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How to create and edit documents

Learn how to create, edit, format, and manage documents in Lexful using the rich text editor.

Written by Jeremiah Hendrickson

Who Can Create and Edit Documents

Can create/edit:

  • Admin users

  • Support users

Cannot create/edit:

  • Viewer users (read-only access)

Ask Lex can also be used to create and edit documents. Lex will also honor the permissions of the current user.

Creating a New Document

Start Creating

To create a document:

  • Navigate to Documents:

    • Click “Documents” in left sidebar

    • Or select organization → Click “Documents” tile

  • Click “Create Asset” button (top-right)

  • Document creation form opens

Required Information

Fill in document details:

Document Name (Required):

  • Title that appears in document list

  • Should be descriptive and searchable

  • Examples: “Network Diagram - 2025”, “Backup Procedure”, “Emergency Contacts”

Document Content:

  • Main body of document

  • Rich text formatting available (see below)

  • Can include images, tables, links

  • Can be empty initially (fill in later)

Create Document:

  • Click “Create Document” button to save

  • Document created and opens in view mode

  • Can immediately edit or navigate away

Rich Text Editor Features

Lexful uses a powerful WYSIWYG (What You See Is What You Get) editor with these capabilities:

Text Formatting

Basic formatting:

  • Bold: Ctrl/Cmd + B or click Bold button

  • Italic: Ctrl/Cmd + I or click Italic button

  • Underline: Ctrl/Cmd + U or click Underline button

  • Strikethrough: Click Strikethrough button

Text highlighting:

  • Select text → Click Highlight button

  • Choose color from palette

  • Useful for emphasizing critical information

Code formatting:

  • Select text → Click Code button

  • Displays as inline code

  • Useful for commands, scripts, technical terms

Headings and Structure

Heading levels:

  • Heading 1 (H1): Major sections

  • Heading 2 (H2): Subsections

  • Heading 3 (H3): Sub-subsections

To apply heading:

  • Place cursor in paragraph

  • Click “Paragraph” dropdown

  • Select H1, H2, or H3

  • Paragraph reformats as heading

Best practices:

  • Use H1 sparingly (document title level)

  • Use H2 for major sections

  • Use H3 for subsections

  • Maintain consistent hierarchy

Lists

Bullet lists:

  • Click Bullet List button

  • Press Enter for new bullet

  • Tab to indent, Shift+Tab to outdent

  • Use for unordered information

Numbered lists:

  • Click Numbered List button

  • Numbers auto-increment

  • Press Enter for new number

  • Tab to create sub-numbering

  • Use for sequential steps or prioritized items

Example:

1. First step    
    a. Sub-step one    
    b. Sub-step two 
2. Second step 
3. Third step

Block Quotes

To create quote:

  • Click Quote button

  • Or type > followed by space

  • Useful for citing information, highlighting important notes

Links

To add hyperlink:

  • Select text to link

  • Click Link button (chain icon)

  • Enter URL in dialog

  • Click Apply or press Enter

Images

To add image:

Method 1: Upload

  • Click Image button or drag indicator

  • Click or drag to upload area

  • Select image file from computer

  • Image uploads and inserts

Method 2: Drag and Drop

  • Drag image file from desktop

  • Drop into editor where you want it

  • Image uploads and inserts

Supported formats:

  • JPG/JPEG

  • PNG

  • GIF

  • WebP

  • SVG

Image manipulation:

  • Resize: Click and drag corner handles

  • Move: Click and drag image

  • Delete: Click image → press Delete key

  • Alignment: Center, left, right (use toolbar when image selected)

Best practices:

  • Optimize images before upload (compress large files)

  • Use descriptive filenames

  • Include alt text for accessibility (future feature)

  • Reasonable size limits (currently no hard limit, but keep under 10MB per image)

⚠️ Known behavior: Images inserted inline also appear in Attachments section (see below). This is expected.

Tables

To insert table:

  • Click Table button

  • Select dimensions (rows × columns)

  • Table inserts with default size

  • Click into cells to add content

Table editing:

  • Add row: Right-click → Insert row above/below

  • Add column: Right-click → Insert column left/right

  • Delete row/column: Right-click → Delete

  • Merge cells: Select multiple cells → Right-click → Merge

Table formatting:

  • Bold headers for clarity

  • Use for structured data, comparisons, specifications

  • Keep tables responsive (avoid excessive columns)

Example use cases:

  • Network device inventory

  • Server specifications

  • Contact lists

  • Configuration parameters

Undo and Redo

Undo: Ctrl/Cmd + Z or click Undo button

Redo: Ctrl/Cmd + Shift + Z or click Redo button

Undo history:

  • Maintains full edit history during session

  • Cleared on page refresh

  • Autosave preserves changes (see below)

Editing Existing Documents

Open Document for Editing

To edit a document:

  • Navigate to document:

    • Documents table → Click document name

    • Or via Ask Lex result → Click document link

    • Or via breadcrumb navigation

  • Document opens in view mode

  • Click “Edit” button (if you have permission)

  • Document switches to edit mode

  • Make changes using editor (see above)

  • Click "Save"

Document Metadata

System-tracked information

Created By:

  • Shows user who created document

  • Useful for audit trails

  • Can filter/sort by creator

Updated By:

  • Shows user who last modified document

  • Updates with every edit

  • Helps track recent activity

Created Date:

  • When document was first created

  • Never changes

Updated Date:

  • When document was last modified

  • Updates automatically with edits

Note: During IT Glue migration, “Created By” may show system user ID instead of name. This will be fixed in upcoming release.

Managing Document Attachments

Adding Attachments

To attach files:

  • Open an existing doc or create a new document (view or edit mode)

  • “Attachments” tab

  • Click “Add Attachment” button or drag files to upload area

  • Select file(s) from computer

  • Files upload and appear in attachment list

Supported file types:

  • Documents: PDF, DOCX, XLSX, PPTX, TXT

  • Images: JPG, PNG, GIF (also appear inline if added to editor)

  • Archives: ZIP, RAR

  • Other: Most common file types supported

File size limits:

  • Per file: 50MB

  • Total per document: No hard limit (but reasonable use recommended)

Use cases:

  • Vendor documentation

  • Configuration exports

  • Screenshots and diagrams

  • Contracts and agreements

  • Log files for reference

Viewing Attachments

To access attachment:

  • View document

  • Scroll to Attachments section

  • Click filename to download

  • File downloads to browser’s download folder

Or preview (supported file types):

  • Click preview icon (if available)

  • File opens in browser viewer

  • Close preview to return to document

Deleting Attachments

To remove attachment:

  • Open document (edit mode recommended but not required)

  • Attachments section → Find attachment

  • Click Delete icon (trash can)

  • Confirm deletion

  • Attachment removed immediately

⚠️ Warning: Deletion is immediate and cannot be undone. Ensure attachment is truly no longer needed.

⚠️ Known bug: Deleting inline images from editor also removes them from Attachments section, and vice versa. This will be fixed in upcoming release.

Archiving Documents

When to Archive

Archive documents when:

  • Document no longer relevant

  • Superseded by newer version

  • Client no longer active

  • Cleaning up old content

Don’t archive if:

  • Document still actively referenced

  • Required for compliance/audit

  • Might be needed in future

Note: Currently, archiving cannot be undone without support assistance. Use cautiously.

How to Archive

To archive a document:

  • Open document (view mode)

  • Click “Archive” button (typically near Edit button)

  • Confirm action in dialog

  • Document immediately archived

What happens:

  • Document removed from table views

  • No longer appears in search results

  • No longer accessible via Ask Lex

  • Cannot be edited or viewed

  • Attribution metadata preserved

Document Navigation and Breadcrumbs

Understanding Breadcrumbs

Breadcrumbs show your current location and provide quick navigation.

Example breadcrumb trail:

All Organizations > Documents > Network Diagram

Clicking breadcrumb:

  • “All Organizations” → Returns to organization list

  • “Documents” → Returns to Documents table

  • Current document name → Not clickable (you’re here)

Context-aware breadcrumbs:

When viewing document in organization context:

Pacific LLC > Documents > Backup Procedure

  • “Pacific LLC” → Returns to organization homepage

  • “Documents” → Returns to Documents table for Pacific LLC

  • Current document → Not clickable

Navigating Between Documents

From document view

To return to list:

  • Click “Documents” breadcrumb

  • Or click “Back” in browser

To open another document:

  • Return to table view

  • Click different document

  • Or use Ask Lex to find and open document

Best Practices

Document Creation

✅ Do:

  • Use descriptive, searchable titles

  • Structure with headings

  • Include tables for structured data

  • Add relevant images and diagrams

  • Attach supporting files

  • Create in correct organization context

❌ Don’t:

  • Use vague titles (“Document 1”, “Notes”)

  • Create wall of text without structure

  • Upload extremely large images without compressing

  • Forget to verify autosave before closing

Document Formatting

✅ Do:

  • Use heading hierarchy consistently

  • Bold important information

  • Use lists for scannable content

  • Include visual aids (images, tables)

  • Link to external resources

  • Use code formatting for technical terms

❌ Don’t:

  • Overuse formatting (everything bold/highlighted)

  • Skip heading levels (H1 → H3)

  • Use images when text suffices

  • Create overly complex tables

Document Management

✅ Do:

  • Review and update regularly

  • Archive outdated content

  • Use consistent naming conventions

  • Verify in correct organization before creating

  • Add attachments for reference materials

❌ Don’t:

  • Let documents go stale

  • Create duplicates

  • Archive documents still in use

  • Mix unrelated content in one document

Troubleshooting

Can’t Create Document

Problem: “Create Document” button missing

Cause: You don’t have Admin or Support role

Solution: Request appropriate role from MSP Owner

Document Not Saving

Problem: Edit but don’t see “Saved” indicator

Possible causes:

  • Network connection interrupted

  • Browser issue

  • Session expired

Solutions:

  • Check internet connection

  • Copy content to clipboard (Ctrl/Cmd+A, Ctrl/Cmd+C)

  • Refresh page

  • If logged out, log back in

  • Paste content back into document

  • Verify “Saved” indicator appears

Image Won’t Upload

Problem: Image upload fails or doesn’t appear

Possible causes:

  • File too large (>50MB)

  • Unsupported format

  • Network issue

  • Browser extension interfering

Solutions:

  • Compress image file

  • Convert to supported format (JPG, PNG)

  • Check internet connection

  • Disable browser extensions temporarily

  • Try different browser

Formatting Looks Wrong

Problem: Copy/paste from Word brings weird formatting

Cause: Hidden formatting from source document

Solution:

  • Paste as plain text first (Ctrl/Cmd+Shift+V)

  • Then reapply formatting in Lexful

  • Or use Lexful’s “Clear Formatting” button (if available)

Can’t Find Recently Created Document

Problem: Created document but can’t see it in table

Possible causes:

  • Created in wrong organization context

  • Filter active on table

  • Browser cache issue

Solutions:

  • Check organization context (dropdown top-left)

  • Clear any table filters

  • Refresh page

  • Use Ask Lex to find: “Show me documents I created today”

Need Help?

Contact us using the “Support” tab in your Lexful UI. If you are unable to get into your Lexful tenant, email us at support@lexful.ai

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