Overview
Note: This article is designed to give existing users an overview of the Content Library. Details on how to perform tasks are provided in additional Help Center articles.
In the New User Experience, the Answer Library and Document Library have been combined to form the Content Library, which is accessible from the Content Library navigation tab.
Content is categorized into:
- Library: Repository for all Q&A pairs and documents in the application
- Moderation: Q&A pairs to be reviewed and refined before they are published to the Library
- Review: Q&A pairs that currently need to be reviewed for accuracy by the content owner
Parity with Q&A Pairs
Documents are treated the same way Q&A pairs are in most cases. Both can have:
- Flags
- Tags
- My Favorites
- Alert text
- Content score
- On-demand reviews
- Star ratings
- Customizable metadata
- Store in Trash for 30 days after deletion
- Saved searches
- Share with Guests
- Appearance on the Review tab for reviews
Searching
The Search field at the top of the page allows you to enter keywords to find specific information. Recent searches are retained, but you can click the Remove icon to remove them.
- Six recent searches are displayed by default; click View More to see a maximum of 10 searches.
- Searches are retained on a first-in, first-out basis.
Advanced Search Options
Click the Filter icon to see the advanced search options.
- You can choose from:
- Q&A pairs or documents
- Tags
- Collections
- Star Rating
- Content Score
- Owners
- Embedded Images
- Attachments
- You can click + Add Filter to customize your filters.
Saved Searches
Click the Save icon to save your searches.
For more information on saving and sharing saved searches see (New UI) Saved Searches in the Content Library.
Library Tab
This tab is a repository of all Q&A pairs and documents that reside in the application. A facet with filters appears on the left side of the page, and the content appears on the right.
Library Tab Facet
Customizable filters appear on the facet on the left side of the page. Click the Settings icon to see them.
Click the green plus icon to add a filter; click a red minus icon
to remove one. Click and drag the handles to change the order in which they appear. Click the search button (magnifying glass) to look for a specific filter. When you are finished, click Apply.
Your choices are sticky–they will remain every time you access this page until you change them. If you have Edit All Content and Moderate All Content permissions in the Content Library, you can click Apply To All Users to make the settings the default filters for all users.
You can easily see flagged content, and specify if you want to see Q&A pairs, files or both.
Click View All to see all the filters so you can easily combine different filter options. For example, you can select a tag, and then select multiple project names to see all the Q&A pairs with that tag in those projects. As you select the filter criteria, the number of results appears on the green button. Click it to see the results of your filters.
Each filter you use can be expanded to see all the options it has. For example, click Project Name to see a list of the projects. You can search for a specific project, and sort the results in ascending or descending order alphabetically or by the number of Q&A pairs in the project.
At the bottom of each filter is a link View All filter name. Click the link to see the View All window showing the list of options for that filter. For example, click View All Project Names to see the View All box with the project names shown, but the other filters are available. This allows you to combine different options from different filters as described previously.
You can sort in ascending or descending order by the number of items in the category. If you sort alphabetically, an index appears at the top of the window. You can list items in ascending or descending order.
You can use the Project Name and Section Name filters together to find content in an specific section. If you choose Project Name as a filter and then specify a project, the Section Name filter will display all the sections in that project.
You can also see them by clicking View All Section Name.
Click the Expand Facet icon or the Collapse Facet icon
to display or hide the list of filters.
Your filters are listed at the top of the page, where you can save and share them.
Library Tab Cards
The Q&A pairs and files that have been approved appear as cards on the main section of the Library tab.
A header appears above the cards. The left side of the header includes the Select All checkbox, which allows you to select all the listed Q&A pairs and files. The right side includes the following:
- Click
to expand all the cards.
Clickto collapse the pairs again.
- Specify the sort order for the listed Q&A pairs and files.
- Customize the metadata shown for the listed Q&A pairs and files. Click the green plus icon
to add an item and the red minus icon
to remove one. Click and drag the handles to change the order of the items. When you are finished, click Apply To All Users or Apply.
Q&A Pairs
Each Q&A pair appears on a card:
- Content Cleaner has found possible duplicates
- Update owners
- Mark as a favorite
- Update flags
- View and update comments
- The icon in this position is different depending on the status of the content.
Click the Edit iconto edit the Q&A pair and its metadata.
Click the Edit Review Content iconto review the pair.
Click the Updates in Moderation iconto see the old and new values in Moderation.
- Click the plus sign to update tags
- Click to display the Related Content pane to display or add related content
- Click Edit to edit the content, or Copy to copy it.
Mouse over the lock icon to see the privacy settings. Click the icon to change them.
Click to see a list of the attachments for the Q&A pair. Click the more options menu to preview, download, delete or unlink the attachment from the Library.
Click Properties to view the right side pane, which includes tabs for Properties, Content Library Search, Comments, and Related Content.
You can click the Open in a New Window icon to see the card in a new window.
Bulk Actions
Select one or more checkboxes, or click Select All to perform the same actions on multiple Q&A pairs in the Content Library.
You can add or change the tags, collections and owners quickly by clicking the corresponding icon.
Use the More options menu to:
- Update the moderators
- Perform advanced bulk updates (for example, changing the tags, owners and privacy settings for the selected Q&A pairs)
- Send a message to the owner(s)
- Schedule an On Demand Review
- Translate the pairs
- Search the pairs and replace text in them
- Format the content
- Delete the selected pairs
Click View All Filters to see the filters so you can save them or share them with others.
For more information on bulk options, see (New UI) Applying Bulk Changes to Content in the Library.
View Properties Pane
Click Properties to display the Properties pane.
The Properties tab is displayed by default. The other tabs are:
- Content Library Search: Find keywords from the current card in other cards
- Comments: See and add comments to the card
- Related Content: See and add related content for the card
Click X to close the pane and to open it in a new window.
Files
Files are organized and stored in the Content Library like Q&A pairs.
- File name with the size and version number
- Owner
- Link to the Autograph product
- Click to mark the card as a Favorite, set or update flags, add comments
- Click to edit information about the document, including the privacy settings, tags, star rating, flag, file name and file description
- More options for the card, including including View Properties, Manage Versions, Share, Activities, On Demand Review, Upload New Version, Update from Seismic (if your organization has integrated with it) and Delete
- Metadata, click the plus sign to add and update tags
- Preview the file or download it
- This icon is visible to Microsoft Office Online users for editable files. Click it to edit Word documents, Excel files and PowerPoint presentations in their respective applications
Bulk Actions
Select one or more checkboxes, or click Select All to perform the same actions on multiple files in the Content Library.
You can add or change the tags, collections and owners quickly by clicking the corresponding icon.
Use the More options menu to:
- Perform advanced bulk updates (for example, changing the tags, owners and privacy settings for the selected files)
- Send a message to the owner(s)
- Schedule an On Demand Review
- Download the documents
- Delete the selected files
Click View Applied Filters to see the filters so you can save them or share them with others.
View Properties Pane
Click Properties to display the View Properties pane.
The View Properties tab is displayed by default. The other tabs are:
- Content Library Search: Find keywords from the current card in other cards
- Comments: See and add comments to the card
- Linked Answers: See and add linked answers for the card
Click X to close the pane and > to open it in a new window.
Moderation Tab
The Moderation tab contains Q&A pairs to be reviewed and refined before they are published to the Library. As with the Library, we provide filters on a facet on the left side of the screen with the cards on the right. The number of pairs in moderation appears on the tab.
There are three special highlights:
- Project/Newly added: Content that has recently been sent to Moderation
- Content Library Edited: Content that was recently edited
- Translated: Content that has been translated
Moderation Tab Facet
Customizable filters appear on the facet on the left side of the page. Click the Settings icon to see them.
Click the green plus icon to add a filter; click a red minus icon
to remove one. Click and drag the handles to change the order in which they appear. Click the search button (magnifying glass) to look for a specific filter. When you are finished, click Apply.
Your choices are sticky–they will remain every time you access this page until you change them. If you are an Admin or Super Admin, you can click Apply To All Users to make the settings the default filters for all users.
Click View All to see all the filters so you can easily combine different filter options. For example, you can select a tag, and then select multiple project names to see all the Q&A pairs with that tag in those projects. As you select the filter criteria, the number of results appears on the green button. Click it to see the results of your filters.
Each filter you use can be expanded to see all the options it has. For example, click Project Name to see a list of the projects. You can search for a specific project, and sort the results in ascending or descending order alphabetically or by the number of Q&A pairs in the project.
At the bottom of each filter is a link View All filter name. Click the link to see the View All pop-up box showing the list of options for that filter. For example, click View All Project Names to see the View All box with the project names shown, but the other filters are available. This allows you to combine different options from different filters as described previously.
Click the Expand Facet icon or the Collapse Facet icon
to display or hide the list of filters.
Your filters are listed at the top of the page, where you can save and share them.
Moderation Tab Cards
Q&A pairs that must be reviewed before being saved to the Library appear as cards on the main section of the Moderation tab.
A header appears above the cards. The left side of the header includes the Select All checkbox, which allows you to select all the listed Q&A pairs and files. The right side includes the following:
- Expand all the cards.
- Specify the sort order for the listed Q&A pairs and files.
- Customize the metadata shown for the listed Q&A pairs and files. Click the green plus icon
Each Q&A pair appears on a card:
- Click to change the owner, Favorite tag, flags, and comment
- Click to edit information about the document, including the privacy settings, tags, star rating, flag, file name and file description
- More options for the card, including including Properties, Content Library Search, Activities, Translate, Relate To, and Clone
- Metadata, click the plus sign to add and update tags
- Click to see Properties in the right hand pane
- Click Edit to edit the card, click Copy to copy it. If you do not have permission to edit it, you can only copy it.
- Attachments. Click the menu to preview, download, delete or unlink the attachment from the library
- If the card is in Moderation because it was edited (it has the Content Library Edited flag), you can click Compare to see a side-by-side comparison of the content so you can see what was changed. Deletions are marked in red, and additions are marked in green.
- Click Reject if you do not want to accept the changes. The Q&A pair will revert to the version stored in the Content Library. Click Accept to accept the changes to the Q&A pair. The new version will be stored in the Content Library.
Content Library Search
As part of the review process, you may want to see similar content in the Content Library. Click on a card to see similar content based on the keywords in the card. The Content Library Search tab lists the content with the most relevant content first. If you find content that might be a duplicate of the selected pair, click Compare and Merge.
The pair from Moderation appears on the left, and the pair from the Content Library Search appears on the right. Click Only show differences to hide where the pairs are the same. Alternative questions and answers are included, as well as the metadata.
You can make changes on the right side of the pane, in the Content Library Search panel. Click the pencil icons to edit the Question and Response fields.
Differences are highlighted in red, and additions are highlighted in green.
Hover over the question or response fields on the left to display the Add as Alternative and Overwrite Existing options:
- Add as Alternative makes the question or response on the left into an alternate question or response on the right
- Overwrite Existing replaces the question or response on the right with the one on the left
When you have made all your changes, click Merge.
Bulk Actions
Select one or more checkboxes, or click Select All to perform the same actions on multiple cards.
You can add or change the tags, privacy settings and owners quickly by clicking the corresponding icon. Use the More options menu to:
- Update the moderators
- Mark the selected pairs as your favorites
- Download multiple documents
- Search the cards and replace text in them
- Format the content
For more information about bulk actions, see (New UI) Applying Bulk Changes to Content in the Library.
Click Reject to reject the changes to the selected cards and revert to the version stored in the Content Library. Click Accept to accept the changes and place the updated cards in the Content Library.
View Properties Pane
Click > to display the View Properties pane.
The View Properties tab is displayed by default. The other tabs are:
- Content Library Search: find keywords from the current card in other cards
- Comments: see and add comments to the card
- Related Content: see and add linked answers for the card <insert link>
Click X to close the pane and to open it in a new window.
Review Tab
The Review tab contains Q&A pairs that currently need to be reviewed for accuracy by the content owners. They may be there as part of a regularly scheduled review or for an on demand review. As with the Library, we provide filters on a facet on the left side of the screen with the cards on the right. The number of pairs in review appears on the tab.
Review Tab Facet
Customizable filters appear on the facet on the left side of the page. Click the Settings icon to see them.
Click the green plus icon to add a filter; click a red minus icon
to remove one. Click and drag the handles to change the order in which they appear. Click the search button (magnifying glass) to look for a specific filter. When you are finished, click Apply.
Your choices are sticky–they will remain every time you access this page until you change them. Users will Edit and Moderation access will have Apply To All Users, which they can click to make the settings the default filters for all users.
Click View All to see all the filters so you can easily combine different filter options. For example, you can select a tag, and then select multiple project names to see all the Q&A pairs with that tag in those projects. As you select the filter criteria, the number of results appears on the green button. Click it to see the results of your filters.
Each filter you use can be expanded to see all the options it has. For example, click Project Name to see a list of the projects. You can search for a specific project, and sort the results in ascending or descending order alphabetically or by the number of Q&A pairs in the project.
At the bottom of each filter is a link View All filter name. Click the link to see the View All box showing the list of options for that filter. For example, click View All Project Names to see the View All box with the project names shown, but the other filters are available. This allows you to combine different options from different filters as described previously.
Click the Expand Facet icon or the Collapse Facet icon
to display or hide the list of filters.
Your filters are listed at the top of the page.
Review Tab Cards
The Q&A pairs that need to be reviewed appear as cards on the main section of the Review tab.
A header appears above the cards. The left side of the header includes the Select All checkbox, which allows you to select all the listed Q&A pairs and files. The right side includes the following:
- Expand all the cards.
- Specify the sort order for the listed Q&A pairs and files.
- Customize the metadata shown for the listed Q&A pairs. Click the green plus icon
Each Q&A pair appears on a card:
- Click to change the owner, Favorite tag, flags, and comment
- Click to edit information about the document, including the privacy settings, tags, star rating, flag, file name and file description
- More options for the card, including including Properties, Cancel Review, Activities, and Delete
- Metadata, click the plus sign to add and update tags
- Click to see Properties in the right hand pane
- Click Edit to edit the card, click Copy to copy it. If you do not have permission to edit it, you can only copy it.
- Complete the review
Bulk Actions
Select one or more checkboxes, or click Select All to perform the same actions on multiple cards.
You can add or change the tags, privacy settings and owners quickly by clicking the corresponding icon. Use the More options menu to:
- Update the moderators
- Mark the selected cards as Favorites
- Perform advanced bulk updates (for example, changing the metadata, moderators, review dates, review process, privacy settings, and response headers for the selected cards)
- Download all the selected documents
- Search the cards and replace text in them
- Format the content
- Delete the selected cards
For more information about bulk actions, see (New UI) Applying Bulk Changes to Content in the Library.
Click Complete Review to complete the review for the selected cards.
View Properties Pane
Click Properties to display the View Properties pane.
The View Properties tab is displayed by default. The other tabs are:
- Comments: see and add comments to the card
- Related Content: see and add linked answers for the card < insert link to article >
Click X to close the pane and to open it in a new window.
Content Library Trash
When you delete anything from the Content Library, you will receive a message that it is being moved into the Content Library Trash. The Content Library Trash stores any Q&A pairs and documents that are deleted from your Content Library. They remain there for 30 days, and then they are deleted permanently.
Click the Trash at the bottom of the page to see the Content Library Trash.
It is filtered by default to show items you have deleted. Click the x to remove the filter to see all items in the trash.
You can search for content by entering the criteria in the Advanced Search field. You can filter on whether the deleted content are Q&A pairs or documents, and specific tags, collections, star rating, owners, who deleted the content, and more.
You can change the default filters included in the Advanced Search options. Select the green plus icon to add a filter and the red minus icon
to remove one. Click + Add Filter to see more filter options. When you have entered all your criteria, click Apply.
You can specify how the Trash cards appear. Click the Expand All icon to expand all Q&A pair cards. Specify if the cards should be displayed in ascending or descending order, and the sort criteria. You can sort based on the following:
- Relevance
- Deleted Date
- Updated Date
- Created Date
- Last Reviewed Date
- Content Score
- Used Count
- Rating
Content Library Trash Cards
Q&A pairs and files that have been deleted appear on cards in the Content Library Trash.
- Message specifying when the card will be permanently deleted
- More options menu, includes Properties and Activities
- Metadata for the pair or file
- Click Properties to display the right side pane for the card
- User who deleted the pair or file. Click to see the user’s name and permissions, and you can click the envelope icon to send the user an email
- Click to delete the pair or file permanently or to restore the pair or file to the Content Library
Bulk Actions
Select one or more checkboxes, or click Select All to perform the same actions on all the cards. Click Delete Forever to permanently delete the selected cards or Restore to return the cards to the Content Library. Click Clear to clear the checkboxes.
View Properties
The Properties pane shows detailed information about the deleted Q&A pair or file. To see it, click the Properties or select the card's menu, and then click Properties.
You can see the owner(s), moderator(s), user who deleted it, date and time of the deletion, used count, creation date, when it was last updated, and more. Any custom fields will be listed.
Activities
You can see the activities performed on the Q&A pair or file by clicking More Options > Activities.
The Activities window shows the Activity Type, Modified Fields, user who made the changes, and the date and time that the changes were made. You can sort and filter on all the column headings.
In the Modified Fields column, you can see what has been changed for the listed activity by what is highlighted:
- Q: Question
- A: Answer
- O: Other fields (tags, collections, etc.). You can hover your mouse over the O to see the specific field type
You can search for activities for specific fields by selecting the filter icon, choosing fields from the menu, and then clicking Apply.