Overview

Rich Text Editor is used in various fields across record types such as Use Cases, User Stories, Requirements, and more. Fields like Description, Acceptance Criteria, etc., support rich formatting and allow to insert content such as tables, images, links, and diagrams.

This article explains the capabilities of the Rich Text Editor, including:

• Format text and paragraphs
• Insert links, images, tables, and diagrams
• Work with traceability and artifact links
• Add glossary terms and equations
• Use keyboard shortcuts

The toolbar shown in the image below represents the options available in full screen mode.

Some options appear only in Full Screen mode or under the More menus (More Text, More Paragraph).

This article covers the following topics.

1. Formatting Text and Paragraphs
2. Organizing Content
3. Inserting Content
4. Working with Tables
5. Linking to Artifacts
6. Glossary & Special Elements
7. Accessibility & Shortcuts
8. Best Practices
9. FAQs

Formatting Text and Paragraphs

Select text and apply any of the following formatting options. You can also place the caret at a location, select some formatting options, and start typing. The text will have the specified formatting until you change it. You can also use keyboard shortcuts.

• Bold, Italic, Underline, Strikethrough
• Font family and size (available in Full Screen mode)
• Font and Background colors
• Subscript and Superscript
• Clear Formatting
• Format Painter: Copy formatting from one section and apply it elsewhere (similar to Microsoft Word).

Two usage patterns are available:

• • Single-use (single-click): Copies formatting once and applies it to the next selected text.
  • Continuous-use (double-click): Keeps the painter active so you can apply formatting to multiple selections until you press Esc or deactivate it.

Organizing Content

• Apply Headings or normal paragraph styles
• Create Ordered Lists or Unordered Lists
• Adjust alignment (left, center, right, justified)
• Indent and Outdent using buttons or keyboard shortcuts
• Insert Horizontal Lines for visual separation

Inserting Content

Add Images

• Use drag-and-drop, browse image or insert image URL.
• You can also copy-paste image.
• Resize images, add captions, and apply styles.

Add Diagrams

• Use Insert TopTeam Diagram to insert diagram (e.g., Mind Maps, Business Process).
• Browse and select the diagram record.
• The diagram appears as an image in the editor and retains reference to its source.
• Resize the inserted diagram to adjust its display within the editor.
• Refresh the inserted diagram to update it with the lates changes made to the source diagram.

For more on refreshing and updating diagrams, see Insert TopTeam Diagram topic.

Add Links

Use Insert Link for adding artifacts and issues as links, add diagrams and external URLs.

For more details, see Inserting Linking to Artifacts topic.

Add Tables

Use the Insert Table icon to choose a layout.

For more details, see the next topic – Working with Tables.

4. Working with Tables

Insert a Table

Drag to select rows and columns.

Edit & Format a Table

Click inside a cell to view in-place editing toolbar.

Resize Columns

Drag cell borders to adjust width.

Merge/Split Cells

• Select multiple cells → Click Merge.

• Also, use Split Cell to divide.

Apply Table Styles

• Use Table Header & Footer options
• Apply Cell Background colors
• Configure Cell Properties (background, dimensions, and padding)
• Set Alignment (horizontal and vertical)
• Change Cell Border Color
• Adjust Table Properties (background, border, dimensions, and table style)
• Add or remove Rows and Columns

5. Linking to Artifacts

Rich Text fields allow you to create traceable links to other artifacts or issues using multiple methods—whether by selecting existing records or by converting text into new artifacts. These features streamline traceability and provide deep integration across TopTeam modules.

Add As from Selected Text

Use the Add As feature to convert selected text into new artifacts such as Requirements, Issues, Use Cases, and more.

• Highlight any relevant text in a rich text field or comment.
• Select Add As from the Link menu or right-click context menu.
• The Add As wizard opens, allowing you to specify the type, name, and other properties of the new artifact.
• Once saved, a hyperlink to the newly created record is automatically inserted in the rich text.

NOTE	When linking, traceability is automatically created if rules exist. Learn more.

Insert Record Links

You can insert links to existing records using any of the following methods:

a. Using Quick Explorer

Quick Explorer is a floating window that provides access to repository artifacts across all record types.

• Launch Quick Explorer from the toolbar or context menu.

• Browse or search for relevant artifacts.
• Insert them into a rich text field using:
  • Copy-Paste: Copy one or more records from Quick Explorer and paste into a rich text area. Learn more
  • Drag-and-Drop: Simply drag selected items into the rich text field to insert links. Learn more

Each inserted link includes a clickable title and, if applicable, traceability metadata.

TIP	Ideal for quickly referencing related Use Cases, Requirements, or Design elements from within text.

b. Insert Record Link

This option allows you to link an existing artifact or issue (e.g., Requirement, Test Case, Defects, etc.) directly into the text.

• Click Insert Record Link from the toolbar.
• Select records and insert them to the field.
• A link with the record names is added at the cursor location.

NOTE	A trace link is also created if traceability rules are configured for the selected artifact types. Learn more.
HELP	How to create traceability by inserting Artifacts & Issues Link in Rich Text Fields.

c. Insert TopTeam Diagram

Insert a diagram (e.g., Mind Map, Business Process, UI Wireframe) as visual references.

Refresh Diagram: To reflect updates made to the original diagram, use Refresh Diagram from the link context menu.

See Add Diagrams topic.

d. Insert Hyperlink to External URLs

You can also add external links using Insert Hyperlink:

• Select a piece of text → Click Insert Hyperlink
• Enter the URL, display text, and optional tooltip.
• A clickable external link is inserted.

e. Update Link Text

If you have inserted a record link and want to customize the displayed text:

• Select the link → Click Update Link Text.
• Change the label without affecting the underlying link or record reference.

Summary of Linking Options

Method	Description	Supports Traceability	Learn More
Add As	Convert selected text into a new artifact and auto-insert link	✅	Using Add as Feature
Quick Explorer	Insert existing artifacts via drag-and-drop or copy-paste	✅	Using Quick Explorer
Insert Record Link	Manually insert existing artifact links via selector	✅	Insert Record Link
Insert TopTeam Diagram	Insert diagram artifacts as visual references	—	Insert TopTeam Diagram
Insert Hyperlink	Add links to external websites or addresses	❌	Insert Hyperlink
Update Link Text	Modify display text of an inserted artifact link	—	Update Link Text
Refresh Diagram	Update inserted diagrams to latest state	—	Refresh Diagram

6. Glossary & Special Elements

Add to Glossary

The Add to Glossary feature allows you to define key terms and ensure consistent understanding across your team or project. This is particularly useful for documenting domain-specific vocabulary, acronyms, or technical jargon.

To add a term to the Glossary:

1. Highlight the term in any rich text field (e.g., “Latency”, “MVP”, “OAuth”).
2. Right-click and select Add to Glossary.

1. Provide a definition and optionally add notes or category tags.

1. Once added, the term will appear in the rich text with an underline.

Hovering over a glossary term displays its definition as a tooltip (when artifact is not in edit mode), helping readers understand terms in context—without navigating away.

Glossary entries are reusable across the project and can be centrally managed in the Glossary module.

TIP	Use this feature to create a consistent vocabulary for business terms, technical jargon, or abbreviations.

Insert Special Characters

TopTeam lets you insert a wide range of special characters into any rich text field for better expression of technical content, formulas, or multilingual support.

• Click Insert Special Characters from the full toolbar.
• Browse or search symbols by type:
• Currency: ₹, $, €, ¥
• Math symbols: ≠, ≤, ≥, ∑
• Punctuation & arrows: …, ‽, →, ↔
• Greek letters: α, β, θ, Ω

TIP	Use special characters to enhance requirements, business rules, or model annotations.

Insert Mathematical Equations

The Rich Text Editor allows you to insert mathematical formulas using LaTeX syntax directly into any rich text field, useful for scientific, engineering, or calculation-based requirements.

To insert an equation:

1. Place the caret where you want the equation.
2. Click the Insert Equation button in the toolbar.

1. In the popup window, enter your formula using LaTeX syntax

Examples:

Quadratic formula: x = \frac{-b \pm \sqrt{b^2 – 4ac}}{2a}

Series sum: \sum_{i=1}^{n} i = \frac{n(n+1)}{2}

x = \frac{-b \pm \sqrt{b^2 – 4ac}}{2a}).

1. The equation is rendered and inserted at the caret location.

Click the inserted equation to edit it again.

HELP	Refer to the Syntax Help for LaTeX Equations document for a list of supported commands and formatting examples.

7. Accessibility & Shortcuts

Use keyboard shortcuts to navigate and perform quick actions.

Common Actions	Keyboard Shortcut
Copy	Ctrl+C
Cut	Ctrl+X
Paste	Ctrl+V
Undo	Ctrl+Z
Redo	Ctrl+Shift+Z
Insert Link	Ctrl+K
Insert Image	Ctrl+P
Basic Formatting
Select All	Ctrl+A
Bold	Ctrl+B
Italic	Ctrl+I
Underline	Ctrl+U
Increase Indent	Ctrl+]
Decrease Indent	Ctrl+[
Quote
Increase quote level	Ctrl+’
Decrease quote level	Ctrl+Shift+’
Image/Video
Resize larger	Ctrl++
Resize smaller	Ctrl+-
Table
Select table cell	Alt+Space
Extend selection one cell	Shift+Left/Right arrow
Extend selection one row	Shift+Up/Down arrow
Navigation
Shortcuts	Ctrl+/
Focus popup/toolbar	Alt+F10
Return focus to previous position	Esc

8. Best Practices

• Use Headings to structure content clearly.
• Use Format Painter for consistent styling across sections.
• Prefer tables for structured information over indents or lists.
• Add alt text for all diagrams and images.
• Use Add As and Insert Record Links for strong traceability.
• Maintain a shared Glossary to ensure consistent terminology.

9. Frequently Asked Questions (FAQs)

Q1: Can I remove or unlink a record link?

Yes. Select the link and use right-click context menu → Unlink.

Q2: What happens if traceability rules are missing?

The link will still be created, but no traceability will be established unless a rule exists.

Q3: Are inserted images stored in the project?

Yes. Images inserted into rich text fields are stored within the project and version-controlled.

Q4: Can I edit glossary terms later?

Yes. Glossary terms can be edited or deleted from the Glossary module.

Q5: Does rich text content export retain formatting?

Yes. Most formatting—such as font styles, tables, and images—is retained when exporting to PDF or Word.

• Diagrams are retained as static images.
• Artifact links (e.g., to Requirements, Issues) are retained as active links (that open in TopTeam).

Related Articles

How to add artifacts using Add As feature

Creating Traceability by Inserting Links in Rich Text Fields

Syntax Help for LaTeX Equations

Revised: September 23^rd, 2025