The Act on Content toolbar appears below the main menu bar after searching or browsing. The options depend on the page you are viewing and your permissions. Note: All of the possible options are described below. The screenshot omits a couple of the options on the Download menu. Most users will not see all options.
To perform an action, select item(s) on the page (for example, check the box next to a record on the Search Results page), then select an action from the toolbar.
As an alternative to using the toolbar, you can right-click on the Search Results pane to open a pop-up menu. (Note: An administrator may have disabled this menu.)
All of the possible options on the Act on Content toolbar or pop-up menu are described below. You might not have access to all of the options.
Print / View. Display the selected items using the Print Friendly screen. If multiple items are selected, the top portion of the page includes a Summary section with a list of the selected items. To print the displayed items, click the link in the pop-up window.
E-mail. Send the selected content by e-mail. When prompted, specify the requested information: Recipient's name, optional Cc and Bcc, subject line, optional message, whether to use HTML or Plain text, and whether to send items in a single e-mail or as separate e-mails for each item. To specify multiple recipients, use commas (support@company.com, person@company.com). If a Look up... link appears next to To/Cc/Bcc, you can click the link to display a dialog box from which you can select e-mail addresses to copy into the corresponding field.
Download. Download the selected items as PDF, HTML, CSV, or XML. Or download all the Files associated with the items in a ZIP file. Use CSV (Excel time format) when you intend to import the records into third-party application that does permit the time zone to be specified. Follow the instructions in the pop-up dialog to preview and/or download the content.
Add To. Add items to one of the following locations:
Cart: Temporarily save selected items in your cart. This allows you to collect and perform actions on items from various searches. Items are only stored temporarily. When you log out, the Cart is emptied.
Category: Add the selected items to a collection. Use the pop-up dialog box to select the desired category folder, then click Add.
Remove from Cart. This action is available if you are on the My InfoCart page and your cart contains at least one item. Click to remove the selected items from your Cart.
Edit. Open the Edit page for the item. On the Search Results, Browse Collection, and InfoCart screens, exactly one item must be selected when you click Edit.
Batch Modify. Click to open the Batch Modify wizard. Batch Modify operates on the records in the Search Results, InfoCart, or selected Category in Browse Collection. Use the first page of the wizard to specify which records to modify. Use the second page of the wizard to specify what to change (which field, what operation, and what values). Batch Modify operations run as jobs in the background.
Report on Content. Display the search results as a report. Report on Content appears only if at least one report has already been designed for the content type.
Copy. This action is available when displaying a single record (browse or search, then click a record link). Select this option to copy the selected record. A confirmation message will appear; click OK to create the copy. Note: The new record is created as soon as you click OK on the confirmation message. The copy is then displayed in the Edit screen so you can make any desired changes. "[COPY]" is appended to the Edit Screen title as a reminder.
Social. This menu may be available when viewing a single record after browsing or searching. The Social menu may contain the following items:
Moderate: Remove individual tags, comments, or ratings from a record, if your permissions allow.
Tag: If your permissions allow tagging, type a word or phrase to associate with the record. Press Enter after each word or phrase. When the record is displayed, all tags will appear as a "cloud", with more frequent tags appearing more prominently. Users can click a tag in the cloud to find associated records.
Comment: Add a comment to the record. Note: This option will not appear on the menu if inline Comments are enabled (the default).
Status. This menu is available if it is relevant for the selected item. There are two options:
Activate. Active records can be viewed by authorized users. Active user profiles are allowed to log in.
Deactivate. Inactive records are grayed out and identified by the word "INACTIVE" in red; inactive users cannot log in.
Delete. Permanently delete the selected items. This option is visible only if it is relevant for the selected item and you are allowed to delete records.