Filtering the content of a Dossier using Dossier Labels in Content Station 9

Info: This feature requires Content Station version 9.1 or higher.

Why filtering is useful

One of the main purposes of a Dossier is to collect all files that are related to a particular story. However, many of these files are purely for reference and only a small number of files will actually be used for publishing the story.

In practice, the number of reference files can quickly increase: previously published stories as well as other documents containing related information may be gathered, photographers may submit dozens of photo shoot images, reporters may send in sound and video recordings of people interviewed, artwork used for inspiration may be collected, and so on.

When working on files in a Dossier, more often than not you only need to see just a few of all files; all other files are superfluous and might get in the way of quickly finding the files that you are after.

By filtering the files in the Dossier on only those that are relevant to what you need at that time, finding files and working on them becomes more efficient.

How it works

Filtering files in a Dossier starts by assigning one or more labels (known as Dossier Labels) to a file. Then, one or more of these labels can be selected after which only the files that have these labels assigned are shown while all other files are hidden.

Example: Labels could be 'Photo shoot 1', 'Photo shoot 2', 'Inspiration', 'Draft content', and so on. Imagine for instance a photo editor who needs to work on images taken during the first photo shoot. To show all the files related to that photo shoot, all it takes is clicking the label that has been set up named 'Photo shoot 1'.

Figure: A Dossier containing 12 files with several Dossier Labels assigned to each file. The Dossier is not filtered: all 12 files are shown.

Figure: The same Dossier as in the figure above, but now filtered by Dossier Label 'photo shoot 1'. A total of 5 files are shown.

How Dossier Labels are displayed

As the name implies, Dossier Labels are only available when working on files in a Dossier (and more specifically: when 'Dossier Content' is selected). They are displayed in the following locations:

• Labels assigned to a file are shown in the Labels column of the Document pane (you may have to adjust the width of the column to see all assigned labels or hover the mouse pointer over the row in the Label column to see all assigned labels in a tooltip)
• All available Dossier Labels are shown in the Dossier Label bar

Figure: Dossier labels are shown in a Dossier in the Labels column (A) and in the Dossier label bar (B).

Labels are Dossier specific

Labels that are assigned to a file are specific to each particular Dossier. This means that in one Dossier a file could be labeled as 'Photo shoot 1' whereas in another Dossier that same file could be assigned a completely different label or perhaps no label at all.

Working with Dossier Labels

The following topics are discussed:

• Assigning Dossier Labels
• Un-assigning Dossier Labels
• Using labels to filter files in a Dossier
• Creating Dossier Labels
• Removing labels
• Reordering labels
• Renaming labels

See this short video about working with Dossier Labels:

Assigning Dossier Labels

See these steps performed in this video:

Assigning a Dossier Label to a file can be done on files that already exist in the Dossier or when adding a file to the Dossier.

Assigning a label to existing files

Step 1. Select one or more files that need to be labeled.

Step 2. Do one of the following:

• Click the '+' icon that is shown for a label in the Label bar

Figure: When one or more files are selected, assigning a Dossier Label can be done by clicking the '+' icon of a label.

• Drag the selected files over a label in the Dossier Label bar or in the Label column.

The label is assigned.

Step 3. (Optional) Continue assigning labels by clicking the '+' icon of other labels or by dragging them onto other labels.

Note: You might see the file disappear from view if a filter is active that is based on labels that are not assigned to the file.

Assigning a label when adding a file

Step 1. Filter the Dossier by using Dossier Labels (see Using labels to filter files in a Dossier below).

Step 2. Add a file to the Dossier. The file will have the labels assigned that are part of the current filter.

Example: A Dossier is filtered to only show files that have the labels 'A' and 'B' assigned. An image is added to the Dossier; it is automatically assigned with the labels 'A' and 'B'.

Un-assigning Dossier Labels

Step 1. Select one or more files from which labels need to be unassigned.

Step 2. Click the '-' icon that is shown for a label in the Label bar

Figure: When one or more files are selected, un-assigning a Dossier Label can be done by clicking the '-' icon of a label.

The label is un-assigned from the file(s).

Note: You might see the file disappear from view if a filter is active that is based on labels that are not assigned to the file.

Example: A file has the labels 'A' and 'B' assigned while the content of the Dossier is filtered to only show files with label B. When un-assigning the label 'B' from the file, the file is hidden because it does not meet the filtering criteria.

Step 3. (Optional) Continue un-assigning labels by clicking the '-' icon of other labels.

Using labels to filter files in a Dossier

Step 1. In the Dossier Label bar or in the Labels column, click on a label.

All files that have that label assigned (if any) will be shown, all other files are hidden. The label that was selected will appear highlighted.

Step 2. Do one of the following:

• Add more labels to the filter or remove labels from the filter by clicking other labels while holding down Cmd (Mac OS) or Ctrl (Windows).
• Remove all labels from the filter by clicking the All button.
• When multiple labels are added to the filter, click a label without holding down Cmd/Ctrl to only base the filter on the selected label.

Example: A Dossier contains 3 files: file 1 is labeled 'A', file 2 is labeled 'B' and file 3 is labeled 'C'. When clicking label 'A', only file 1 is shown while files 2 and 3 are hidden. When Cmd/Ctrl-clicking label 'B', file 1 and file 2 are shown while file 3 is still hidden. When clicking label B without holding Cmd/Ctrl, only file 2 is shown while file 1 and 3 are hidden.

Creating Dossier Labels

Dossier Labels are created in the following ways:

• Automatically from a Dossier template
• Manually

Labels from a Dossier template

When instantiating a Dossier template by double-clicking it, any Dossier Labels that were set up in the Dossier template are automatically added to the Dossier.

Creating labels manually

Step 1. In the Dossier Label bar, click Edit.

The bar changes to an editable state and the text cursor is placed inside it.

Step 2. Type in the name of the label. To convert the entered text into a label, do one of the following:

• Press Return
• Type a comma (,)

Note: Labels can be any text you like and can be as long as you like. However, it is best to keep them short and descriptive. In case the text is longer than the width of the bar, the text is truncated. When entering a label that already exists, the newly added label is automatically removed (even when the other label uses a different capitalization).

Step 3. When all labels are entered, exit the editable state of the bar by doing one of the following:

• Press Return
• Click OK
• Click outside of the bar (such as in the Document pane)

Tip: To exit the editable state without saving any of the changes, click Cancel or press ESC.

Removing labels

Step 1. In the Dossier Label bar, click Edit.

The bar changes to an editable state and the text cursor is placed inside it.

Step 2. Do one of the following:

• Place the text cursor to the right of the label and press Backspace
• Hover the mouse pointer over the label and click the cross icon (x).

Step 3. Exit the editable state of the bar by doing one of the following:

• Press Return
• Click OK
• Click outside of the bar (such as in the Document pane)

The Dossier Label is removed and un-assigned from those files that had it assigned.

Tip: To exit the editable state without saving any of the changes, click Cancel or press ESC.

Note: You might see a file disappear from view if a filter is active that is based on labels that are not assigned to the file.

Reordering Dossier Labels

Reordering Dossier Labels is not supported.

Note: You could remove a label and re-enter it in the location where you want it (for instance in first place), but be aware that when removing a label it is also un-assigned from all files to which it is assigned; you will have to re-assign the label after it has been recreated.

Renaming Dossier Labels

Renaming Dossier Labels is not supported.

Note: You could rename a label by removing and re-entering it, but be aware that when removing a label it is also un-assigned from all files to which it is assigned; you will have to re-assign the label after it has been recreated.