Organize Documents

Updated March 09, 2022 18:30

Watermark Support

Basic Structure (My Work, Inbox, Sent, Trash, All, Manage My Labels)

The LiveText Docs tab contains system Labels and customized Labels. My Work, Inbox, Sent, All, and Trash are permanent system Labels that automatically store created or shared LiveText documents for viewing and editing. Custom Labels may also be created by the user for further organization and management of LiveText documents.

My Work - Contains documents created in the account.

Inbox - Contains documents shared with the account.

Sent - Contains documents shared from the account.

All - Contains all documents in any custom or system Label (e.g. My Work, Inbox, Sent, All) except the Trash.

Trash - Contains deleted documents.

Manage My Labels - Contains options for creating, ordering, hiding, unhiding, editing, and deleting custom Labels.

The system Labels (My Work, Inbox, Sent, All, Trash) are horizontal tabs displayed within the LiveText Docs tab. Custom Labels are displayed within the Manage My Labels tab, and in the My Labels area located in the top right corner of the Documents and Reviews areas.

Sort Documents by...

By default, LiveText documents are listed ascending by title. All LiveText documents can be sorted (ascending or descending) by Title, Type, Date Created, or Date Modified. Documents can also be sorted by Author in the Inbox, Sent, All, Trash, and in custom Labels.

From within a system or custom Label, click the field name (e.g. Title, Author, Type, Date Created, Date Modified).
The documents associated with that Label will sort by the field name selected.

Delete Document(s)

From within a Label (e.g. My Work, Inbox), select the checkbox to the left of each document to be deleted.
Click the Delete button.
The selected document(s) will be changed to the Trash Label.

If a user deletes a document(s) created in his/her account, the document(s) will not be viewable by individual users, groups, or Visitor Passes that the document was shared with.

Note:
Deleted documents can be restored.

Restore Deleted Documents

Within the LiveText Docs tab, click the Trash tab.
Select the checkbox to the left of each document to be restored.
Click the Restore button located on top of the list.
The selected document(s) will be moved from the Trash Label to the original Label(s) (e.g. My Work, Inbox) with which the document(s) was associated.

Note:
If a user restores deleted document(s) created in his/her account, the document(s) will be viewable by individual users, groups, or Visitor Passes that the document is shared with.

Search a Document

LiveText users can search for documents by Title or Description within a specific system or custom Label, or within the All Label. The All Label will display documents associated with all system or custom Labels, except the Trash Label.

Click the title of the system or custom Label to be searched.
Enter the search criteria (e.g. title) in the search text box located in the top right of the Label area.
Click the Search button.
Documents that match the search criteria will be displayed. If no matches are found, the system will display the following message, "Your search did not return any results. Please widen your search and try again."

Tip:

Click the All Label to search for documents associated with any Label.

Click the down arrow located to the right of the Search button to further define search options.

My Labels

Custom Labels may be created by the user for organization and management of LiveText documents. The Manage My Labels tab contains options for creating, ordering, hiding, unhiding, editing, and deleting custom Labels.

Once custom Labels have been created, users may apply, change, or remove labels from one or multiple documents.

Label vs. Smart Label

In addition to system labels (My Work, Inbox, Sent, All, Trash), LiveText users can create two types of custom labels to organize documents - Labels and Smart Labels.

Labels provide a manual method for users to organize documents. Documents can be applied, changed, or removed from any system or custom Label. For example, a user may create a Label titled "Fall 2007 Projects." The user must manually search and select LiveText documents that meet that criteria and apply or change the documents to the "Fall 2007 Projects" Label.

Smart Labels automatically apply documents through a set a of pre-defined search criteria. For example, a user may create a Smart Label titled "Fall 2007 Projects." The user specifies search criteria for the Smart Label to include the type of document (e.g. Project), and the creation date range (e.g. 09/01/2007 - 12/31/2007). Subsequently, projects created within that date range will automatically be applied to the "Fall 2007 Projects" Smart Label.

Note: Smart Labels are not available for use in the Reviews area.

Create a Label

From within the LiveText Docs tab, click the Manage My Labels tab.
Click the New button.
Select Label.
Enter a title and an optional description.
Click the Save button located in the lower right corner of the Create a Plain Label screen.

Best Practice:

Develop a consistent naming convention for custom Labels (e.g. course numbers or dates) to enhance identification and organization of documents.

Tip:
Labels created in the LiveText Docs area will also be displayed in the Reviews area. However, these Labels are independent from each other. For example, documents in the LiveText Docs Inbox that have a Label applied will not have the Label applied in the Reviews area. Documents and Reviews must be applied to Labels separately.

Create a Smart Label

From within the LiveText Docs tab, click the Manage My Labels tab.
Click the New button.
Select Smart Label.
Enter a title and an optional description.
Select the Match method from the dropdown menu located in "Match {-} of the following conditions:" statement.
1. All - Limits the results to only documents that match all of the search criteria.
2. Any - Matches documents that contain any of the search criteria.
Select the search criteria and conditions from the dropdown menus. E.g. "Document Type", "is", "Project."
Click the Add button if additional query options are required.
Select a sort method from the Sort by dropdown menu.
Click the Save button located in the lower right corner of the Create a Smart Label screen.

Tip:
Smart Labels only align with documents in the LiveText Docs area, and are not accessible in the Reviews area.

Apply Document(s) to a Label

The Apply Label command provides users with the option to apply documents in more than one Label. For example, an account may contain several documents that were completed in the Spring 2008 semester for a variety of courses. The user may cross-categorize the documents in a Label titled Spring 2008, as well as in other Labels that are titled by course.

From within the LiveText Docs tab, select the checkbox to the left of each document that a new Label will be applied to.
Click the Apply Label button.
Select an existing or create a new Label from the Apply Label dropdown menu.
The document(s) selected will be applied to the Label, and will also remain associated with the original Label.

Move Document(s) Between Labels

The Change Label command will apply a new Label to the document and remove the current Label from the document.

From within the LiveText Docs tab, select the checkbox to the left of each document that a new Label will be applied to.
Click the Change Label button.
Select an existing or create a new Label from the Change Label dropdown menu.
The document(s) selected will be applied to the Label, and will be removed from the original Label.

Remove Document(s) from a Label

The Remove Label command removes a Label from a document. Removing a Label from a document does not delete the document.

From within the LiveText Docs tab, select the checkbox to the left of each document that a new Label will be applied to.
Click the Remove Label button.
The document(s) selected will be removed from the Label.

Note:
All LiveText documents not labeled as Trash are accessible from the All Label. Documents cannot be removed from the All Label unless they are deleted, and therefore are moved to the Trash.

Reorder Labels

From within the LiveText Docs tab, click the Manage My Labels tab.
Click the Order button.
Select a Label.
Click the Move Up or Move Down arrows to order the Label.
When finished ordering, click the Save button located in the lower right corner of the Edit Label Order screen.

Note:
The Label will be reordered in the My Labels area in the top right corner of the LiveText Docs and Reviews area, but will not be reordered in the Manage My Labels tab.

Show or Hide Labels

Hide Labels

Labels that are not accessed frequently may be hidden. Hidden Labels can continue to be applied to documents, but the Label will not be visible in the My Labels area in the LiveText Docs and Reviews tabs.

From within the LiveText Docs tab, click the Manage My Labels tab.
Select the checkbox to the left of each Label to be hidden.
Click the Hide button.
The hidden Label(s) will display a status of yes under the Hidden column, and will not be visible in the My Labels area in the top right corner of the LiveText Docs or Reviews tabs.

Show Labels

From within the LiveText Docs tab, click the Manage My Labels tab.
Select the checkbox to the left of each Label to be unhidden.
Click the Unhide button.
The unhidden Label(s) will display a status of no under the Hidden column, and will be visible in the My Labels area in the top right corner of the LiveText Docs or Reviews tab.

Edit Label Titles

From within the LiveText Docs tab, click the Manage My Labels tab.
Select the checkbox to the left of each Label to be renamed.
Click the Edit Titles button.
Enter/modify the title for each Label displayed.
Click the Save button in the lower right corner of the Edit Label Titles screen.

Delete Label(s)

Labels can be deleted. Deleting a Label in the Manage My Labels area will remove it from the My Labels area in the LiveText Docs and Reviews tabs. Once a label is deleted, it cannot be recreated with the same name.

From within the LiveText Docs tab, click the Manage My Labels tab.
Select the checkbox to the left of each Label to be deleted.
Click the Delete button.

Note:
Documents associated with deleted Labels can be accessed from the All Label.