Work with content records

From the library, you can perform the tasks described in the sections below.

View content records

Select content records

You can select a single content record by clicking on the record in the search results, or select multiple options using one of the methods below:

Accept a content record

This action is available only if the library page was opened in the process of creating a document (such as accepting an RFP answer or accepting a slide to be included in a presentation).

To accept the record into the document, click the More Options menu select Accept Content.

Note: For more information about content reviews, see Content review jobs.

Content feedback

You can provide feedback on a content record in the library from the Details panel. Feedbackcan be a suggestion, a comment, or information on the state of the content. For example, provide feedback that the content is no longer valid. You can specify the email recipients of the feedback, attach files, view the feedback thread and close the feedback thread. A feedback notification always includes the record owners.

View or modify content record properties

You can view or modify the content record properties of one or multiple content records.

Note: For more information on viewing content record properties, see Content Record Properties

Note: For more information on editing content record properties, see About editing content records.

Delete content records

Depending on your permissions, you may be able to delete content records. Deleted records cannot be restored.

To delete a single content record: Click the More Options menu and select More Tools > Delete.
To delete multiple content records: Select the checkboxes of the content records you want to delete. Click the More Options menu below the Search bar and select More Tools > Delete.

Note: If a record is being used in a bundle or was used as an answer to an RFP question, an alert informs you about the result of deleting the record. You can then continue to delete the record or cancel the deletion. There are a few instances where the system will not let you delete a content record: if a content record is being used in a document type or within a Project's File List section. You must remove a record's usage from the Project File List or association within a Document Type to delete the record. To know more about where a record is currently used, see Usage.

Copy and move content records

You can copy and move content records into different folders.

Note: For more information, see Copy content records.

Bookmarks

You can identify frequently used content that you want to quickly access without browsing or searching the library.

Note: For more information, see Bookmarks.

Add to Architect Tray

You can associate a content record or bundle in the library with a component by saving the content to the Architect tray, which is a holding area for records.

Link content

Content Management links can help users manage content records that have duplicate information but must be maintained as separate records. When one of linked content records is modified, it can trigger an email which lets the owners of any content record linked to it know the content has been updated.

Copy reference code

You can insert a content record's entire content into another content record by using a library reference code. A library reference code is similar to a merge code. It can be copied and pasted into a piece of content for use in a created document or a project.

Give users outside of Upland Qvidian access to a content record

Use this feature to give external users (such as partners) access to a content record. You generate a web URL for the content record, copy and paste it in an email message. The external user clicks the link to open the record in a browser or save the record.

Find and replace properties

You can find and replace existing properties for content records.

Select the desired content records:
- For a single content record: Click the More Options menu and select More Tools > Find and Replace Properties.
- For multiple content records: Select the checkboxes of the content records you want to delete. Click the More Options menu below the Search bar and select More Tools > Find and Replace Properties.
On the Select Properties tab:
- Select the existing property you want to replace. To search for a specific property, enter the name into the Find a property... search box and click the Search icon or Enter.
- Click Next.
On the Find and Replace tab:
- Enter the corresponding term for the property you wish to replace in the Find* field. Click Enter or Find. The occurrences and variations will be listed below.
- Enter the term you want to Replace with and select the corresponding checkbox.
- Click Replace.

Remove Unused Layouts from PPTs

Unused layouts and master slides can now be removed from PowerPoint content. Removing unused layouts reduces file size, making presentations easier to manage and update.

To remove unused layouts from a single record: Hover over the desired record, click the More Options menu, and select Edit Content > Remove Unused Layouts.
To remove unused layouts from multiple records: Select the desired record checkboxes, click the More Options menu at the top of the page, and select Edit Content > Remove Unused Layouts.
To remove unused layouts from all records: Select the checkbox at the top of the grid column, click the More Options menu at the top of the page, and select Edit Content > Remove Unused Layouts.

Note: Unused layouts can be removed from any selected slide(s) the user has permission to edit and is/are not currently checked out. This action checks out the files, removes unused layouts, and saves a new revision.