Understanding the create and edit content form


What is it? 

To intake content, you will first need to select the right template. The content intake templates are configured by your Application Owner. A template helps to process all the application's content in a structured way and allows comparing the content of the same type, filtering for it, and displaying it in the modules,

How does it work?

Once you have selected one of the options to intake content, you will be directed to the create form. Per definition, each 'content create form' has the following mandatory fields: Title, Abstract, Image, Tags, and the Relations Tab. They might be called differently but in some form requested to be filled. 

On top, your Application Owner might have designed additional requirements and fields that need to be filled. The create form will guide you through the process of filling all (required) fields. 

Adding relations

You can relate different content elements to help others understand your element's context and generate insights that will support the decision-making processes. There are different ways to relate elements:

1. Relate elements from the Create or the Edit page of each element. To do so, navigate to the Relation tab in the form and type in any words or double-click in a text field to receive the available content (1). If you now click on an element from the dropdown window the relation between the elements will be added.

Already related elements are shown under the corresponding text field (2). Recommended Relations that are automatically created, based on the number of shared Tags are shown on the right side of the window (3).

To remove all relations of a certain entity you have to click on the window next to the entity (4).





2. Relate elements from the Detail page of an element, by clicking the button with the three dots (5) and then Find Relations (6).



A pop up window will appear where you can add Recommended Relations or just search via the search field at the bottom of the window. Don´t forget to Save the settings!


3. Relate several elements from the Explorer simultaneously, by selecting them and clicking the bulk Relate button in the action bar.


Please be aware that if you do not see the Relation tab, there is the possibility that the Application Owner has restricted the visibility of the Relations tab on either the create or edit form, if configured accordingly.

Receiving Recommended Relations

The Recommended Relations feature allows you to easily find other content elements within your application that relates to the content element of interest. 

If the Recommended Relations functionality is enabled, you can find the feature via the Find Relations button on the Element detail page or in the 'Relate tab'. The system will automatically recommend other similar content elements based on matching the tags put on this content element and other content elements sharing the same tags. The number put on a content element in the recommended relations widget indicates the number of similar tags. 

Please note: The number of tags that are necessary to recommend a relation can be changed by ITONICS. Please contact your Customer Success Manager for more information.


Please be aware that if you do not see the Relation tab, there is the possibility that the Application Owner has restricted the visibility of the Relations tab on either the create or edit form, if configured accordingly.

Seeing all related elements

To see all related elements for a specific content element, scroll down on the element's detail page to find it. The all relations tab indicates the number of all related elements. Furthermore, the related elements are categorized next to it depending on their general content categorization.


Using (auto-recommended) tags

Tags are keywords or terms assigned to content as a free-form categorization mechanism. Each user with edit/create rights has the option to categorize a content element by her/his own tags.

However, recommended (and already existing) tags are provided to streamline the tagging. 

You can add tags to new or existing elements from the create/edit mask. Based on the other text put on the content element and already added tags, recommended tags will be created.


Recommended tags that already exist in the application are marked by the tag icon. You can find them on the detail page of an element. If you want to find more tags you just have to click the Find more relevant tags button next to Tags.

To create your own tag, just type it in the text field and simply hit the ENTER key to create the tag. The tags can then be used as filters across the application and, specifically, in the tag cloud




References: Uploading documents and providing links

Information is key. Understanding it across different content elements is even more important. That is why, you are asked to fill in the 'content create forms'.

However, sometimes a great presentation or document says more than a thousand words. To this end, you have the possibility to add documents and links to the content elements.

When creating or editing any element you will have the so-called “References or URL” form available. You have two possibilities. On the one hand, you can upload different types of files. The reference section supports the following file formats:

  • doc
  • ppt
  • xlsm
  • fodt
  • odp
  • txt
  • mht
  • docm
  • pptx
  • xlsx
  • ods
  • fodp
  • msg
  • rar
  • docx
  • xls
  • odt
  • fods
  • pdf
  • html
  • zip
  • png
  • jpg
  • jpeg
  • gif
  • gz
  • htm
  • ps
  • rtf
  • teX
  • tgz
  • mp3
  • mp4
  • pub
  • csv
  • wav
  • yxmd
  • yxmc
  • yxwz
  • yxzp
  • pblx
  • mov
  • zipx
  • pbix

The maximum file size limit is 50 MB per file.

On the other hand, you can simply add a URL as a reference. 

Adding a file can be simply done either via drag or drop into the marked upload box or by selecting “Select File” and navigating to the folder containing the file you would like to upload. 


In order to add a link you only need to copy and paste the URL into the form field and select “Add reference URL”. You can further edit its display via the pen icon. Don’t forget to click Save!

When now opening the Element in the element detail page you will see the so-called “References”. This Section contains all added references i.e. files or URLs. By clicking on the title of any reference in the table you will either trigger a file download to your local machine or open the selected URL in a new tab.


Selecting auto-recommended users 

The recommended users feature allows you to find other platform users that have interest and/or expertise about certain topics. If this feature is enabled by your Application Owner, you will notice a user search field like in the screenshot below (1). After you have added respective tags to your content element, the system will automatically suggest a user that can be added by clicking on the bracket (2)


Please note that if the system does not find a good suggestion, it won't suggest a user. It will match the tags used on the content element with the tags put in a user profile



Editing content elements

On the ITONICS platform, you can edit previously created elements whenever needed. Hover over the element tile in the Explorer and click the Pen (Edit) icon. On the element detail page, click the Pen (Edit) icon on the right side menu.


Depending on what you want to edit, select a tab on the element's general information or relations. When ready, click the Save button at the bottom of the page.


All historical changes will be available via an element's timeline view

Editing elements from the Explorer in bulk

Besides the option to edit a single element, the ITONICS platform allows editing elements in bulk to conveniently adjust values across multiple elements at once, i.e. updating the status of multiple project elements at once.

Note that the functionality must be enabled by ITONICS, while the maximum limit for elements to be updated at once is 500.

Prerequisites for the functionality to be available are

  1. that the user has the necessary edit permission for the respective entity type and the permission to bulk edit,
  2. and elements of a single entity type are selected, i.e. only Innovation Project elements, not a mixed selection across entity types, since the elements must share the same fields,
    • Note that the bulk edit action is not available for Campaign elements, Campaign Submission elements, and Roadmap elements.

If the prerequisites are met, the Edit button (1) will be available among the bulk actions in the Explorer module. Clicking on the Edit button will automatically redirect the user to a new page to configure the mapping for the field information to be updated in bulk.

Screenshot 2024-07-01 at 14.34.34.png

On the Bulk Edit page, the user can select from the fields available in the edit form of the underlying entity type (2). Here, the following field types are available for selection, as listed out in the information box:

  1. Date picker fields
  2. Element Search fields
  3. User Search fields
  4. User Group Search fields
  5. Term Search fields
  6. Tag field
  7. Segment / Hierarchy fields
  8. List fields

Click the Add more fields button to add further fields to be updated within the same bulk edit action (3).

Note that fields only controlled from a workflow trigger are not available for selection. Also, please be aware that only a user having access to an individual confidential field will be able to select it in the bulk edit page.

Screenshot 2024-07-01 at 14.38.31.png

Generally, both single-select fields (4) and multi-select fields (5) are available for selection.

Screenshot 2024-07-01 at 14.38.17.png

If a single-select field is selected, i.e. in this example the single-select dropdown field Health Status, then the configured dropdown options are available for selection. On save action, the selected value will be overwritten in the underlying elements selected, however, there is the option to check the Skip existing data (4) checkbox for the field to skip any element in the element selection that does already have a value assigned for the field.

Now, for multi-select fields, i.e. in this example the multi-select User Search field Project Sponsor, there will be two checkbox options available, Overwrite and Append (5). If Overwrite is selected, the system will simply overwrite the existing values added to the selected elements, whereas in the case of Append the system will automatically add the additional values to the multi-select field. However, note that for User Search fields the system validates whether the Append action would lead to the Maximum Number property being exceeded for an element, and if, skip the update of the respective element. Once you are happy with the selected field options to update, confirm the action by clicking on the Save button (6).

Please be aware that updating field values for multiple elements in bulk may potentially lead to multiple notifications being triggered at the same time, i.e. if multiple users are following an element and have the respective notification subscribed in their notification settings.

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