NinjaOne Documentation Tool Configuration

Topic

This guide provides instructions for enabling and setting up the NinjaOne Documentation feature. Once enabled, refer to NinjaOne Documentation: Resource Catalog for more information and best practices. 

Environment

NinjaOne Documentation

Description

NinjaOne Documentation empowers you to chronicle, standardize, and use contextual information about your managed IT environments directly in NinjaOne.

Index

Select a category to learn more: 

• Enable NinjaOne Documentation
• Manage Documentation Templates
• Import History
• Documentation Checklists
• Public Links History
• Shared Links Administration
• End User Roles
• TOTP

Enable NinjaOne Documentation

To use the NinjaOne Documentation feature, you must enable it in the console. To do so, perform the following steps: 

1. Navigate to Administration → Apps → Installed and click NinjaOne Documentation. 
2. Click Enable. 

Manage Documentation Templates

You will use the NinjaOne Documentation application to create and manage templates, create checklists, review import history, view public and shared links, manage access for end user roles, and enable or disable time-based one-time passwords (TOTP). 

Select a category to learn more about the Documentation tab in the NinjaOne Documentation application: 

• Import Document(s) from CSV
• Import Templates From Library
• Create a Document Template
• Archive or Delete Document Templates

Import Documents from CSV

You can download created templates in NinjaOne Documentation and then import them into other environments or documentation tools. For more information, refer to

2. In the Default Templates configuration modal, select all checkboxes for the templates you would like to add and then click Save. 
   1. Use the search field to find templates by keyword or scroll through the list of available templates.
   2. You can edit a template before adding it: move your cursor over the row and click the ellipsis menu button to see the Edit option. 
   3. When you click edit, the Create document template modal opens. For instructions on managing this data, see the following section of this article: Create a Document Template.

Create a Document Template

Use the Add Template option to create a document from scratch.

1. Navigate to Administration → Apps → Documentation. Click Manage Templates and then select Add template. 

2. Use the table below to determine how to complete the fields. 

   Field	Description
   Template name	Give the template a unique identifier.
   Description	Clarify the purpose of the document.
   List of Pages	The template supports multiple documents, similar to a folder.
   Mandatory	Require the form to be filled out in an organization.
   Available to all technicians	This box should be selected by default. If you clear the field, a new drop-down menu will appear below, where you can select one or more technician roles to grant access.
   Custom Fields	Add custom fields and UI elements.

3. Open the Custom fields tab and click Add item to add custom fields and UI elements to the template. To learn more about custom fields, refer to NinjaOne Custom Fields: Resource Catalog.
   • Field: Select a field type from the drop-list and use the Label field to create a name/description for it. The Name field automatically updates to reflect the input in the Label field. When you click Create, additional fields populate to allow further configuration. Adding a tooltip provides an information bubble that users can hover their mouse over to see helpful information. 
   • UI Element: Select a field type from the drop-list and use the Reference Name field to create a unique identifier for it. 
4. Drag elements up and down within a template to change the display order. 
5. Click Save when finished.

The documentation template is now visible and ready for use.

Archive or Delete Document Templates

To delete a document template, hover your cursor over the applicable row and then click the ellipsis button that appears on the right side. You must first archive a document before you can delete it, so click Archive.

To view archived templates, make sure the filter option is set to "Visible." Hover your cursor over the row and click the ellipsis button to either restore the template or delete permanently.

When you select Delete, you will be notified whether the template is being used by any organization documents. If you choose to continue, verify your identity through MFA to confirm. You cannot restore deleted templates.  

Import History

The Import History will show a list of documents which have been imported

Documentation Checklists

Checklists are a type of documentation that NinjaOne technicians can create and manage from the NinjaOne Documentation application. Once added to the NinjaOne Documentation application, the checklist(s) can be added to the Documentation > Checklists tab on the organization dashboard (see

• Latest Access—Date and time the public link was used. 
• IP Address—IP Address used to access the link. 
• Title—Name of the public link.
• Organization—Organization to which the document belongs, if applicable (documents not tied to an organization show "GLOBAL_ORGANIZATION"). 
• Article—Title of the document accessed. 
• Share Link—URL of the public link to the document. Hover your mouse over this area to see an option to copy the link. 

A maximum of 150 results display on the page, after which the X result(s) text changes to display paginated results that can be navigated through by clicking the arrows. 

Use the available dropdowns to filter your search; results default to show all global documents by most recent access date. You can use the Search field to find access points by IP address or public link title. The Accessed Date filter allows you to search by a specific day or date range.

Use the export button to download a .csv copy of the access history list in a zip file. Use the table settings button to modify the columns that display on the page. 

Shared Links Administration

From the Shared Links tab, technicians and system administrators can edit or delete all active shared links in one place, regardless of which organization is using them. 

• Edit a shared link by activating the checkbox and selecting Edit or click the ellipsis button to the right and select Edit. 
  
• Delete one or more shared links by activating the checkbox(es) and selecting Delete or click the ellipsis button to the right and select Delete. 
  

End User Roles

When

• Revoke access to a folder. This will remove the row from the page and revoke access for all user roles associated. 
• Open the folder in a new tab. This redirects you to the Knowledge Base tab on the global dashboard, where you can see all files within that folder. 
• Edit access to add or remove user role(s) or display contents with or without a folder. 

TOTP

System administrators can allow technicians to share Time-based one-time passwords (TOTP) codes for Apps & Services, Knowledge Base, and Checklists. 

There are two parts to TOTP codes:

• TOTP Secret — this is used to generate a one-time code based on the current time. 
• TOTP Code — this is the code generated by the secret that is revealed after providing MFA authentication. This code allows logins credentials to be shared with only intended recipients while securing the data from others. 

Learn more at TOTP Codes.