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Working with Collections of Documents

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Conner Crawford
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Collection of documents allow multiple documents to be exported as a single file with a common Table of Contents. This allows you to split your work into separate documents, but submit the completed work as one package. Your collection of documents can also be shared and viewed by other users.

 

Creating a New Collection of Documents

  1. Click Export on the black menu bar
  2. Select Create Collection
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  3. Type in a name for the Collection Title

The Collection Title will be visible to anyone that has access to the collection. 

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Adding Documents to Your Collection

Collection tab

By default, all documents in the current project will be added to your collection. To remove a document, click the X to the right of the document title.

The order of the documents can be reordered by dragging the documents in your collection according to your preference.

Adding a document to your collection from another project:

  1. Select the All Projects option in the Collection tab
  2. Search for the document using the search bar
  3. Drag any documents you want to add from the search window to the documents list

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The search bar allows for use of advanced search operators.

Once you have named your collection and added the desired documents, press OK. You will then be given the option to reopen the collection of documents dialogue or to export your collection.

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The Edit Collection dialogue can also be accessed via the Recent Exports panel once a collection has been exported.

 

Styling the Collection's Front Matter

By clicking the green down arrow next to Front Matter on the Collection tab, you will be given options for your collection’s front matter. In the Front Matter area, you can do the following:

Include a title page for the collection

The title page will be an auto-generated page containing the collection title. The title page will be styled according to the layout template selected for the collection.

Add additional content in front matter

Additional documents can be added to the Front Matter section, allowing those documents to export before the collection’s Table of Contents. Add documents, such as an executive letter, to the Front Matter by dragging them the same way as adding documents to Body Matter.

Choose to include/exclude the following:

  • Table of Contents (default: on)  
  • List of Figures (default: on)
  • List of Tables (default: on)
  • List of Attachments
  • List of Equations

The front matter area also allows you to rename these parts of your Table of Contents. This allows you to, for example, export your Table of Contents translated into another language.  

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Setting Export Options

The Export Options tab in the collection of documents window lets you change how your collection will be styled upon export. 

Users can set the Layout Template for Collection here. When creating a collection, the layout template is set based on the project the collection is created from but it can be changed. Different layout templates can also be set for each document in the collection.

The collection layout template will control the styling of your collection’s Front Matter. The title page text can be styled in the template by modifying the page style Title Page and the paragraph style Heading Title Page. 

The following options are available for the collection:

  • Include blank pages: Functions the same as the Document export option
  • Include document name in Table of Contents:  The name of each document will be included in the collection’s Table of Contents. To style how this new level appears in your Table of Contents, modify the paragraph style TOC Document title (in Collections) in the layout template.
  • Restart numbering per document: When this option is on, the original page numbering from each document will be used (starting at 1 if no rules are set). In addition, the total pages will be reset for each document. This means the Total Pages metadata will show the total pages for that document and not for the whole collection if used. The numbering format (for example, 1,2,3, etc.; A, B, C, etc.) will also be reset to the layout template default. 

The following options are available for each document in the collection:

  • Layout template: a layout template can be set for each document in the collection
  • Hide title page: When deselected, if a document has a title page, it will be included in the collection. To remove it, check this option. A title page has to be included on document level for it to appear in collection.
  • First section number:  use this option to determine how sections in the collection are numbered. There are three options:
    • Continuous (default): Numbering starts at 1 in the first document and continues throughout the whole collection. Any section numbering rule that is set directly on any section in the collection will override this collection numbering rule.
    • Keep Original Number: keep original numbering for each document.
    • Use Custom Number: set a custom section numbering scheme for the collection. If this option is selected, a number has to be provided in the Custom Number field. Any section numbering rule that is set directly on any section in the collection will override the collection numbering rule.

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Editable Frames in Collections

Users are able to use the editable frames feature for the auto-created front matter of a Collection of Documents. This feature is useful when you are adding documents with editable frames in their layout templates to your collection. You will most likely want the pages auto-created by the layout template for the Collection to share the same content you placed in the editable frame for the documents.

Depending on how the layout template designer has set up the layout template, editable frames can now be updated on the Layout tab of the Create Collection dialogue for the following pages of the collection:

  • Front Cover
  • Title Page
  • Table of Contents
  • List of Pictures
  • List of Tables
  • List of Attachments
  • List of Equations
  • Back Cover

Placing Content into an Editable Frame for Existing Collections

  1. Click on Export from the black menu bar
  2. Select Manage Collection
  3. Choose the Collection you would like to edit
  4. Navigate to the Layout tab
  5. Choose the Layout Template for Collection you would like to use
  6. Select the editable frame you would like to edit under Editable frames for Front Matter, Front Cover and Back Cover of the collection
  7. Click on the space for that frame under Text/Picture/Color
    1. Click Browse and select the file you would like to use in that frame to edit a picture frame
    2. Type in your content if you are editing a text frame
    3. Select the color from the drop-down if you are editing a color frame
  8. Click OK

Placing Content into an Editable Frame for New Collections

  1. Click on Export from the black menu bar
  2. Select Create Collection
  3. Fill in the information you need for your Collection
  4. Follow steps 5 through 7 from above
  5. Click OK

Please note that when adding content to an editable text frame, if you would like to view all available metadata tags, type the left square bracket ( [ ).

For any other pages in the collection, the frame contents are set within individual documents added to the collection. This includes any documents added to the front matter of the collection. To update the editable frames for documents in a Collection, you will need to ensure that the layout template you wish to use is set on all projects. Then, update the editable frames, either on the document-level or project-level, in the original project.

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Accessing and Sharing Collections of Documents

When you create a new collection, you are automatically given edit rights to that collection. This privilege cannot be reassigned. The creator of the collection will always be the only user, except for users with the Manage Collections system permission, to have edit rights to the collection. See Managing Collections Menu for more information on this.

By default, the project that the collection was created from will automatically be given view rights to the collection. This means that any user with access to that collection can export it.  It is also possible to assign view rights to any other user, group, or project. 

Having view access to a collection only gives the user the right to see and export content they already have access to. If a user exports a collection where they do not have access to all content, any content they don’t have access to will not be included in the export. It is also possible to assign view rights to any other user, group, or project. 

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Managing Collections Menu

It is possible to see all of the document collections that you’ve created and that have been shared with you.

  1. Click Export on the black menu bar
  2. Select Manage Collections

From this window you can edit, delete, and export collections you have created. You can also export collections where you have been given view access. 

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Export Collection Menu

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The Export Collections menu shows collections created by you, collections containing the current document, and collections that have been shared with you. You can export collections by clicking on it in this menu.

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Administration of Collection of Documents

To ensure that administration of collections is possible, a system permission called Manage Collections can be added by your Client Xperience Manager. Any user with this permission can edit all collections in the system. They will, however, not be able to see the content of the collection without having access to the content. This permission is not set by default to any System Roles. 

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