The ability to edit binders requires the Edit Document permission. To open edit mode, click Edit Binder in the binder header area. To close edit mode and save changes, click Done Editing in the binder header area. Edit mode is similar to view mode, but allows you to make some structural and content changes that are not available otherwise. Unlike in view mode, document names do not link to the Doc Info page.
Note: When a binder approaches 7,000 nodes, Vault displays a banner message. Binder nodes include documents, sections, and component binders.
Vault displays another banner when a binder nears 10,000 nodes. At this size, you cannot upversion, copy, or create a draft of the binder.
Binders cannot contain more than 50,000 nodes. When a binder reaches 50,000 nodes, Vault displays an error. At this size, Vault locks the binder. You cannot add components to the binder. You also cannot add components to a new or existing binder in bulk if the resulting binder would contain more than 50,000 nodes.
How to Add Sections
In a binder, you can add sections as a way to create and organize a hierarchy for the binder’s content.
There are three ways to add a section in Outline View:
- From the binder header area, click the Add menu and select Section. In the dialog, enter the (optional) section Number and section Name. Click Save. A new top-level section row appears in the outline.
- From the Actions menu on any section, select Sibling Section. In the dialog, enter the (optional) section Number and section Name. Click Save. Vault creates the new section as a sibling of the section you’re viewing.
- From the Actions menu on any section, select Child Section. In the dialog, enter the (optional) section Number and section Name. Click Save. Vault creates the new section as a child of the section you’re viewing.
There are two ways to add a section in Compact View:
- From the binder header area, click the Add menu and select Section. In the dialog, enter the (optional) section Number and section Name. A new section appears in the view.
- From the Actions menu on any section, select Sibling Section. In the dialog, enter the (optional) section Number and section Name. Click Save. Vault creates the new section as a sibling of the section you’re viewing.
How to Add Documents
A single document cannot be in the same section twice, but the document can be in different sections within the same binder and can also be in multiple binders. All document links in a binder point to the most recent version of the document, unless you have applied version binding.
To add documents that are already in Vault to a binder:
- From the binder header area, click the Add menu and select Existing Documents.
- The Add Documents window opens. This window can display all documents for which you have View Document permission and may have some default filters. You can modify these filters, add new filters, select a different standard view, and search using this window.
- From the palette, add documents by clicking an item’s upper-left corner and dragging it into the binder view. An orange line appears in the binder to indicate where Vault will add the document. You can also click the plus (+) icon to add a document.
- Optional: Select multiple documents by clicking and dragging your cursor in the palette or by holding down the Ctrl key while clicking. With multiple documents selected, click and drag as you would for a single document.
How to Create Documents
In addition to adding content that already exists to the binder, you can also create new documents or binders and add them to the binder automatically. When you create new content from within a binder, object-type document fields are automatically populated based on the document.
You have several options for creating new documents:
- From binder edit mode, use the Add menu.
- From binder edit mode, use the Actions menu on a specific section.
- From binder view or edit mode, drag and drop one or more files from your computer into the binder structure. If you’re using Internet Explorer, only newer versions (v10+) support the drag and drop tool for selecting source files.
When you create a document from within a binder, Vault automatically adds it to the binder, but it is a standard document that can also be added to other binders, and persists if you remove it from the original binder.
How to Reorder Components
From Compact View, you can reorder components within their current section by dragging the items to their new location. An orange line appears in the section to indicate the new location. You can also move components to a different section by selecting Move from the Actions menu for the component, selecting the new location within the dialog, and clicking Save. When moving a section, Vault also moves all subsections and linked documents.
From Outline View, you can move components by dragging them to another location, including into a different section. To put a component inside a section when that section is not expanded, drag the component over the section so that the section is highlighted and drop it. An orange line appears when you’re moving components to indicate the new location.
How to Version Documents
You can use drag-and-drop functionality to quickly version documents by adding new source files. From binder view or edit mode, drag and drop a single file from your computer onto an existing document in the binder. Vault sets your file as the new source file for the document and updates the minor version number.
Note: Only newer versions of Internet Explorer (v10+) support the drag and drop tool for selecting source files.
How to Remove Documents or Sections
Removing documents from a binder does not delete them from Vault. However, there is no undo option. To re-add a document, you follow the same process as adding it to the binder the first time. Removing sections deletes the section permanently, deletes any subsections, and removes any child component documents.
There are several ways to remove documents or delete sections in the binder:
- From the Compact View, select Remove from Binder from the Actions menu.
- From the Outline View, select Remove from Binder from the Actions menu.
- From the Add Document palette in either view, click the – icon.
How to Add a Thumbnail Image
To make a binder more easily recognized in the Library, you can customize the binder thumbnail with an image of a file from within the binder. To use custom binder thumbnails, an Admin must first enable Binder Thumbnails for the binder document type. Once enabled, Vault selects the first document in the binder hierarchy as the thumbnail image. You can also manually select a document from within the binder to use as the thumbnail image.
To set a specific document as the binder thumbnail:
- Find a document in the binder to use for the binder thumbnail.
- From the binder view, click Edit Binder.
- Select Set as Binder Thumbnail from the actions menu in the document row.
To revert to the default thumbnail (first document in the binder), select Reset Binder Thumbnail from the binder Actions menu.
Related Permissions
The ability to edit binders (add sections, add documents, etc.) requires the Edit Document permission on the binder. To add documents to a binder, you must also have View Document permission on those documents.