FAQ

Admin

How do I change an Admin to an Editor or a Reader?

Go to Users in the blue menu > Manage Users > Type the username in question in the search field > Click on the username > Select the new desired User Type from the dropdown menu > Update.

How do I delete a manual?

If you want to delete a manual you can click on the "trash bin icon" corresponding to the manual. Note that the manual is not deleted, it is archived and your Admin can always restore it if needed.

How do I delete a user?

Go to Users in the blue menu > Manage users > Archive the user by clicking on the "trash bin icon" corresponding to the user.

How do I change a username?

Admins can do that by going to Users > Manage Users > clicking on the relevant User > Rename > changing the Username > clicking on ok.

How do I add a user?

Go to Users in the blue menu > Manage Users > click on Add User > Fill in the required data -> Click on 'Add'.

How do I change the notification email?

Go to Settings in the blue menu > Emails > you will see all the different types of Email that can be sent by Web Manuals. Click on the relevant type of email notification and will be able to change its content. We recommend that you do this with the guidance of the Web Manuals Support staff.

How do I see if my tablets have all Operational Critical Documents needed?

In order to verify that, you should go to Users > Devices. Here you can see a list of all devices connected to your Web Manuals site via the app and under the column titled 'Documents' you can see how many of the Operational Critical Documents have been downloaded on each device.

How do I reactivate an archived manual?

Go to Documents > Archived Documents. Here you will be able to select the desired document > choose the Category where you would like to be restored > click on 'Restore'.

Can I export Web Documents as Word files?

Yes you can, and as an Admin you have the power to choose whether or not Editors can export Documents as Word files themselves. Your admin can enable/disable this function for Editors under Settings > General.

Why can I not select a Document when creating a Compliance Connection?

Make sure you have the correct manual name, and make sure that the manual name is not beginning with a space.

Can I receive an email informing me about the Users' Performance?

Yes, you can decide which user/users should receive this. You should go to Settings in the blue menu > Emails > click on 'Add an Escalation Email' in the top right corner. Subsequently, click on 'Escalation Email', which will then show in the list and you will be able to edit its content and settings.

I created a new Reviewer role, but they can not approve documents, what is wrong?

The reason for that is most likely due to the fact that the User Type Reviewer is not present in the Review step of the Workflow in question. The Reviewer User Type needs to be added to the relevant step to the Workflow by an Admin.

How do I change permissions for a role?

Go to Users > Roles > Permissions > Select/deselect the Categories that the Role in question should/should not have access to. You can do that by clicking once on the intersection between Category and Role if you would like the Role to only view the Document, and by clicking on the intersection twice if you would like the Role to also receive Reminders.

What is the difference between an Admin and an Editor?

An Admin can view, edit and review all Documents. They can furthermore create and delete users, make decisions with regards to Designs and much more. An Editor can generally only view and edit the Documents they are given access to, unless decided otherwise by the Admin, who can grant Editors extended powers.

How do I set up Operational Critical Documents?

Go to Users > Devices> Configuration. Here you can select which Categories will containing Operation Critical Documents, which will be automatically downloaded once users log into the Web Manuals app. Please note that you can also select Categories containing Operation Critical Documents for specific Roles as well. You can do that by clicking on 'Add Configuration for role'.

Editor

Why is Chrome not showing the Web Manuals Toolbar?

Your Chrome version is probably out of date, and should be updated

How do I center a Table?

Tables can be centred by right-clicking on the Table > Table Properties > alignment: centred. However, if you would like to see the table covering the whole width of the page, you should right-click the table -> Choose Table Properties -> in width write 100% -> This will make the table always be the full width of the page.

I am generating a large PDF, and it results in "Timed Out", what do I do?

Your browser has timed out against the server, but the server is still generating the PDF. Update the tab in a while and you will see that the PDF has completed generating.

Why do my word files not show in the App?

The App only shows Web Manuals Documents and PDF files.

How do I create a new first page in a chapter?

It is not possible to add a page before the first page of a chapter. You should add a page after the first page, move the content from the first page to the new second page and apply the needed content to the now empty first page.

How do I delete pages from a Web Document?

In order to do that you should go to the page that you would like to remove > click on 'Delete page'/'Archive page', which you find in the left-top corner on top of the page. Please note that in case the manual has been published, you can only archive the page. The page will be marked for archiving until the next Revision is prepared. Once a new Revision is prepared, the page will disappear.

How do I upload a signed approval?

Open the relevant Document > Settings in the grey menu on top of the Page Structure > Revision Archive > Click on the relevant Revision number > Click on 'upload' next to 'Signed Approval' > Select the file from your Documents > Click on 'update'. Note that the link to the signed approval will only visible in the published version of the LEP in reader view.

How can I change the Revision Name?

You can change the Revision Name by opening the relevant Document > Prepare > clicking on the Revision you are currently working on > changing the Revision Name. Note that the Revision number cannot be changed after the Document has been published.

How do I publish a manual?

Make sure that all pages are in the final step of the Workflow > Click on Publish in the grey menu on top of the Page Structure -> After correcting possible warnings, click on 'Publish'.

How do I add a second page to Table of Content?

You should simply add a new empty page after the page where you have inserted the ToC > drag the ToC module onto the empty page > the ToC will automatically flow onto the next page. Please make sure that you have specified the correct number of lines to show for each page. In order to do so you should click on the ToC module and then type in the number of lines to show.

Why are Reviewers not able to see Documents under 'To Review' in the Portal?

Make sure that pages are in the Review step of the Workflow. Subsequently, you should go to Review in the grey menu on top of the Page Structure > tick the box next to 'Available for review' in the top-right corner. Please note that once you do that, you will also be able to send an email notification to the Reviewers by clicking on the "email icon" on top of the Review step of the Workflow.

How do I change a chapter title?

You should open the Document > Page Structure > click on the "pen icon" with a square around it in correspondence with the chapter's first page > type in the new chapter name.

I accidentally put my entire manual in Draft, what do I do?

Contact Support, we can revert all pages with no changes don't to them back to the previous published version.

My Document does not have a revision number, why?

You need to prepare a new Revision by opening the Document > Prepare > click on 'Prepare next revision' > specify Revision name, date, issue.

How do I create a Partial Revision?

You should go to Prepare > Select the specific pages that you would like to include in the current Revision. The pages that you decided not to include will still be in Draft in the next Revision.

How do I create a MEL Table?

You can easily do that by clicking on the MEL icon that you find in the Editor toolbar on top of the page. You are then able to select its Style, how many rows you would like it to have and the ATA Chapter it should display.

Is it possible to upload multiple file documents at the same time?

Yes! When you create a new file document you can select multiple files and then click on 'Add'. Once you do that, all the files will be imported as separate documents. You can also drag and drop Documents into the Category.

Can I draw tables myself?

Yes! When you have created a table, right-click on it > Table Properties. Set table borders to 0 (zero). Now you can draw each cell border by clicking on the relevant cell > hold Ctrl and use the arrows on your keyboard.

How can I create a Checklist?

You can easily do that by clicking on the Checklist icon that you find in the Editor toolbar on top of the page.

Can I add text colours and backgrounds?

Yes! Just have your Admin contact the support and we will be happy to add them for you.

Why can I not publish a Web Document?

Make sure that all pages are in the final step of the Workflow and that you have created a Revision.

Why can I not prepare a Revision?

Please contact your admin, so that they can give you access to edit the Document.

How can I change the font size of Headings?

Please have your Admin contact the support and we will be happy to make the requested changes to your Designs.

Why are Headings not being automatically numbered? Or, why does Heading numbering show only up until a certain Heading?

This might be due to the fact that the Document Type of the Document in question has been set to only show Heading numbering up to a certain level. In order to show higher Heading numbering you should choose a Document Type that allows that. You change the Document Type of a Document by opening the Document > Settings in the grey menu on top of the Page Structure > General Settings > change the Document Type. If you would like to modify the settings of a Document Type, please contact your Admin.

My manual only numbers heading 1-3 but does not number heading 4-6, how do I number all the headings?

This happens because the manual is set to only number the first 3 headings. This can easily be corrected. Go to “Settings” in the blue menu on the left and select “Document Type”. Click on the corresponding document type you are working with and change the heading numbering in the drop down menu from here. Please note: if a document is already in use, you cannot change heading numbering afterwards for this document type. In this case, you need to create a new document type and connect your manual to it. To do so, go to “Settings” in the blue menu on the left and select “Document Types”. Click “Add document type” in the top right corner and choose the correct heading numbering from the drop down menu. Now go to your manual and change the document type from here to the new document type that you just created.

I accidentally put a single page in Draft. How do I revert it back to Final?

You should go to the relevant page > Tools menu on the right side of the page > Revisions > click on the 'X' next to the Revision that you are currently working on. By doing that, you will revert the page to the previous Revision.

How do I move a manual from one category to another?

Open the relevant Document > go to Settings in the gray menu on top of the page > Distribution Categories > Select the Categories that you would like the Document to be in > click on 'Update'. Please note that a Document can be accessed from multiple Categories at the same time.

How do I create a PDF of a Web Document without a watermark?

Open the Document > go to View Document in the grey menu on top of the Page Structure > Before you click on 'Generate' in order to generate a PDF file of the Web Document, make sure that the box next to 'with watermark' is not selected.

How do I change the Workflow of a Web Document?

You should open the relevant Document > Settings in the grey menu on top of the Page Structure > General Settings > change the Document Type to a Document Type that has the desired Workflow. Please note that once you do that, all unpublished pages will automatically be put in Draft and any document-specific editor or reviewer access will be reset.

How should I proceed if I see several Warnings under 'Check'?

The warnings are there to help you. The types of warnings you can receive are: *Update Needed - In this case you should go to the relevant page/s and update the automatic modules. *Chapter begins on even page or Chapter contains an uneven number of pages - in this case you should add one or more pages to the Document so that once the Document is printed no content will show on uneven pages. *Outdated links - in this case you should go to the relevant page/s and update the outdated connections. *Overflow- in this case you should go to the relevant page/s > add a page below by right-clicking on the page thumbnail > right-click on the page that has overflow > split section > drag the section to the Next Page button, which you find on top of the page on the left-side. *Outdated Compliance Connections - in this case you should go to the relevant page/s and update the outdated connections.

In the Page Structure, pages are named after the headings on the previous pages. Why?

Pages in the Page Structure are named after the latest heading. If you would like a page to be named differently simply add a Heading on the top of the page.

Reader

I logged in using the password provided in the Welcome Email. I am now trying to log in for the second time but I receive an 'incorrect password' error message. What should I do?

The Welcome Email contains a single-use password and a link. Click on the link and change your password as soon as you have logged into Web Manuals.

I forgot my password. What should I do?

You can reset it by clicking on ‘I forgot my password’ under the login page.

When printing from the Reader, the page content is small and it show a link in the Header and Footer. How can I avoid that?

In the print settings, under 'More Settings' you should set Margins to 'none'.

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