Who can create or modify the document’s Style Guide?
Only the document owner can modify the document’s Style Guide. Request for owner access if necessary.
Paragraph Formatting
Paragraph line spacing, column options, and indentations can be edited from the Paragraph Properties panel located at the right panel of the page. You can also use this panel to control how paragraphs interact with page breaks.
How to set up multiple columns
To use multiple columns, select the section and set the desired number of columns. Don’t forget to set the gutter and make it consistent.
How to force a section to flow to the next column when using multiple columns
- Column breaks can be used to force the next section to flow to the other column.
2. Inserting column breaks will create a paragraph mark at the top of the next column. This should be removed, then necessary line spacing should be fixed if needed.
Managing Lists
How to manually set color on bullets
If colors are not set in the List Style Guide, you can customize the color by manually changing it in the document.
- Select the bullet one by one.
- Click on the font color icon.
- Then select the desired color.
How to apply superscript on list
To apply superscript on a numbered list, select each list and apply superscript. This cannot be set on list style guide.
How to set the prefix and suffix of a list
To change the prefix and suffix of a list, select the list and go to paragraph properties and change the prefix and suffix.
How to restart the numbering of a list
To continue the numbering of the list from the one above it, select the list then go to paragraph properties and select Continue numbering from previous item.
How to continue the numbering of a list if it is in a different section
If you want to continue the numbering but the list is from the previous section, you can select restart numbering and input the value of Restart At and the corresponding prefix and suffix.
Editing Tables
How to insert linespacing in table
Paragraph spacing (before and after) does not take effect inside a table cell. To achieve the preferred spacing, insert an extra row instead. Then adjust the row height to the desired spacing. See sample below.
How to change vertical alignment in table cell
To change the vertical alignment, select cell to be formatted. Then click on vertical align icon on the menu bar.
How to add rows on a merged cell
- To add rows below or above, highlight the row where you will insert additional row.
- Right Click and select Insert>Row Above or Below.
- Select the stub column and merge the cells. Make sure that there is no content on the cells below before merging. The content on the previous cell will be retained.
- The last step is to adjust the height and fix the color of the table.
Images in Documents
How to check the properties of an image in Workiva
Image Properties contains the image name, file extension or file type, and image size. It also allows you to rename the image and download the file.
Image file types
JPEG and GIF are the only extensions acceptable in SEC Filing, while PNG and SVG are only applicable for non-filing documents (ESG, AR, and SR). It is important to note that files with PNG extension for filing reports will cause suspension on Test and Live Filing.
SEC image file name requirements
Although Workiva automatically corrects the filenames of the images in your document to meet SEC’s filing requirement, there are bugs that hinder the system from doing so. For example, the system will skip fixing the first occurrence of the special characters if there are two of them in a row at the beginning of the filename. If the image is named as _image001.jpeg the system will rename it with _ximage001.jpeg.
The Workiva team is already aware of this bug and is already looking for a solution. In the meantime, kindly follow the SEC file naming requirements to avoid test or live filing suspension.
To comply with the SEC requirements, here are the file naming guidelines that we need to follow:
- All characters must be in lower case.
- Can contain both letters (a-z) and numbers (0-9).
- Filename must start with a letter (a-z).
- Can contain one each of: a period (.), hyphen (-), and underscore (_) characters and must end with *.jpg, and *.gif. No other characters aside from these three will be accepted by the SEC.
- Only *.jpg, and *.gif are accepted in SEC filing. Any other file extensions will cause suspension in Test or Live Filing (ex *.png).
- Filename must not exceed 32 characters including the file extension.
- Filename should not include spaces.
| Acceptable | Not Acceptable |
|---|---|
| abc-image01.gif | ABC-image01.jpg |
| abc_2023q1-image01.jpg | abc_2023q1_image01.jpg |
| abc2023-nps.jpg | 123_ABC_image01.png |
| a2023image.jpg | _image01.jpg |
Correct way of uploading image to the document
Here are the different ways of uploading images to the document.
1. The most common way is Insert>Image and select the desired image.
2. The second way is to copy the image from its location and paste to the Workiva document.
Note: Do not copy and paste an image from a Word document. If you do this, the image will become *.png which is not accepted by SEC. Workiva does not prompt a warning when an unacceptable file format is inserted to your document. Make sure to always check the file extension in the image properties.
Setting a page as an image
For instances when you need to set the whole page as an image, note that the affected page should have its own section. This is because the margins for this page will be set to 0 for all sides.
How to move an image inside a table
Moving an image inside a table or moving outside a table is not doable in Workiva. The only option is to re-insert the image.
Download the image from Workiva. Downloading an image will not affect the quality/resolution of an image.
- Then re-insert to the desired place in Table.
Managing Live Charts
Can you place a live chart inside a table?
Placing a live chart inside a table is a Workiva limitation so we need to set the section in multiple columns. Refer to How to set up Multiple Columns section.
How to add custom label in a bar chart
- To add special text on Bar Charts, select the chart and open the chart data.
- Select the value and go to the cell value formatting.
- Set the suffix of your desired text.
How to insert label at the center of a doughnut chart
- Add entry on chart data.
- Display the pie label on Chart Properties.
- Adjust the label to your desired size.
Frequently Asked Questions
Here are some frequently asked questions.
Q: Who is responsible for linking?
A: The team can preserve existing links in the document but creating and editing links should be done on the client’s end.
Q: What font should I use?
A: Workiva has a list of supported fonts that you can use, you can check it here: Supported fonts – Support Center (workiva.com) In case font is not available in your workspace, contact your Workiva CSM to request the fonts to be added in your workspace. See Appendix for font example.
Appendix
Font samples available in Workiva. List may be updated from time to time to add new fonts. You may also check this link: Supported fonts – Support Center (workiva.com)| Aachen* | Ebrima | Livvic* | Prompt* |
| Abri Barcode 39A | Effra* | Lora | Pridi* |
| Adelle Sans | Electra LT Std* | LTC Law | Proxima Nova* |
| Adobe Caslon Pro* | Equip* | Lucida Sans* | PT Sans Pro |
| Aldine 401 BT | Eurostile LT Pro Condensed | M XiangHe Hei SC Pro+ | PT Serif Pro |
| Alright Sans* | Exo 2* | M XiangHe Hei TC+ | Raleway* |
| Amiri | Fira Sans* | Mada* | Recta |
| Apollo MT Std | Forum | Malgun Gothic | Red Hat Display |
| Arial* | Frank Ruhl Libre | Mark OT | Roboto* |
| Arial Nova* | Franklin Gothic* | Maven Pro | Roboto Slab* |
| Arial Nova Cond* | Frutiger LT* | Meiryo+ | Rockwell MT |
| Arial Unicode MS | Frutiger Next Pro* | Meiryo UI+ | Ronaldson |
| Asap* | FS Albert* | Memphis LT Medium | Ropa Sans PTT |
| Ascender Uni | FS Brabo* | Merriweather* | Rubik |
| Assistant* | FS Emeric | Merriweather Sans | Sabon MT Pro |
| Atkinson Hyperlegible | FS Me* | Meta OT* | Saira ExtraCondensed Bold |
| Avenir LT Pro* | Futura* | MHei HK*+ | Saira SemiCondensed* |
| Avenir Next LT Pro* | Gadugi | MHei PRC*+ | Sanomat* |
| Axiforma* | Galano Grotesque* | Microsoft JhengHei*+ | Sanomat Semibold |
| Barlow* | Garamond | MKai HK*+ | Sarabun* |
| Barlow Condensed Medium | Gentium Basic | Mincho B+ | Scala Offc |
| Batang Regular+ | Georgia | Mincho E+ | Scala Sans Pro* |
| BatangChe+ | Gibson* | Mincho L+ | Segoe Script |
| Bauer Bodoni Pro | Gilroy* | Montserrat* | Seol Sans*+ |
| Bebas Neue | Gill Sans MT* | Montserrat Alternates* | Sora* |
| Bembo | Good Offc Pro* | MSung HK*+ | Source Sans Pro* |
| Bitter* | Gotham* | MSung PRC*+ | Source Serif Pro |
| Bodoni MT* | Gotham Narrow* | MS Gothic+ | Space Mono |
| Book Antiqua | Gothic A1 | MS PGothic+ | Stag* |
| Bookman Old Style | GoudyOlSt BT | Muli* | Swiss721 BT* |
| Brush Script MT | Granjon LT Std | Museo* | Tahoma |
| Butler | Graphik* | Museo Sans* | Tarsus |
| Cabin | Grotesque MT Light | Myriad Pro* | Tazugane Gothic+ |
| Caecilia LT Pro* | Guardian Sans* | Neue Haas Unica Pro | Titillium Web |
| Calibri* | Gulim Regular+ | Neue Haas Unica Pro Light | Trade Gothic* |
| Cambria | Helvetica* | Neue Haas Unica Pro Medium | Trajan Pro |
| Cambria Math | HelveticaNeueLT* | New Baskerville ITC Pro | Trebuchet |
| Candara | Helvetica Now Text* | NewCenturySchlbk LT | TT Hoves* |
| Caveat* | Humanist 777 BT* | News Gothic | TT Norms Pro |