š Overview
Structur's rich text editor is where your company's internal knowledge lives. It's the tool you use to create the documents that hold your business together -- standard operating procedures, training materials, company policies, and knowledge base articles -- all stored and accessible inside the platform your team is already working in.
Instead of managing separate Google Docs, Word files, or PDF libraries that live outside your workflow, rich text pages let you build and maintain internal documentation right inside Structur. The editor gives you the formatting tools to produce clean, structured, professional content that your team can follow and reference without leaving the platform.
Rich text is one of nine element types available on any Company Operations page. You can combine it with checklists, flowcharts, quizzes, forms, and other elements to build comprehensive department pages that cover every aspect of your company's operations.
š Understanding Rich Text
ā” What It Does
The rich text element allows you to:
Create structured documents with headings (H1, H2, H3) to organize content clearly and make long documents easy to navigate
Use bulleted and numbered lists to break down steps, requirements, or grouped information into scannable formats
Apply text formatting -- bold, italic, underline, strikethrough, and highlight -- to call out key terms, warnings, and important details
Insert images -- embed screenshots, diagrams, or photos directly into the document to support written instructions
Embed YouTube videos -- add training videos or walkthroughs directly into the page so team members don't have to leave Structur to watch them
Add blockquotes and code blocks for reference material or technical content
Produce any type of internal document your business needs, including SOPs, training guides, company policies, and knowledge base articles
š When to Use It
Rich text pages are the right tool when you need to:
Document a process your team needs to follow consistently -- from how to run a job kickoff meeting to how to submit a change order
Create training content for new hires that they can reference independently
Write company policies in a format that can be shared with and acknowledged by all team members
Build a searchable internal knowledge base so your team can find answers without asking a manager
Record project-specific documentation that needs to be detailed, structured, and easy to follow
š Step-by-Step Instructions
1. Navigate to the Right Location
Click Company Operations in the left sidebar
Click Standard Operating Procedures in the top navigation bar
Click the department where your document belongs
Note: Rich text elements can be added to pages in any section of Company Operations, not just Standard Operating Procedures. The same process applies whether you're working in SOPs, Employee Handbook, or another section.
2. Open or Create a Page
To open an existing page: Click the page name in the left sidebar.
To create a new page:
Click New Page at the bottom of the left sidebar
Enter a Page Title -- use a specific, descriptive name
Toggle Privacy on if needed
Click New Page
3. Add a Rich Text Element
Click Edit in the top right if the page is in view mode
Click New Element in the content area
The New Element modal opens -- click New Text
Enter a Text Title -- this becomes the element heading visible in the page
Add an optional Text Description to provide context for readers
Click Create
The rich text element appears on the page in edit mode with a full formatting toolbar.
4. Write and Format Your Content
Use the toolbar to format your content as you write. The toolbar includes text formatting (Bold, Italic, Underline, Strikethrough, highlight/clear formatting), lists (bulleted for grouped items, numbered for sequential steps), media and links (image insert, hyperlinks), headings (H1, H2, H3 for content hierarchy), and additional options (font size, text alignment, blockquote, code block, and embed for YouTube videos).
Note: Use heading levels to create a clear hierarchy -- main sections get H1, subsections get H2. Headings make long documents easy to scan and navigate without scrolling through everything.
5. Save the Page
Click Save in the top right corner. The page exits edit mode and your content is now accessible to your team in view mode.
6. Edit Existing Content
Open the page in view mode
Click Edit in the top right corner
Make your changes in the rich text editor
Click Save
To discard your changes without saving, click Discard Changes in the top left.
ā Best Practices
Write SOPs in numbered steps -- any document that describes a process should use numbered lists, not prose paragraphs. Numbered steps are faster to follow, easier to check off mentally, and harder to skip accidentally.
Use headings to break up long documents -- a document with ten sections and no headings is exhausting to read. Structure every rich text page with headings so team members can navigate directly to the section they need.
Keep titles specific and searchable -- "Onboarding" is a poor title. "New Hire Onboarding Guide - Field Staff" is a good one. Specific titles make documents findable when your team is searching.
Add images and screenshots wherever a visual makes steps clearer -- a screenshot of what a screen looks like at a specific step saves a team member from having to guess. Embed them directly rather than describing the visual in text.
Review and update documents when processes change -- a document that doesn't reflect how things actually work is worse than no document at all. Review key documents quarterly or whenever a workflow changes.
Combine rich text with other elements on the same page -- a well-designed department page might have a rich text SOP followed by a checklist. Use the full range of elements together to build pages that are both instructional and actionable.
ā Common Questions
Q: What types of documents can I create with rich text?
A: Any type of internal document -- standard operating procedures, employee training guides, company policies, project documentation, and knowledge base articles. If it's written content your team needs to reference, a rich text element is the right format.
Q: Can I embed videos in a rich text element?
A: Yes. Use the embed button in the toolbar to embed YouTube videos directly into the page. This is particularly useful for training materials -- you can combine written instructions with video walkthroughs so team members have both formats in one place.
Q: Can I insert images or screenshots?
A: Yes. Use the image insert button in the toolbar to upload images, screenshots, and diagrams directly into the rich text element.
Q: Can I have multiple rich text elements on the same page?
A: Yes. A page can contain as many elements as you need, including multiple rich text blocks. You can also mix rich text with checklists, flowcharts, quizzes, and other element types on the same page.
Q: Where do rich text pages live in Structur?
A: Rich text elements are added to pages inside Company Operations, organized by department. This keeps all your internal documentation in one place, accessible to your team within the platform they already use every day.
Q: Who can see the pages I create?
A: Visibility is controlled by the Privacy setting on each page and by the role-based permissions configured for your account. If a page is set to public, all team members with access to Company Operations can see it. Toggle privacy on when creating a page to restrict visibility.
ā ļø Common Mistakes to Avoid
ā Don't | ā Do |
Write SOPs as unstructured paragraphs | Use numbered lists for any step-by-step process -- they're faster to follow and harder to skip |
Use vague titles like "Policy" or "Checklist" | Write specific, searchable titles that describe exactly what the document covers |
Create rich text pages without headings | Use H1, H2, and H3 to create clear sections, especially in longer documents |
Skip adding visuals to process documentation | Embed screenshots and images wherever a visual makes a step easier to understand |
Store documents in the wrong department | Navigate to the correct department before creating the page so your operations stay organized |
Create an SOP and never update it | Review and update documents whenever your workflows change so they stay accurate |