The online documentation creator is a tool used to create on-line documentation much like the help files used by desktop applications.  This tool makes creating documentation easy while automatically creating expanding menus and searchable documents.

Features & Benefits

• You can choose to allow members to comment on each page in your documentation.  This will allow you to use your member's comments to make more complete documentation... very "web 2.0 ish"!
• Add supporting documentation links using other iGrOOps applications like audio, video, a/v, FAQs, or use any other outside supporting source.
• Set the access rights on a per documentation basis.  This will allow you to create documents for the public, members only, or even just administrators if you wish.
• Enter complete description and keyword tags for each page to increase search engine exposure and placement.
• Expandable menus just like most desktop software.  This gives users a familiar and comfortable environment.
• An easy-to-use menu creator that allows you to shuffle the order of pages and create hassle-free expandable menus.
• WYSIWYG page creator.  No need to know HTML!
• Choose from several pre-defined note boxes to spice up your documentation and bring attention to important or interesting information.
• The search feature provides users with an simple way to search the documentation.
• The print feature makes it easy for users to print the entire documentation in a printer-friendly format.

Add value to your iGrOOp by allowing your members to create their own documentation.

Activating this Feature

Like all iGrOOps applications, you must activate this in your administrator settings.

1. Make sure you are logged on to iGrOOps and you are an administrator of the iGrOOps in which you are logged in.
2. Click the administrator settings icon on the top menu (the icon with the two checks)
3. Select "Edit iGrOOps: Applications / Permissions" from the pull down menu at the top of the page.
4. Scroll down until you see "Documentation Creator" - make sure that application is checked (selected).
5. Choose the permissions you would like for this application.
6. Click the "Save and Next" button at the bottom of the page.

This application will now show as an available application in your iGrOOp.

What are "permissions"?  Permissions are what allow certain users access to an application.  For the documentation creator, permissions can be set to allow users to READ documentation created, and permissions to allow users to CREATE documentation.

The "world" is anyone who is not a registered member of iGrOOps.  "Visitor" is a member of another iGrOOp besides yours.  "Member" is a registered member of your iGrOOp.

Documentation Architecture

The iGrOOps documentation, or "docs" for short, is made of two parts: the document and the pages.  An iGrOOp can have unlimited docs and each doc can have unlimited pages.

Each doc can be accessed by a direct URL which looks like this:

http://www.igroops.com/igroops/[your_igroop]/docs/[docname]

Now each page within the document can also be accessed by a direct URL:

http://www.igroops.com/igroops/[your_igroop]/docs/[docname]/[pagename]

You choose your own [docname] and [pagename].  These must be simple names consisting of only letters and/or numbers.

Creating a New Document

A "document" can be anything that contains information with one or more pages.  The document has a menu which appears on the left hand side of the page and allows for easy navigation between pages within the document.

To create a new document:

1. Visit your documentation creator.  You can browse to it by clicking the applications icon within your iGrOOp, or access the URL directly
   
   http://www.igroops.com/igroops/[your_igroop]/docs/
   
2. Click the "Create / Edit Documentation" link.
3. Under "Create New Documentation" click the "Create New" link.
4. Complete on-line instructions or follow detailed instructions below.

Start with the Global Settings.  These global settings are for the entire document and only need to be set once -- prior to the creation of the first page.

• Access to documentation.  You can choose to deny guests (world), visitors, trial members, or members, to this documentation.  Keep in mind that the global permissions take precedence over these permissions.  So if you have already denied the world read permissions/access, leaving that box unchecked will not do anything.
• Documentation Name. This will be the human-readable name of the documentation that is shown in the documentation list, and at the top of each page of the documentation.  This can be up to 100 characters and can contain just about any character.  This should be a descriptive name that identifies what your document is all about.
• Documentation Name in URL.  This will be the filename for the document that appears in the URL.  You can use only letters and numbers.  This should be descriptive and short (50 characters max). For example, for this document, the Admin Manual, the filename is “adminman”.
• Allow members to comment on each page in this documentation.  Check this option if you want to allow members to comment on each page of the documentation.  The comments will be shown publicly on each page and you as the creator of the document can remove any comments if you wish.
• Notify me by e-mail when a member adds or modifies a comment to any page in this documentation.  Just what it sounds like.  “Me” in this sentence is the creator of the documents. The creator does not have to be an administrator (can be regular member).
• Change Owner.  The administrator(s) only have the option to change the owner of the docs by entering the nickname of the new owner.  Remember that nicknames are case sensitive.
• Delete Entire Documentation.  If you are editing a page, you will see this option available under the global options.  By checking this box, and confirming this action via the pop-up window, you will delete all pages within the document as well as all comments for the page.  This action cannot be undone so use with caution.

The change owner option will only show for administrators of the iGrOOp, not to members.  The Delete Entire Documentation option will only show when you are editing an existing page within the document – not when creating a new page.

People like to get information in many different ways.  Some people like familiar formats such as written documents ( like this one ), where others prefer seeing examples, trying demos, watching videos, etc.  As a creator of a document, you can link other supporting material to your documents by entering the complete URL under the “resource links” option.  These URLs are specific for the page which they are on. Some options such as the resource links are hidden by default to save space.  If you wish to enter any resource links for a page, you must click on the green plus icon to the left of the words “Resource Links”. The resource links will appear at the top of the page in a consistent, organized format.  Only the icons/links will show where you have entered a URL.  The following link options are available: 

• Audio Link – use the MP3/Video library or any external audio file URL
• A/V Presentation Link – use the A/V Creator
• Demo Link – use a URL to a working demo of the product you are describing
• Example Link – a URL to an example       
• FAQ Link – use the FAQ creator and link to the specific category
• Images Link – create a photo gallery or screen captures or other image
• Video Link – use the MP3/Video library or any external video file URL

Local page setting apply to the page being created only, not the entire document.

• Page Title. This will be the human-readable name of the page that is shown in the left menu, and at the top of each page of the documentation.  This can be up to 100 characters and can contain just about any character.  This should be a descriptive name that identifies what the page is all about.
• Page Name in URL.  This will be the filename for the page that appears in the URL.  You can use only letters and numbers.  This should be descriptive and short (50 characters max). For example, for this document, the page name is “doccreator”.
• Page Description.  This is the description that is coded in the description meta tag viewable within search engines and by search engines.
• Keywords. Words that help describe what the page is about.  This is coded in the keywords meta tag viewable within search engines and by search engines.
• Documentation Menu Order.  Use this javascript-based tool to define how your left menu will look and in what order your documents will appear.  Use the up arrows to move a selected document up in the order, the down arrow to move a document down, the right arrow to indent a selected document, and the left arrow to take an indent away.

Your menu must begin with a document that is NOT INDENTED.  Otherwise, the menu will not function correctly.  If you are deleting the first page of a document, make sure you adjust the indents of the other documents, or add a “splash page” in its place.

• Page Content.  This is a HTML editor that uses familiar buttons and icons to define how your page will look.  One tool that may be unfamiliar is the “styles” pull down menu which contains several pre defined “notes” that you can use to spice up your documentation and call attention to certain points.  These styles are all shown below.  To create a special note using one of these styles, start by hitting the enter key to create a new paragraph, select a style from the list, then type your note.  You will see the text appear in your note.  DO NOT HIT THE ENTER KEY WITHOUT HOLDING THE SHIFT KEY WITHIN THE NOTE.  If you do, it will look ok, but when it saves the formatting will be gone.  To create a new line within the note, hold the shift key then hit the enter key.

Use these neat styles to enhance the look and readability of your documents.

If you use another editor, like Word, to create your doc pages, then cut and paste, these styles can get messed up.

This is a really great feature -- this entire page took me just minutes to create (longer to write)

These tips will help you to sell more product (in a very indirect way)

These tips use CSS with embedded background images inserted by the WYSIWYG text editor.

Remember not to forget things you once knew but no longer don't.

If these tips look distorted in your final page, it most likely has something to do with spaces.  Remove the tip, make sure there are spaces before the tip, then add it back in.

• Delete Page.  If you are editing an existing page, you will see the option to delete the page.  By deleting the page you will be also deleting any and all comments associated with the page.
• Edit Member Comments.  Any comments left by members will be in this section (remember to click on the plus icon to expand the section to view all the reviews.  You can delete any comments – you cannot actually edit them, unless you were the one who left the comment.

The document creator uses a single comment system, meaning each member can leave only one comment per page.  Anytime the member returns to the page, their comment will be in the text field where they can edit or update it, but it will still be just one comment.  This single comment system prevents members from using comments as a personal support system and prevents members from carrying on conversations within the document comments.

Don’t forget to click the “Save Changes” button at the bottom of the page to save your work. It is suggested that you save your page often during the creation phase.  Since you are using an online tool, you will not have a local copy.  Save often!

Editing a Page

Once a page is created, you can make changes to it by following steps 1 - ? above for creating a new document, then selecting the page you wish to edit in the “Page To Edit” pull down menu.  When you select the page from the menu, you will automatically be taken to the page for editing.

Make sure you allow enough time for the page to load or you will not see the content in the editor.

Deleting the Entire Document

To delete an entire document, you must first edit or start to create a new page within that document.  Click on the global settings link to expand that link, and you will then see the checkbox for deleting the entire document.  Check that box, click "yes" on the confirm box, and save/edit the document.  This will delete the entire document with all pages and comments so be sure this is what you want -- there is no "undo" for this option!