Documentation Tool Setup and Configuration Guide

Topic

This guide provides instruction for enabling and setting up the Documentation app in the NinjaOne console. Once enabled, please see NinjaOne Documentation Management for more information and best practices. 

Environment

NinjaOne Documentation

Description

• Enable the Documentation Feature/Application
• Manage Documentation Templates
  • Import Default Templates
  • Create a Document Template
  • Delete Document Templates
• Documentation Checklists
• Access History for Public Links
• Related Documentation 

Enable the Documentation Feature/Application

1. Navigate to Administration > Apps > Installed > Documentation. 
   
2. Click Enable. 
   

Manage Documentation Templates

Import Document(s) from CSV

The Migration Tool allows the ability to download created templates in NinjaOne Documentation. Downloaded templates can then be imported into other environments or documentation tools. For more information, please see Documentation: Import via CSV with Migration Tool – NinjaOne Dojo (zendesk.com).

Import Default Templates

NinjaOne provides several default templates to help maximize the use of documentation. To access those templates:

1. Use the steps above to access the Documentation app. 
2. Click Manage Templates on the right side of the app editor and then select Import Templates from Library.
   
   The Default Templates configuration modal displays. 
3. Use the search field to find templates by keyword or scroll through the list of available templates. Activate the checkbox next to the template name(s) to select one or more templates to add.
4. Once selections have been made, click Save.
   
5. Alternatively, click Edit next to the selected template to add or remove its custom fields, make mandatory or add a list of pages—for more information, see Create a Document Template below. 
   
   These templates become available for use in NinjaOne and display in the Documentation app editor. 

Create a Document Template

To create a document from scratch:

1. Navigate to Administration > Apps > Documentation. Click Manage Templates on the right side of the app editor and then select Add template. 
   
   The New Document Template page displays in a popup window.
2. Use the table below to determine how to complete the fields. 
   

   Field	Description
   Name	Helps to identify the document.
   Description	Clarifies the purpose of the document.
   Custom Fields	Adds custom fields and UI elements. Multiple fields and UI elements can be added to the template.
   List of Pages	Allows for the selected custom fields to be used multiple times in an organization. See Using Documents for more information.
   Mandatory	Requires the form to be filled out in an organization. See Using Documents for more information.
   Available to all technicians	This box should be checked by default. If you deactivate the field, a new dropdown field will display below where you can select one or more technician roles to allow access.

3. Click Add under Custom Fields to add custom fields and UI elements to the template. Multiple fields and UI elements can be added to the template.
   
   
   • 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. See Using Documents for an example. 
     
   • 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—deleted templates cannot be restored. 

Import History

The Import History will show a list of documents which have been imported via an uploaded CSV file.

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 NinjaOne Documentation: Checklists for more information). 

Public Links History

The Public Links History tab relates to the public links created from the Share function in the Knowledge Base. The Share function allows system administrators and technicians with the appropriate "Global Knowledge Base Documentation Access" permissions to create a public link for specific documents. Public links allow documents to be accessed outside of NinjaOne with the branding that was configured for custom application logo.

To learn more, please see NinjaOne Documentation Tool: Public and Shared Links. 

• 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 sharing a folder with end users, the information populates under the End User Roles tab. This tab will not display until a folder has been shared with at least one end user.

• 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 secure related items for Documentation 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.