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Content Organization

The content library houses all your content in Heretto CCMS.

File Locks

By default, Heretto CCMS uses collaborative locks.

Collaborative Locks

When a Heretto CCMS user opens a file, a collaborative lock is applied so that other users can also work in the file.

When collaborators are working in a file, a collaboration icon in the file listing indicates that the file is locked by collaborators.

The collaborative lock prevents certain system-level automated actions on the file until all users have stopped working in the file. When the collaborative lock is released, Heretto CCMS records a revision in the file history.

Non-Collaborative Locks

When you open files using an editor other than Heretto CCMS, a lock icon in the file listing indicates that the file is locked non-collaboratively. Hovering over the icon shows who the file is locked by. Only the user of the external editor can work in the file. When the external editor releases the lock, the lock icon is removed.

Note: If you're an Administrator, you can force unlock files locked by others.

When a file is locked, a lock icon shows in the file listing to indicate that the file is locked.

Tip: You can use the Filters tab to view all files locked by you or a specific user.

Create a Folder

Use the Create folder window to create a new folder for organizing your files.

  1. In the content library, click the New folder icon.
  2. Enter a name for the folder.
    Important: Folder names can only contain alphanumeric characters, dashes, and underscores. They cannot contain spaces.
  3. Click Create.

Rename a Folder or File

Change the name of a file or folder after creation.

  1. In the content library, check the checkbox next to each file.
    Tip: To select a range of check boxes, check the first box in the range and then while holding Shift, select the last box in the range.
  2. Right-click any of the selected items and select Rename.
  3. Enter a new name for each file.
    Important: An error will appear if you attempt to only modify the lettercase (uppercase or lowercase). For example, you cannot rename the file renaming_files_or_folders.dita to Renaming_Files_or_Folders.dita.
  4. Optional: Enter a comment for the rename operation.
  5. Click Rename.

Move Folders and Files

Move files and folders to a new location in the content library.

  1. In the content library, check the checkbox next to each file.
    Tip: To select a range of check boxes, check the first box in the range and then while holding Shift, select the last box in the range.
  2. Right-click any of the selected files and select Move.
  3. Optional: Enter a comment for the move operation.
  4. Click Select Location.
  5. Navigate to and select a folder location.
  6. Click Select.
  7. Click Move.

Duplicate Files

You can duplicate images, topics, and maps, but you cannot duplicate folders.

Check if the files you want to duplicate are referencing other files.
Important: You can check this by examining the outgoing links. If there are outgoing links, duplicating the file to a new location without also duplicating the link dependencies at the same time would result in broken links in the file.
  1. In the content library, check the checkbox next to each file.
    Tip: To select a range of check boxes, check the first box in the range and then while holding Shift, select the last box in the range.
  2. Right-click any of the selected files and select Duplicate.
  3. Click Select Location and navigate to and select where you want to copy the file(s) to.
  4. Optional: Enter a comment.
  5. Click Save.

Remove Folders and Files

Move files and folders that you no longer need from your content library to the Trash.

Important: Before removing files, you need to check that the files you want to remove aren't referenced by other files. You can check this by examining the Incoming Links. If there are incoming links, then the file is referenced by other files and deleting the file would break those links.
  1. In the content library, check the checkbox next to each file.
    Tip: To select a range of check boxes, check the first box in the range and then while holding Shift, select the last box in the range.
  2. Right-click any of the selected files and select Move to Trash.
  3. Optional: Enter a comment for the remove operation.
  4. Click Remove.
The selected files and folders are then moved to the Trash, and if you entered a comment it will show in the History tab.

Restore Removed Files

Restore files that were moved to the Trash and move them back into your content library to be used in topics and maps again.

  1. In the content library, click Trash to open the Trash bin.
  2. Select the remove operation that you want to restore files from.
  3. Do any of the following:
    • Select the file or files you want to restore and click Restore Selected.
    • Click Restore All.

Star Folders and Files

Star important folders and files so you can access them later in your Starred folder.

Note: Files that you star are only visible in your Starred folder. Other users do not have access to your Starred folder.
  1. In the content library, select the star next to files you want to track.
  2. In the Browse tab, click Starred to open your Starred folder.

Share Links to Files

Send a link to a file in your content library. This link opens Heretto CCMS and highlights the file in the file listing.

In the content library, right-click a folder or a file and select Copy Share URL.
You can share the link with other Heretto CCMS users.

Select a Range of Files

You can quickly select multiple files in the content library by selecting a range of files.

  1. In the content library, navigate to the directory where you want to select a range of files.
  2. Select the first file in the range of files that you want to select.
  3. Hold Shift and click the last file in the range of files that you want to select.

Upload Files to the Content Library

You can upload images and other allowed file types to the content library.

  • If you want to upload a large number of files, compress these files to a ZIP archive.
    Tip: Uploading files compressed to a single ZIP archive is quicker than uploading multiple files without compressing them first.

    By default, when you upload a ZIP archive to the content library, Heretto CCMS unzips the archive retaining its folder structure. If needed, you can also upload a ZIP archive to the content library without unzipping it.

    Uploaded files must be under 100MB in size.

  1. In the content library, navigate to the folder where you want to upload your files and click the Upload icon.
  2. Indicate the files that you want to upload:
    • Click Select files to upload and select the files.
    • Into the Drag and drop files here area, drag and drop the files.
  3. If you selected any files that already exist in the content library folder and you don't want to overwrite them, clear the corresponding Overwrite files with the same names check box.
  4. If you selected any ZIP files that you do not want to be automatically unzipped, clear the corresponding Unzip check box.
  5. Click Upload Files.

Download Files from the Content Library

Downloading files from the content library can be useful for local development.

In the content library, do any of the following:
  • To download a folder, right-click the folder and select Download.
  • To download a single file , right-click the file and select Download > File.
  • To download a file and the file dependencies, right-click the file and select Download > File + Dependencies.

Customize Columns in the Content Library

You can add, remove, and rearrange columns in the content library.

Note: This feature may be disabled on your Heretto CCMS instance. To enable this feature, contact your Customer Success Manager.
Note: You can configure the content library columns only for your account. In other words, setting custom columns does not impact other users in your organization.
  1. In the content library, in the top-right corner, click the cog icon.
  2. In the Custom columns dialog, do any of the following:
    • To hide a column in the content library, clear the corresponding check box.
    • To show a column in the content library, select the corresponding check box.
    • To rearrange columns in the content library, drag-and-drop a column name to a new position.
  3. Click Save.
  4. If needed, refresh Heretto CCMS in your web browser.