit the FlexDoc's details.

When you view a FlexDoc's content, you'll see that it's organized into two main sections.

On the one side, you can see a list of all the pages within the FlexDoc, similar to a table of contents. By looking at the different page names, you can get a general idea of what's included in the FlexDoc and how it's structured. Click a page name to jump to that part of the FlexDoc. To help you navigate quickly, the headings within the page are also listed in the tree menu. You can click on a heading to jump to that section on the page.

On the other side, you can see the content included in the FlexDoc, such as text, media (e.g., images, videos), tables, headings, and more.

A FlexDoc with a list of page names on the left side and the document content, comprised of text and images, on the right side.

For a full-page view of the FlexDoc, click the Open icon to view it in a new tab.

The FlexDoc Editor displaying a document called Advanced Energy Solutions Product Guide. The tree menu on the left lists the pages, while the main content area features a logo, text, and an image. The Knowledge Center. An arrow points at the card for a FlexDoc called Automated Reactor Inspection System \(ARIS\) Operating Manual. The Knowledge Center. An arrow points at the card for a FlexDoc called Automated Reactor Inspection System \(ARIS\) Operating Manual. The FlexDoc header. An arrow is pointing to the Edit icon, Admin View icon, Open in New Tab icon, and More Actions icon. A FlexDoc called Advanced Energy Solutions Product Guide. A box appears around the list of page names on the left side of the FlexDoc. An arrow is pointing to the box. A FlexDoc called Advanced Energy Solutions Product Guide. A box appears around the content on the right side of the FlexDoc, comprised of text and images. An arrow is pointing to the box. A FlexDoc called Leadership Training. An arrow is pointing to the Open in new tab icon in the FlexDoc header. The Knowledge Center with several cards displayed. An arrow is pointing to the More Actions icon on a card which is open to reveal additional options such as About, Edit Details, Edit Content, and Assign. The Learner View icon \(a book\) in the top-right corner of the FlexDoc Admin panel. An arrow is pointing to the icon.

Viewing a video in a FlexDoc

Videos embedded in FlexDocs feature intuitive playback controls with options to play or pause content, adjust audio levels, and expand the video to full-screen mode.

A video titled Meet Our Team embedded in a FlexDoc. The player features a large central play button and a toolbar at the bottom with options to play, adjust volume, and view full screen.

Assigning a FlexDoc

You can assign a FlexDoc as a task for yourself or another user. To assign one or more FlexDocs, hover over a FlexDoc's card to reveal its checkbox, then select the FlexDocs you want to assign. Click the Assign icon, or click the More Actions icon and select Assign. A task is created for each selected asset.

You can also assign a single FlexDoc while viewing it by clicking the More Actions icon and selecting Assign, or by clicking the More Actions icon on the FlexDoc's card in the Knowledge Center and selecting Assign.

Selecting Assign opens the Assign window, where you can specify details such as who you're assigning the FlexDoc to and when it's due. For the full Assign window details, see Creating a task.

A FlexDoc called Proposal Template. The More Actions menu is open. An arrow is pointing to the Assign option.

Viewing a FlexDoc's details

You can get more information about a FlexDoc by clicking the More Actions icon on the FlexDoc's card in the Knowledge Center and selecting About. If you're viewing a FlexDoc's content, you can click the Admin View icon to get more information.

This opens the FlexDoc Admin panel, which features two tabs: Overview and Details.

An open More Actions menu on a FlexDoc card in the Knowledge Center showing About, Edit Details, Edit Content, and Assign options. An arrow points to the About option. The Admin View icon \(a gear\) in the top-right corner of an open FlexDoc. An arrow is pointing to the icon.

Overview tab

The Overview tab provides a high-level summary of the FlexDoc.

About: A description of the FlexDoc.

The Overview tab of an open FlexDoc showing the About section with a description of the document. An arrow points to the About text.

Details tab

The Details tab is organized into two sections.

Basic Info

  • Title: The FlexDoc's name.
  • Status: Whether the FlexDoc is active or inactive. Inactive FlexDocs are only visible to users with owner access.

Advanced

  • API ID: The ID you can use to reference the FlexDoc if you're using the Joy API.

To switch from viewing information about the FlexDoc to viewing its content, click the Learner View icon.

The Details tab of the FlexDoc Admin panel with Basic Info and Advanced sections shown.

Creating a FlexDoc

Go to your Knowledge Center

Open the Knowledge Center from the main menu.

Navigate to the destination folder

Open the folder where you want to create your FlexDoc.

Click +New, then FlexDoc

This will open a draft FlexDoc in the FlexDoc Editor.

Add the FlexDoc's information and content

By default, you will start with a blank page where you can click the Information icon to edit the FlexDoc's information, such as its name and description, and start adding content.

Publish the FlexDoc

When you're ready to make your FlexDoc visible to other users, click Publish.

To quickly rename a FlexDoc from the FlexDoc Editor, hover over the name and then click the Edit icon.

The Knowledge Center in Joy with an arrow pointing to the FlexDoc option in the +New dropdown. The header area in the FlexDoc Editor. An arrow is pointing to the FlexDoc's name, Untitled Document, and the Edit icon.

Editing a FlexDoc's content

To edit the content of your FlexDoc, find it in the Knowledge Center and click on its card. While viewing the FlexDoc, click the Edit icon. This opens a draft of the FlexDoc in the FlexDoc Editor.

From here, you can manage your FlexDoc's pages and add content such as text, images, and videos. You can even use the built-in AI to help you generate content.

When you're ready, publish the FlexDoc to share it with your users.

A FlexDoc called HR Policy Guide. An arrow is pointing to the Edit icon. The FlexDoc Editor. The Welcome page is selected in the left navigation, and the main area shows the page content, including text and an image, along with a toolbar at the top.

Editing a FlexDoc's settings

Locate the FlexDoc in your Knowledge Center

Find the FlexDoc's card in the main view or by searching.

Click the FlexDoc's card to view it

The FlexDoc's content opens.

Click the Admin View icon

This opens the FlexDoc Admin panel.

View the Details tab

All of the FlexDoc's fields and settings are found here.

Click the Edit icon

The fields on the tab become editable.

Edit the FlexDoc's fields and settings

Update the fields as needed.

Save your changes

Click the Save icon.

You can also edit a FlexDoc's settings by clicking the More Actions icon on the FlexDoc's card in the Knowledge Center, then Edit Details. If you're in the FlexDoc Editor, click the Information icon.

The details tab of a FlexDoc’s Admin panel. The Title field is filled in with "Advanced Energy Solutions Product Guide" and the Status is "Active". The Knowledge Center with several cards displayed. The More Actions menu is open for a FlexDoc called Advanced Energy Solutions Product Guide. An arrow is pointing to the Edit Details option. A FlexDoc called Advanced Energy Solutions Product Guide. An arrow is pointing to the Admin View icon in the top right corner of the banner. The FlexDoc Editor. An arrow points to the circular Info icon in the header. The FlexDoc Admin panel for a FlexDoc called Advanced Energy Solutions Product Guide. The Details tab is shown, with a section for editing basic information like the title, status, and description of the asset.

FlexDoc fields and settings

All of the FlexDoc's fields and settings are found on the Details tab of the FlexDoc Admin panel, organized into two sections.

Basic Info

  • Title: The name of the FlexDoc. Be sure to pick a name that is clear, specific, and provides enough detail so that users know what they can find in the FlexDoc.
  • Status: The state (e.g., Active, Inactive) of the FlexDoc. Inactive FlexDocs are only visible to users with owner access.
  • About: A description of the FlexDoc. Consider using this space to provide your users with a high-level description of the FlexDoc, allowing them to determine whether it's relevant to their needs. For example, describe what the FlexDoc contains, provide a summary of the document, or list its main sections.

Advanced

  • API ID (view only): The ID you can use to reference the FlexDoc if you're using the Joy API.