Adding/Removing Documents in Chronology

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You can add individual or multiple documents to Chronology and Outlines. Documents added to an Outline will be automatically added to that Outline’s associated Chronology, if the Outline has one. However, documents added to a Chronology will not automatically be added to associated Outlines (which must be done by adding Outline labels in the Chronology itself).

Add an individual document to a Chronology/Outline

To individually add documents to a Chronology, open a document in the review window. Locate the timeline icon in your panel toolbar and click it to choose from any Chronologies or Outlines you have access to. If you don’t see the timeline icon, it’s possible that you need to add it to your toolbar (visit this help article for instructions on customizing the full screen panel). If you don’t have StoryBuilder permissions, you won’t have access to this button at all. 

Once you click the timeline icon, select the desired Chronology from the list of available Chronologies and Outlines. In the dialog that appears, you can enter the document name, date, description, and relevance fields which will all be associated with the document in the Chronology and/or Outline.

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For document date, you can either choose an existing metadata date field (if they exist for that document) or a custom date. If you choose to enter a custom date, you can enter date, date and time, month only, or year only. All dates, custom or metadata, will be displayed according to your project’s timezone, which can be adjusted in General Settings in Project Settings. 

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If there are existing notes applied to the document, you are given the option to copy the content into the description or relevance fields. 

At the bottom, you can apply labels associated with the selected Chronology and/or Outline. You can learn more about the purpose of StoryBuilder labels in this help article. When you are done, click Add.

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You can edit the document’s entry by selecting the same Chronology or Outline from the dropdown in the timeline icon. Simply create the edits in the dialog box, then click Edit in the bottom right corner. 

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Batch add documents to a Chronology/Outline

Go to a results table. By default, all documents are selected, but you can choose a smaller set using the checkboxes on the left side of the table. 

Click the Batch icon in the toolbar (or press the spacebar on your keyboard) to expand the batch coding panel. Scroll down to the StoryBuilder category and select the Chronologies and/or Outlines that you want to add the documents to. Remember, documents added to Outlines will also be added to associated Chronologies (but not the other way around). 

To batch remove documents from a Chronology or Outline, click the tag a second time. The tag will appear under the Remove section in the batch panel and will be outlined in red. You can both add and remove documents in a single batch action. 

Note that you can also remove individual and multiple within the Chronology itself, which you can learn more about in this article.

Once you are done making your selections, click Apply. If you are adding documents to a Chronology, you will be able to input a date to modified documents (either selecting a metadata date field, a custom date, or no date). If you select “No Date,” you can always enter dates in the Chronology itself. When you’ve confirmed your selection, click Apply.

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Determining a prefix priority list

If you have multiple produced versions of a single document on the platform, you can choose which version of the document to display in your Chronology and its associated Outlines using the production versions tool. To begin, click Settings in the toolbar and then select Version Settings.

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This will open the prefix priority list. The prefix priority list specifies which produced version of your documents, if available, should be displayed in StoryBuilder. Choose your prioritized prefixes from the filter bar at the bottom and use the arrows, or drag and drop the prefixes, to order them from highest to lowest priority. When you are finished prioritizing your prefixes, click Submit.

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Now, for all documents referenced in your Chronology and its Outlines, the version with the highest prioritized prefix will be displayed.

To view the prefixes of the documents that were originally added to your Chronology (which may not match the prefixes of the displayed documents), click the Versions icon in the Chronology toolbar.

To use a concrete example, let’s imagine that document A has three different versions on the platform: #1.1, ABC123, and DEF123. Document B has three different versions on the platform, as well, but one of them is from a production that Document A was not a part of. The three versions of Document B on the platform are: #2.2, ABC456, and GHI456.

Let’s also imagine that the prefix priority list looks like this:

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Based on this prefix priority list, any reference to Document A will display the DEF123 version in this Chronology and its associated Outlines. Document B does not have a DEF version on the platform, but it does have an ABC version, which is the next prefix on the prefix priority list. Therefore, any reference to Document B will display its ABC456 version. Any documents with neither DEF nor ABC versions on the platform will display the control numbered version of the document.

Click “How it works” on the prefix priority list to see a visual depiction of this tool:

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