Optimize Formatting in HTML Fields

HTMLKeyboardOne of the most common topic of questions to come into our policyIQ support team relates to how to best format content in the HTML Text fields.  Particularly when copying and pasting existing content to policyIQ, formatting of those fields can become a hiccup in an otherwise straightforward process.  Below, we recommend some of the best practices for using policyIQ HTML fields.

Tip 1: Simpler is better

policyIQ is a web application, and so the content will be HTML formatted text.  This is significant, as HTML doesn’t offer the same range of options that MS Word or another word processing program may.  Therefore, simpler formatting works best.  Specifically, complex outlines are much more difficult to achieve in HTML text.

If you can stick to simple numbering or outlines, bold, italics, standard fonts, and such, you will have more success.

Tip 2: If not required for all content changes, set Track Changes to be “off” by default

Track Changes is a great feature in policyIQ that allows you to track changes to your text.  However, it also adds a level of complexity to HTML formatting that some clients have found to be counterproductive.  While we continue to evaluate ways to improve this feature for ease of use, we suggest that you set it to be “off” by default if it is not frequently used.

You can turn it off for the entire site by default (and allow users to turn it on if they wish to use it) by going to Tools & Settings > Site Style(This must be done by a Site Administrator for the site.)

enabletrackchanges

Tip 3: Utilize “Remove Formatting” option

There is an option in the HTML text editor called “Remove formatting” which can strip out extraneous formatting.  When you paste from Microsoft Word, there is a lot of formatting that you don’t even “see”, but is hidden in the HTML code.  This can make viewing the text difficult.  Consider using this option to remove extraneous formatting.   (To find this option, see the arrow labelled “1” in the screenshot below.)

htmlformatting

Tip 4: Utilize the “Paste as Text” option if all else fails

Sometimes the text you are working with has too much hidden formatting from MS Word to easily copy and paste.  If the options above have not helped, try “Paste as Text”.  This will strip out all formatting – including bold and italics – but will take out the “bad formatting” that might cause problems.  While you’ll have to add back in some basic formatting if it exists in your text, this can be a time saver if the formatting seems to be causing issues.  (To find this option, see the arrow labelled “2” in the screenshot above.)

If you are still having difficulties getting your HTML text to be formatted in your desired way, contact us and let us help!

This entry was posted in Best Practices, Features by Chris Burd. Bookmark the permalink.

About Chris Burd

Chris is the Managing Director of the policyIQ group at RGP. She gets geeky about compliance and technology, and gets to spend every day working at the crossroads of the two. With policyIQ since 2005, Chris has worked with hundreds of policyIQ clients to implement technology and enhance their internal compliance environment. In the past few years, she's focused on enhancing policyIQ's offering as a Conflict Minerals and Anti-Corruption tool. In past lives, Chris worked as a system implementation consultant, a e-commerce specialist, a customer service call center manager, and - for one short but memorable summer during high school - a machine operator on midnight shift in a plastics factory. In her free time, she spoils her nieces, volunteers at her local food bank, and spends more time than she should taking photos of her cats. She would like to be a rock star when she grows up.

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