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Working with Dossiers in Content Station 10

Working with Dossiers in Content Station 10

A Dossier forms the basis of creating a story and is used for gathering all files that are related to the story.

Also, uploading files to Enterprise using Content Station 10 is done from within a Dossier.

This article describes how to work with Dossiers in Content Station 10. The following topics are discussed:

Creating a Dossier

Step 1. Click Create new... at the top of the page.

The Create New dialog appears.

Step 2. Click the Dossier icon and click Next.

Note: You can ignore the 'Based on template' option, it is not used for Dossiers.

Step 3. Fill out all necessary details and click Create. The Dossier is created and automatically opened.

Creating a new Dossier

The Dossier properties

A newly created Dossier

Dossier thumbnails

When viewing the search results in thumbnail view, Dossiers can be recognized by their grid design.

A Dossier thumbnail

Figure: A Dossier in thumbnail view. It contains a layout, an article, plus 4 additional files.

When a Dossier contains files, the large preview on the left and the smaller preview in the top right of the grid show a preview of the most important files of the Dossier, such as a layout and an article.

The additional number of files that the Dossier contains is shown in the bottom right corner of the grid.

Viewing modes

A Dossier can be viewed in the following modes:

  • Thumbnail view. Shows a thumbnail of each file or, when no thumbnail is available, the file icon.
  • List view. Shows all files as a list.
  • Story view. (Requires Content Station 10.21 or higher) Shows articles as a story. For more information, see Showing an article as a story in Content Station 10.

Each mode can be accessed by clicking its button in the toolbar:

The view buttons in a Dossier

Figure: Choosing a viewing mode in a Dossier.

Adding files to a Dossier

Adding files to a Dossier can be done in the following ways:

  • Adding files that do not yet exist in Enterprise
  • Adding files that already exist in Enterprise
  • Moving files from one Dossier to another Dossier
  • When creating a new article, automatically add it to a Dossier

Adding files that do not yet exist in Enterprise

Files that do not yet exist in Enterprise can be directly uploaded to an existing Dossier. For details, see Uploading files to Enterprise in Content Station 10.

Adding files that already exist in Enterprise

Files that already exist in Enterprise can be added to an existing Dossier in the following way:

Step 1. Select one or more files that you want to add to an existing Dossier.

Step 2. Right-click any of the files and from the menu choose Add to Dossier.

A window appears from which you can choose the Dossier to add the files to.

Choose Dossier window

Step 3. Do one of the following:

  • Use the Search box to search for an existing Dossier
  • Choose a Dossier from the list of recently opened Dossiers

Tip: Hover the mouse over a Dossier to see to its Status, Brand, and Issue.

Step 4. Add the file by doing one of the following:

  • Double-clicking the Dossier name
  • Selecting the Dossier and clicking Add to Dossier.

Moving files from one Dossier to another Dossier

Info: This feature requires Content Station 10.30 or higher.

When you come across a file in a Dossier that should actually be part of another Dossier, it can be moved in the following way:

Step 1. In the Dossier, select one or more files that you want to move to another Dossier.

Step 2. Right-click any of the files and from the menu choose Move to other Dossier.

A window appears from which you can choose the Dossier to move the files to.

Choose Dossier window

Step 3. Do one of the following:

  • Use the Search box to search for an existing Dossier
  • Choose a Dossier from the list of recently opened Dossiers

Tip: Hover the mouse over a Dossier to see to its Status, Brand, and Issue.

Step 4. Move the file by doing one of the following:

  • Double-clicking the Dossier name
  • Selecting the Dossier and clicking Move to Dossier.

When creating a new article, automatically add it to a Dossier

Info: This feature requires Content Station 10.28 or higher.

When creating a new article, it can be quickly added to a new Dossier or to an existing Dossier. This is done through the Dossier field in the Create New Article window.

Article properties

Use the field in the following ways:

  • Choose New Dossier to create a Dossier with the same name as the article and to automatically add the article to that Dossier.
  • Choose an existing Dossier to add the article to it (type any part of the name to quickly find a Dossier).
  • Leave the field blank to not add the article to a Dossier.

Removing files from a Dossier

Select one or more files, right-click any of them and from the menu choose Remove from Dossier.

Changing the settings of a Dossier

Changing the settings of a Dossier, such as its name, can be done in the following ways:

  • By using the Properties pane on the Search page. Select a single Dossier, make sure that the Properties pane is open by clicking its icon on the right side of the screen, and change any of the available settings.
  • By opening the Dossier and clicking the name at the top of the page to change it. (Requires Content Station 10.17 or higher.)
  • By opening the Dossier and clicking Properties at the top of the page to open the Properties window to change any of the Dossier settings. (Requires Content Station 10.17 or higher.)

Changing settings

Figure: Changing the settings of a selected Dossier by opening the Properties pane (A) and changing any of the settings (B).

Changing the properties within a Dossier

Figure: Changing the properties of a Dossier within a Dossier.

Changing the Dossier name

Figure: The name of a Dossier can be quickly changed by clicking the name within the Dossier.

Opening all Dossiers to which a file belongs

Info: This feature requires Content Station 10.25 or higher.

A quick way of opening all Dossiers to which a file belongs is by doing the following:

  • Select a file outside of a Dossier, right-click it and choose Open Dossiers

All Dossiers in which the file is added (if any) are automatically opened.

Note: When the file is added to more than 5 Dossiers, you are asked if you are sure to open that many Dossiers. This is done because opening a large number of Dossiers containing a large number of files can potentially take a long time.

Adding Notes to a Dossier

Notes can be added to a Dossier in the form of a chat box, typically as a way of conveying the content of the Dossier to other users or for discussing the content with them.

Dossier Notes

For more information about using Dossier Notes, see Working with Dossier Notes in Content Station 10.

Viewing which Enterprise files are linked to a Dossier

Info: This feature requires Content Station 10.18 or higher.

A Dossier typically contains multiple files and a file can be part of one or more Dossiers.

To see which files a Dossier contains without opening the Dossier, or to see to which Dossiers a file belongs, use the Linked Files panel.

The Linked files panel

Figure: The Linked Files panel shows to which files in Enterprise a file is linked.

For each file, the relation to the selected article is shown: 'Part of' for a Dossier that the article that is part, 'Contains' for a file that is part of a Dossier, and so on.

For more information, see Viewing to which Enterprise files a file is linked using Content Station 10.

Bookmarking Dossiers

When opening a Dossier, the link in the address bar of the Web browser points directly to that Dossier. For easy and quick access to it, simply create a bookmark for it in your Web browser.

Sharing a Dossier link with other users

Similar to bookmarking the link of a Dossier, you can also share the link with other users, or click on a link that you have received from someone else.

Note: Of course, the person who uses the link needs to have sufficient permissions to access the Dossier.

Document history

  • 6 September 2017: Updated section 'Adding files to a Dossier' with steps for moving files from one Dossier to another.
  • 10 August 2017: Added information about adding an article to a Dossier when the article is created.
  • 4 July 2017: Added information about opening all Dossiers to which a file belongs.
  • 18 May 2017: Updated screenshot of Create New dialog with new design.
  • 4 May 2017: Added section 'Viewing modes'.
  • 21 March 2017: Added information about the Linked Files panel.
  • 6 March 2017: Added information about changing the Dossier settings from within the Dossier.
  • 6 February 2017: Added information about using Dossier Notes.
  • 18 January 2017: Added information about adding Enterprise files to a Dossier.
  • 18 January 2017: Added information about removing a file from a Dossier.
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