Documentation for sub-collections

Introduction

The "Sub-collections" function has been created to enable users to create customized sub-collections of documents from the Medicines Documentation library according to their needs.

This help page aims at offering instructions on how to create, edit, export and delete sub-collections in the Medicines Documentation Library.

1. The Sub-collections page

The Sub-collections page can be accessed by clicking on the "Sub-collections" button in the lower left part of the library menu.

 Registration is mandatory in order to create a sub-collection. If you do not yet have a user account, please register in the system.


Figure 1: Default "Sub-collections" page

The following options are available on the Sub-collections page:

1.1 Create sub-collection

To create a sub-collection, follow the next steps:

  • Click on the "Create sub-collection" button from the main sub-collections page (See Figure 2 below)
  • This activates the "Title" and "Description" fields in which you need to insert information on the sub-collection you want to create
  • In the "Title" field insert the title of your sub-collection
  • In the "Description" field insert a short description about the sub-collection
  • Click on the "Create" button to create the sub-collection
  • Click on the "Cancel" button to cancel the "create sub-collection" operation.


Figure 2: The default "Create sub-collection" form

1.2 Add documents

The "Add documents" feature offers brief instructions on how to add documents to a sub-collection. You will find more information on adding documents to a sub-collection in the "Sub-collections menu" section.


Figure 3: Default "Add documents" feature

1.3 Remove documents


Figure 4: Sample detailed sub-collection page

  • To remove a document from a sub-collection, click on the "Remove" button below the document and also in the remove confirmation box.
  • To quit the removing a document option, click on the "Cancel" button in the remove confirmation box.


Figure 5: Default "Remove" box

1.4 Export sub-collection

The export option offers the possibility of exporting a sub-collection to your local computer. The text appearing in the figure below gives a brief explanation of the process.


Figure 6: Default "Export" feature

An existing sub-collection can be exported by clicking on the "Export" button beside the sub-collection title in the list of sub-collections.


Figure 7: Default "Export" message

Wait a few seconds until the export process is complete. A "Pending" message will appear on your screen, as in the figure below:


Figure 8: Default "Pending" process

  • The "Export" button beside the exported sub-collection will be replaced by a "Download" button.
  • Press "Download" to download the sub-collection to your computer. You can open the sub-collection or save it on your computer. You can also choose the location where the sub-collection will be saved.


Figure 9: Default "File Download" form


Figure 10: Default "Save As" form

  • The filename of the exported sub-collection will contain the first 32 characters from the sub-collection's title. Please note that characters in different languages may not be recognized by all operating systems.
  • After downloading the sub-collection you can access it locally.

Please note that you have to extract the files from the archive which will be downloaded to your computer before accessing the sub-collection.


Figure 11: A sample extracted sub-collection

  • Access the collection locally by clicking on the "index.html" document (See the figure above).


Figure 12: Sample "Sub-collection" accessed locally

1.5 Edit sub-collection

Once you have created the sub-collection, you have the option of editing, exporting or deleting it.

  • For editing the sub-collection, click on the  button beside the sub-collection name (See Figure 13).


Figure 13: Default "Sub-collection" page

  • Modify the information in the desired field
  • Click on the "Update" button in order to save the changes
  • Click on the "Cancel" button in order to cancel updating your sub-collection title or description text


Figure 14: Default "Edit" form

1.6 Delete sub-collection


Figure 15: Sample Sub-collection form

  • To delete a sub-collection click on the  button beside the collection name. A delete confirmation box will open. To finalize deletion, click on the "Delete" button from the delete confirmation box.
  • To quit deleting a sub-collection, click on the "Cancel" button from the delete confirmation box.


Figure 16: Default "Delete" confirmation box

2. The Sub-collections menu

The sub-collections can also be managed from the classifier pages of the library (e.g. Titles A-Z, Subjects, Keywords, Series and Periodicals, Publishers, Authors A-Z, Regions, Countries) through the Sub-collections menu.


Figure 17: Default buttons of the sub-collection menu

The sub-collection menu (shown in Figure 17) has the following functions:

2.1 The contract/expand menu button

To contract the sub-collection menu, click on the "Contract" button (see Figure 18).


Figure 18. Default contract button of sub-collection menu

To expand the sub-collection menu, click on the "Expand" button (see Figure 19).


Figure 19: Default expand button of sub-collection menu

2.2 The selection button

 Selects the documents in a page in order to add them to the sub-collection

The check button  also serves to deselect the documents (by clicking once more on the check button)

To manually select each document, click on the check box that corresponds to the resource/document you want to transfer to one of your sub-collections.

To select the sub-themes of a subject, click on the check box in front of the subject heading. To select only a sub-theme of a subject, click on the check box in front of the sub-theme.

2.3 The add document(s) button

 Adds the selected documents to an existing sub-collection


Figure 20: Default Add document button tooltip

The "Add to sub-collection" form offers the possibility of adding document(s) to one of the created sub-collections.

Necessary steps:

  • Select the document(s) you want to export
  • Choose from the drop-down list the name of the sub-collection where you want to transfer the document
  • Click on the "Add" button.

By default, the sub-collection selected in the drop-down list will be the last accessed sub-collection. To choose another sub-collection, activate the drop-down list by clicking on the arrow in the sub-collections box.

In order to add documents from the specific classifier pages (e.g. Titles A-Z, Subjects, Keywords, Series and Periodicals, Publishers, Authors A-Z, Regions, Countries), the following steps are required:

To add the resources/documents of a particular classifier, use the left menu to choose the classifier.


Figure 21: Default Medicines Documentation menu

Available classifiers:

  • Titles A-Z

To add documents from the "Titles A-Z" page, follow the next steps:

  • Select the documents, either by clicking on the  button in order to select all the documents, or by manually selecting particular documents.
  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.


Figure 22: Default "Titles A-Z" window

To add documents that are part of a series or periodicals from the "Titles A-Z" page, follow the next steps:

  • View documents in the series / periodical, by clicking on the newspaper icon  in the top left corner of the series' / periodical's cover image or on the series' / periodical's title
  • Select the documents, either by clicking on the  button in order to select all the documents, or by manually selecting particular documents.
  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.
  • Subjects

To add documents from the "Subjects" page, follow the next steps:

  • Select the documents
  • To select the sub-themes of a subject, click on the check box in front of the subject heading
  • To select only a sub-theme, click on the check box in front of it.
  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.


Figure 23: Default "Subjects" page

  • Keywords

To add documents from the "Keywords" page, follow the next steps:

  • Select the documents below the keyword

If you want to export all the documents below a keyword, select the keyword (click on the check box in front of the keyword).

  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.


Figure 24: Default "Keywords" page

  • Periodicals

To add documents from the "Periodicals" page, follow the next steps:

  • Select the name of the periodical to be added or
  • To select only a few documents from a periodical, choose the title of the periodical and click on the check box in front of the document to be added
  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.


Figure 25: Default "Series and Periodicals" page

  • Publishers

To add documents from the "Publishers" page, follow the next steps:

  • Select the name of the publisher to be added or
  • To select only a few documents from a publisher, choose the name of the publisher and click on the check box in front of the documents to be added
  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.


Figure 26: Default "Publishers" page

  • Authors A-Z

To add documents from the "Authors A-Z" page, follow the next steps:

  • Select the name of the author to be added or
  • To select only a few documents from an author, choose the name of the author and click on the check box in front of the documents to be added
  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.


Figure 27: Default "Authors A-Z" page

  • Regions

To add documents from the "Regions" page, follow the next steps:

  • Select the region

To choose another region from the list in the figure, simply click on the desired region.

  • Select the documents to be added
  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.


Figure 28: Default "Regions" page

  • Countries

To add documents from the "Countries" page, follow the next steps:

  • Select the country

To see the countries from another region, simply click on the desired region.

  • Select the country/countries or
    Select the documents below the chosen country
  • Click on the click here link (from the tooltip of the  button) to access the "Add to sub-collection" menu
  • Choose the sub-collection from the drop-down list
  • Click on the "Add" button.


Figure 29: Default "Countries" page

2.4 The quick help button


Figure 30: Quick help button

Offers a tooltip for selecting categories or sub-categories that need to be added to the sub-collection (in the Subjects, Keywords, Series and Periodicals, Publishers, Authors A-Z, Regions and Countries pages):

  • To open a sub-category, place your mouse over the respective category and click it once. If you tick the checkbox in front of a category, all the documents under that category will be selected for addition to the sub-collection. If you tick the checkbox in front of a main category to add it to the sub-collection, all the corresponding sub-categories will automatically be selected as well.

Thank you for your attention.

 
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