Content Organization

The content library houses all your content in Heretto CCMS.

Content Library Overview

Use the content library to browse, filter, create, upload, and manage your folders and files.

Browse Tab

Use the Browse tab in the content library to navigate folders in your content repository.

Interface

Figure 1. Browse Tab
browse content

By default, the content library contains the following folders and buttons:

Inbox

Shows all your system notifications.

Starred

Starred files are personal bookmarks used to quickly access a file.

Recent

Lists all the files that you have recently been working with. There is no limit to the number of files being displayed. This section lists all the files that you have ever interacted with, starting with the most recent ones.

Content

Files are organized into folders and subfolders.

__configuration

Files are organized into folders in subfolders. This folder contains your configuration files like topic templates, Heretto PDF Generator scenarios or Heretto Deploy.

Collections

Files are sorted into a collection for organization and classification. Collections are different from folders in that files can only be organized into one folder, but they can appear in multiple collections.

Assignments

Lists all the assignments in the system. You can filter out different types of assignments.

Localization Jobs

Lists all the localization jobs, both current and completed.

Trash

Removed files are shown in the Trash, though they are never deleted from your repository.

Starred Folder

Use the Starred folder as your personal bookmarks folder for resources in the content repository.

You can access your Starred folder by clicking Starred in the Browse tab.

Recent Folder

Use the Recent folder to see your recently modified files.

Interface

You can access your Recent folder by clicking Recent in the Browse tab.

Operation

The Recent folder shows your most recently modified files at the top. There is no file limit so you can browse all the files you have ever worked with.

Files show in the Recent folder when you:

  • Edit a file
  • Change the name of a file
  • Change the metadata of a file
  • Change the status of a file
  • Move a file
Note: Just opening files will not make them show in the Recent folder.

Trash

Use the Trash to view and restore files that have been deleted from the content library. Files moved to the Trash stay there and are not deleted permanently.
Operation

When you right-click a file and select Move to Trash, the file is removed from the file listing and moved to the Trash. To access the Trash, in the content library, click Trash.

content library image

Each remove event is stored as a trash event. A trash event can contain more than one file. For example, if you remove multiple files at once, this remove will only create one trash event. And you can choose to restore all the files in a trash event or just one file.

restore from trash image

Heretto CCMS does not let you move a file to the Trash if the file has any link dependencies. You must remove all dependencies before moving files to the trash. This ensures that moving files to the Trash does not result in broken links between files.

Search tab

Use the Search tab in the content library to use pre-configured criteria to filter content.

Interface

Figure 2. Search Tab
search tab image

By default, you can filter files using the following criteria:

Search

Enter a search term, phrase, or use a complex search to find files matching the search criteria.

Using the Search bar in the navigation will lead to the keyword search. You can also use the Search field to update a search.

Last Modified

Select a date range to filter files last modified within a specific range.

Created

Select a data range to filter files created within a specific range.

Needs Attention

Select to filter files that need your attention. For example, only show files that are not valid, contain broken links, or contain open comments.

Owned by

Select users to filter files owned by specific users.

Last Modified by

Select users to filter files modified by specific users.

Locked by

Select all or specific users to filter files locked by all or specific users.

Status

Select to filter files based on the workflow status. For example, only show files that are obsolete, need reevaluation, are in progress, in review, or approved.

Content Type

Select to filter files based on the content type. For example, only show concept, task, or reference topics.

Metadata

Select to filter files based on custom metadata.

Resource Details Drawer

Use the Resource Details Drawer as a compact version of the resource manager.

The Resource Details Drawer consists of two tabs that show a file's details and activity.

resource viewer pane image

Details Tab

You can use the Details pane to view the file details and preview the file. You can also use it to quickly access the file's revision history, link dependencies, and properties. The Details pane also shows the following information:

  • File name
  • Location
  • Status
  • Owner
  • Type
  • Links
  • Modified date
  • Created date
  • Metadata
Details tab image

Activity Tab

You can use the Activity pane to view and filter the recent user actions on the file. The Activity pane of the Resource Details Drawer is a compact version of the Activity interface in the Main Menu.

activity tab image

Context Menu

Use the context menu to modify your files, access information about the file, or open tabs in the resource manager.

Operation

You open the context menu by right-clicking a file or folder in the content library. The context menu may include the following items:

Copy Share URL

Copies a link that directly leads to a given file or a folder in the content library. You can use it to quickly share a file or folder with other Heretto CCMS users.

Edit

Opens a resource in the Content Editor.

Edit in new tab

Opens a resource in the Content Editor but in a separate browser tab.

Edit Source

Opens a resource in the Source Editor.

Open in Oxygen

Opens a resource in oXygen.

Lock/Unlock

Enables Administrators to manually lock or unlock resources.

View

Lists advanced operations that you can perform on your files. The same options are available in the the Resource Details Drawer.

Download

Downloads a given file or folder. You can download a single file or a given file with all dependencies (all linked items).

In the case of maps, you can also select Download > Custom and download a map for custom Static Site Generator scenarios development.

Move to Trash

Moves a file or folder to trash.

Move

Moves a file or folder to another folder.

Rename

Renames a file or folder.

Duplicate

Duplicates a given file.

Bulk Change

Enables you to bulk-change metadata or permissions for a given file or folder.

Set Permissions

Enables you to set access permissions for a given resource.

New Assignment
Enables you to create a new assignment for a given resource.
New Folder
Creates a new folder in the content library.

When you hover over View, you will see the following options:

Overview
Shows the details of a given resource.
Output
Opens the Output tab.
Assignments
Opens the Assignments tab.
Branching
Opens the Branching tab.
Releases
Opens the Releases tab.
Locales
Opens the Locales tab.
Localization Jobs
Opens the Jobs tab.
Links
Shows link dependencies of a given resource.
Reports
Opens the Reports tab.
History
Shows how a resource changed with each edit.
Verifications

Opens the The Verifications tab for a given resource. Verification system provides a robust way to ensure a given document has been reviewed and verified.

Collections

The Collections interface enables Administrators to manage and configure collections for better content organization in the content library.

Collections are a kind of metadata in Heretto CCMS. Though unlike other metadata, this metadata does not get leave Heretto CCMS when the content is transformed. Collections are strictly for content organization over and above the folder structure in the content library. You can create Collections and tag content for findability in Heretto CCMS.

collections screen

File Locks

By default, Heretto CCMS uses collaborative locks.

Collaborative Locks

When a Heretto CCMS user opens a file, a collaborative lock is applied, which allows other users in Heretto CCMS to 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.

collaborative lock icon

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.

external editor lock icon
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 Search 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.
    Figure 3. Create a new folder
    New folder icon in Heretto CCMS
  2. Enter a name for the folder.
    Important: Folder names can only contain alphanumeric characters, dashes, and underscores. They cannot contain spaces or non-English characters.
  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.

    Optionally, you can enter a comment for the rename operation.

  4. 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.

    Optionally, you can enter a comment for the move operation.

  3. Click Select Location.
  4. Navigate to and select a folder location.
  5. Click Select.
  6. 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.
    Optionally, you can enter a comment for the duplicate operation.
  4. Click Save.
Warning:

Duplicating a file duplicates everything about the file, which includes IDs assigned to elements. It's important that after duplicating a file you change any IDs that are assigned to elements in the file.

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.
    Optionally, you can enter a comment for the remove operation.
  3. Click Move to Trash.
The selected files and folders are then moved to the Trash, and if you entered a comment it will show in the History tab as well as the Commit column in the Trash screen.

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 easily 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, click 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.
    select a range of files
  3. Hold Shift and click the last file in the range of files that you want to select.
    select a file range part 2

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 to choose files and select the files.
    • Drag and drop the files from your folder into the Drag and drop files here area.
  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.