Navigating Knowledge with the Ribbon


The View menu allows you to control how much information is displayed in the Search Results grid.

Standard Details to view the Title and Description of each entry. This is the default setting for HowNow.

Minimum Details to view only the Title of each entry. This allows you to see many more entries without the need for scrolling. However, it is suitable only once you are very familiar with your organisation’s HowNow content and can differentiate documents without having to read their Description.

Full Details to view the Title, Description and Keywords of each entry. If you would like keywords added to an Item, see your HowNow Administrator.


Display The Display drop-down allows you to filter the Search Results according to the following options:

All – No filter is applied
My News – Displays News Items added by the administrator

All News - displays a list of all news items - you will see this option if you are an administrator
My Favourites – displays your personal list of commonly used Items

My Procedures - displays the documents that are attached to your position

My History – displays an automatically generated list of items you have opened
My Review – displays a list of items that are awaiting your review - you will see this review option only if you are a designated content reviewer
All Review – displays a list of items that are on all review lists - you will see this option only if you are an administrator or content administrator


The Content drop-down allows you to filter the Search Results according to the Content Modules in HowNow. These can include purchased Content Modules (such as HowNow Accountants), or your firm's content:

All – No filter is applied (i.e. content from all Content Modules is displayed)

Other options – selecting an option will display only content from the selected module

Note: Your organisation’s HowNow Administrator can also use the scroll box to the right of the Content drop-down to filter on a specific Content Updates number relating to a particular Content Module.

Filters available to your HowNow Administrator

The following filters are available only to the HowNow Administrator or to users who have been set up with the appropriate permissions:

STATUSSelect either Active, Inactive Only or All. An Inactive document is a document that standard HowNow users cannot view. Making a document Inactive is a way of temporarily removing a document from HowNow. Your HowNow Administrator may elect to make some documents Inactive if the documents do not yet apply to your organisation, but they could be relevant in the future.



Standard HowNow users can only view Current Editions of documents. The HowNow Administrator, Reviewers and Authors can view all editions of documents (All), or only the current edition (Current) or the current edition plus any higher editions (Current + New) or the highest numbered edition (Highest) or all non-current editions earlier than current (Pre-Current) or all editions higher than current (Post-Current).

More information on Editions can be found here.

Approval Status

The HowNow Administrator can select from the Approval Status drop-down to select documents according to their stage in the review process.


Use the Visibility drop-down to view documents in different assigned Teams. You will only see the Teams you are assigned to.


Filter options allows you to store a particular search filter to be recalled at a later time. Select the filters and search terms and then press the Store button. When you need to use this again, press the Recall button. If you wish to delete this search, press Clear.

These Recall features work with Date Range searches up to 5 Years only.

The Recall Filter buttons will be greyed out if there is no filter set. For various reasons, your Stored filter may be reset by Business Fitness when new versions are released.


When HowNow has updated to a new version a yellow bar will appear to notify of the change and provide a link to the Release Notes. Click on the 'X' to remove the bar from view.


When a new version is available a grey bar will appear to notify that there is a new version available.


Recycle Bin

When deleting records, the documents are sent to the Recycle Bin. These can later be retrieved (you will need to be an Administrator to restore records) by clicking on the Recycle Bin icon. Make sure other filters are cleared to see all deleted Records.

Search Results

This icon enables you to create a report of the search results that are showing on the grid. The report can be printed to screen, to a printer or saved as an export file.

CSV Export

Export your search results to a CSV file with the use of the CSV Export button. Click the button, choose a folder to save the file into, then change the name of the document if desired - the name will default to today's date. If you intend to create more than one CSV in one day it's best to rename them each time.

Search Bar 

The records search bar consists of a free text search area and four buttons. From left to right these buttons are:

  • Store current filters (also available on the ribbon)
  • Recall current filters (also available on the ribbon)
  • Clear current filters (also available on the ribbon) - this resets the filters back to your default settings
  • Clear the search text only


The import icon enables you to import:

  • Files in a folder - this enables a batch import of files for say a specific client
  • Files in a folder with profiles - allows files in a folder that have their profile settings available (.ini) to be imported into HowNow
  • Files in an export folder - imports files that have been exported from this version of HowNow (or another HowNow database)
  • Files as data records - imports and converts the files to data records
  • Paper Buster files - allows for the automatic import of files from Paper Buster


When you log into HowNow, the Status Bar at the bottom of the screen will sometimes include a notice (in bold red text) regarding News and/or Review Items. You can click on the notification in the Status Bar to go to your News and Review lists. Alternatively, you can select News or Review from the Display drop-down. 


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