Bundles

A bundle is a collection of content records of any file type. You can use the Bundles to locate and access related content frequently used together. When you create a document or presentation, you can select a bundle rather than searching for and selecting individual content records.

Example: If users have to choose from a particular set of client references for each industry, you can create bundles of client references for each industry. The bundles reduce the time it takes users to create documents and presentations, and ensure the users select appropriate content.

Create a bundle

1. Select the content record(s) to be included in the bundle:
   • For a single content record: Click the More Options menu and select Bundle > Create Bundle.
   • For multiple content records: Select the checkboxes of the desired content records. Click the More Options menu below the Search bar and select Bundle > Create Bundle.
2. Enter the information on the Details tab:
   • Enter the bundle Title.
   • Use the Select Folder field to determine the folder where the bundle will reside.
   • Select a Language from the dropdown menu. The language associated with a bundle indicates the language in which the content is written and determines the language that is used to index the content for searches.
   • Click in the Expiration Datefield to set when the bundle will expire. You can set the expiration date by specifying the date or specifying the numbers of days in which the bundle will expire. The titles of expired bundles s are displayed in red and have a expiration status icon that is illuminated when a bundle is expired; bundles with an expired status can still be used.
   • Select the Submitted checkbox if a bundle must be reviewed prior to general use. Bundles marked as Submitted are not visible to users whose permissions allow them to view only enabled content but can be found by other users through search or by using the built-in default saved search "Submitted Content".
   • Select the Enabled checkbox to make a bundle available for general use and visible to all users with view permissions.
   • Select the content Owners from the dropdown menu. The owner of a bundle is, by default, the creator. Owners automatically have the "Manage" security permission for the bundle, and can use the "My..." built-in public saved searches to find all expiring bundles that they own. Owners may receive an email notification when the bundle is edited, feedback about the content is submitted, or if the bundle has expired or is due to expire soon.
   • Enter any Comments about the bundle.
   • Enter the Contact Info for Subject Matter Experts or other users who can answer any questions on the bundle and verify its accuracy.
   • Select the Alert Enabled checkbox to display an alert when users perform one of these actions on the record: Save to Clipboard, Accept Answer, Library Reference, Preview, Generate URL, Copy, or Download.
   • If alerts are enabled, enter an Alert Message. This text will display when you drag and drop the record from the library to a slice in a project RFP and when you automatically or manually insert the record into an RFP using AutoFill.
3. (Optional) Enter any custom metadata values defined for your organization on the Custom Metadata tab.
4. (Optional) Add any keywords on the Keywords tab: 
   • To search for a keyword, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
   • To add a new keyword, click + in the header. The "Add Keywords" dialog will display. Once a keyword is selected, a blue checkmark will appear next to it.
   • To remove a keyword, hover over the row and click —.
   • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
   • To filter the grid, hover over the column header and click the Filter icon and set the filter parameters.
   • At the bottom right of the grid, use the "Rows per page" dropdown menu to select the number of rows that you want to be displayed.
5. (Optional) Add any learned terms on the Learned Terms tab:  
   • To search for a learned term, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
   • To add a new learned term, click + in the header. The "Add Learned Term" dialog will display. Enter the term into the field and click Add.
   • To remove a learned term, hover over the row and click —.
   • To edit a learned term hover over the learned term to display the actions menu. Click Edit all instances of the terms button. Edit the learned term and click Done.
   • To do a find and replace of learned terms text click the Find and Replace text in all terms for this content record icon. Enter the term into the "Find" field and click Find. The results will appear below. Select all the occurrences you wish to replace and enter the new term in the "Replace with" field. Click Replace.
   • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
   • To filter the grid, hover over the column header and click the Filter icon and set the filter parameters.
   • At the bottom right of the grid, use the "Rows per page" dropdown menu to select the number of rows that you want to be displayed.

   Note: Search terms are only added if the user has the "Add search terms when content is used as a result of library search" user or role application permission granted.

6. Edit the user and role permissions on the Permissions tab:
   • Click Roles tab or the Users tab and select the roles or users who should have permissions for the content. For each selected user or role, identify which of the following permissions they should have:
     • View: View the content in the folder and use it, but not perform other functions on it.
     • Edit: Modify and update any content record in the folder.
     • Manage: View and edit any content record in the folder and its properties, move and copy any content record from this folder to another folder for which you have the New Content permission.
     • Owner: This permission is only available in the Users tab. You can set multiple users as owners of the bundle.
   • To work with the Roles / Users grid: 
     • To search for a role, enter text into the search box at the top right of the grid, and click the Search icon or Enter.
     • To sort columns chronologically or alphabetically, click the column header name. Click the name again to switch from ascending to descending order.
     • To filter the permissions by role, hover over the column header and click the Filter icon. The "Filter" dialog will appear. Set the filter parameters: Contains All, Contains Any, Matches Any, Matches Exactly, Matches any or is empty, Starts with, Ends with, Is Empty, Is Not Empty, or Does Not Contain from the Operator dropdown menu. The Contains All, Contains Any, Matches Any, Matches Exactly, Matches any or is empty, and Does Not Contain operators allows you to enter more than one value by pressing the Enter key after each value. The Starts with and Ends with operators allow you to enter a text value to find. The Is Empty and Is Not Empty operators do not require a value. Enter a value into the Text field and click Apply.
     • At the bottom right of the Users grid, use the "Rows per page" dropdown menu to select the number of rows that you want to display on the grid.
     • You can customize your grid columns.
7. Arrange the content records within the bundle on the Content tab: 
   • Hover over the Reorder icon until the drag and drop cursor appears. Drag and drop your record row to the desired position.
   • To reorder multiple content records within the bundle, select the corresponding checkboxes and use the Move Up, Move Down, Move to Top or Move to Bottom buttons to move the content.
   • To remove a content record, click the Remove icon.
8. Click Create.

Add content records to a bundle

You can add additional content records to an existing Bundle.

1. Select the content record(s) to be added to the bundle:
   • For a single content record: Click the More Options menu and select Bundle > Add to Bundle.
   • For multiple content records: Select the checkboxes of the desired content records. Click the More Options menu below the Search bar and select Bundle > Add to Bundle.
2. Click the required bundle name on the Select Bundle dialog. A check mark appears beside the bundle name.
3. Click Select.

Edit content records in a bundle

You can a bundle the same way you would edit a content record.

Delete records from a bundle

1. Edit the bundle the same way you would edit a content record.
2. Navigate to the Content tab.
3. Click the Remove icon next to the record you want to remove.
4. Click Save.

Download a bundle

Locate the bundle you want to download, click the More Options menu and select Download/Export > Download or Download/Export > Download without Code Replacement. The "Bundle Download" dialog appears. You can wait for the bundle to download or receive an email when the request is complete. When the request completes, the file automatically downloads using your browser. If you choose not to wait, then upon completion, an email is sent with a link to download the requested file.

Note: Mixed bundles that contain more than one file type (e.g. Word and Powerpoint) in the same bundle cannot be downloaded. Instead, click the More Options menu and select Download/Export > Export to Excel or Download/Export > Export Content and select export the mixed bundle as a Zip File. For more information on exporting content records, see Extract content records.