Folder Structure Overview

Learn how content is organized in the Author-it Library using folders. This section explains folder types, their purpose, and best practices for managing objects.

Folders help authors and designers organize content within the library.

  • Names and hierarchy are fully customizable.
  • Users can create as many folders as their team requires.
  • The structure can evolve over time without disrupting existing relationships.

Recommended Folder Structure

Author-it follows a three-tier folder organization model. Each tier supports different workflows and security needs.

Recommended Folder Structure

Figure 5: Quick view of the folder structure model

  1. Shared Folders (Common Content)

    Used for reusable objects that appear across many documents.

    Examples:

    • Title pages
    • Tables of contents
    • Copyright notices
    • Disclaimers
    • Logos
    • Common hyperlinks

    Security: Typically open. Authors can add, update, or reuse objects freely.

  2. Working Folders

    The main space where authors perform daily work.

    • Stores books and topics under development.
    • Can be organized by:
      • Department (e.g., HR, Technical Publications)
      • Product (e.g., X1000, X2000)
      • Document type (e.g., User Guide, Admin Guide)

    Flexibility: Folders can be renamed or reorganized at any time without affecting book relationships.

  3. Restricted Folders (Standards Area)

    Controlled space for designers and administrators.

    Contains objects that enforce consistency:

    • Templates
    • Media objects (page layout controls)
    • Publishing profiles
    • Styles

    Security: Read-only for authors. Only designers/admins can modify or delete content.

Working with Folders in the Library Interface

How To Create New Folders

Figure 6: A visual guide to create a new folder

Creating Folders

  • Navigate to the left panel and select the open folder.
  • Right-click → New Folder, or
  • Use the Manage Ribbon.

Moving Objects Between Folders

  • Drag and drop objects to change their “home address.”
  • Moving an object does not break its connection to books.

Creating Objects Inside a Folder

  • The folder selected in the Folders Pane becomes the object's home.
  • If the object was created in the wrong folder, simply drag it to the correct one.
Note:

“When in doubt, click and drag.”

Drag-and-drop is the most reliable method for organizing content throughout the library.