Knowledge Base

The Export to PDF and HTML Screens Explained

Article ID: 314
Last updated: 21 Jan, 2015

The export to PDF or HTML screen allows you to export your knowledgebase articles to html pages or PDF files.

The Summary screen

When you first enter the screen you see a summary of any current exports that have been set up.

KBPublisher export summary screen

  1. Export functionality is provided as a plug-in and is purchased separately. If you have not purchased the plug-in you will get a message telling you that the plug-in works in demo mode--with some restrictions--but otherwise doesn't work.
  2. Add New allows you to set up a new export
  3. The records information line contains the usual information, like how many records there are, and how many pages of records there are
  4. Title is the name of the export
  5. Category to export is the top-level category that will be exported. Any sub-categories will be exported as well
  6. Last generated shows the last time you generated documentation to export
  7. The Details action allows you to view details of the specific export
  8. The Update action allows you to update the export
  9. The Delete action allows you to delete the specific export.

When you click on Add New, you are taken to the Add New Export screen.

The Add New Export screen

  1. Again, if you have not purchased the plug-in, you will get the message at the top of the screen.

Export options

The export options define what data you are actually going to export.

  1. Title is the name you are giving to this particular export.
  2. The description is displayed on the Export Details screen. Use it for information about how and why this particular document template was set up.
  3. Category to export. You can only export one category at a time but, but all sub-categories are exported as well.
    Click on the + to the right of the Category to export field to select the category.
  4. Export for user controls which articles are exported. That is, the audience for the published document.

To export all articles in the category and in any sub-categories, irrespective of roles or privileges, choose Admin user. You might use this for internal documents, or even for proofing.
To export only those articles that the user sees in the Public view, without logging on, select Not logged user
To export articles that a user in a specified role will see, select Logged user. If you select this option, you also need to assign a role.

  1. The with role field is only displayed if you if you choose to export for a logged user. Click on the + to the right of the with role box to select the role. Again, you can only select one role.
  2. If you need help filling out a specific field, click on the ? for that field.

Document options

The rest of the screen is devoted to how the output is produced.

  1. The Title is the title of the document. If you are creating a PDF this will be the front page. If you are creating an HTML page this is the name on the browser tab.
  2. Check Add to header if you want your title on every page of your PDF.
  3. The title image is the image that goes on the front page of your PDF document. We recommend that this image be no larger than 500x500 pixels.

These images must be in the HTML settings folder on the server.  To upload an image from you local drive, click on the folder icon next to the Title image field.
Once the image is on the server, select it, and attach. Then close the image load browser to return to the Export screen.

  1. When you check the PDF button extra fields are displayed for you to complete. These fields are specific to the PDF output.
  2. Orientation allows you to set the page as portrait or landscape.
  3. If you intend to print the document on a double-sided printer, select two sided. This gives mirror-image page headings.
  4. If you want your document to have a logo in header, add a logo image.

    To add the logo, click on the folder icon next to the Title image field. Again, you can browse and upload it from a local drive if you wish. 
    Once the image is on the server, select it, and attach. Then close the image load browser to return to the Export screen.
    We recommend that the logo image be no larger than 200 pixels wide by 100 pixels high.

  5. You can also password protect your document by adding a password
  6. If you choose HTML (one page) your document is produced as one big HTML document.
  7. If you choose HTML (many pages) each article gets its own HTML page.
  8. Click Save to save the template without generating the document.
  9. Click Save and Generate to create documents as well as saving the template.

To actually view the generated document you need to go back to the Export screen and click on the template you have saved.

Article ID: 314
Last updated: 21 Jan, 2015
Revision: 3
Views: 13631
Comments: 0
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