In this lesson you
- Kept separate libraries apart as projects
- Started a new project and switched between projects
- Grouped documents in folders inside a project
Transcript
Projects
Projects and folders. Once a library grows past a few dozen documents, the hard part is keeping it in order. Proof gives you two tools for that. Projects keep separate collections apart. Folders sort the documents inside one collection. A project is a library of its own, with its own documents, folders and reports. You might keep one per website, per department, or for a batch you need to report on by itself. This is the Projects page. You can reach it any time from Manage projects, in the project switcher. It lists every project side by side, so you can see which one needs you. In the Work column, each project's documents are counted by what they still need. To fix means a confirmed problem. To review means a person still has to check something. Compliant means done. Maple Ridge public documents has two to fix and one to review. Each of those counts is a link. It opens that project's Library with only those documents. Can't remember which project a document is in? Type its title in the search box at the top. It looks across every project at once.
Starting a new project
Say your clinics want their forms tracked and reported apart from the public documents. That's a new project. Choose New project. Only an organization admin has this button, so if you don't see it, ask yours. Name it, here Clinic forms. Proof suggests the URL name from it, which is the part of the project's links that names it. Then choose Create project. You land inside the new project, and it's empty. It's now your active project, and anything you import goes into it. That's why it matters which project you're in before you add documents.
Moving between projects
So how do you get back to the rest of your work? The switcher at the top of the side bar always shows the project you're in. Open it, and it lists every project you can reach. Pick Maple Ridge public documents, and Proof opens that project's home. Its Library is just as you left it. Eight documents, filed in three folders. Projects never mix. The Library, the counts and the reports always cover the project you're in.
Folders
Inside a project, folders do the everyday sorting. They group documents the way your team thinks about them, by department, topic or season. The folder list sits beside the Library. Select a folder to see only its documents, and the number beside it counts them. All PDF files shows everything again. Unfiled shows the documents that aren't in a folder yet. To make a folder, choose New folder at the top of the list, and give it a name. Here, Flu season. To file a single document, use the folder button on its card. Here, Clinic Hours and Walk-ins goes into Flu season. Flu season now counts one document, and Clinic notices drops from three to two. A document sits in one folder at a time, so moving it takes it out of the old one. Filing one at a time is fine for a few. For dozens, switch the Library to Table, select the rows, and choose Move to folder. On a computer, you can also drag a card straight onto a folder. If your documents came from your website, you may not need to build folders by hand. Organize into folders, at the top of the folder list, proposes folders from where each file sits on the site. You see a preview before anything moves.
Working on a whole folder
Folders are also how you act on many documents at once. Each folder has its own menu, behind the three dots. To fix everything in it, choose Remediate this folder. It starts Proof's automatic work on just those documents. Remediating in bulk has its own lesson. To take them all with you, choose Download as zip. That has its own lesson, on exporting many documents. To see whether your website has newer copies, choose Check source updates. The lesson on keeping up with your website covers it. The same menu renames a folder, adds a subfolder inside it, or merges it into another. Archive puts a finished folder out of the way without deleting anything. Now you can keep separate collections apart as projects, move between them, and sort each one into folders you can work on together.
Recap
That's the end of this lesson.
Maple Ridge Community Health, its documents and its people are fictional, made for these lessons.