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COE Home > COE Students > LiveText > Organizing Documents

Organizing Documents in LiveText

Warning: Labels and Smart Labels can become very confusing. They do not follow the standard "Folder" method with which most PC and Mac users are accustomed. To keep things simple, it is best not to use labels and simply keep all of your work in the My Work and Inbox area.

However, some users may find the use of labels appropriate. With LiveText, files are organized with the use of System Labels, Regular Labels and Smart Labels.

Prior to selecting a label type and learning how to create them, it is important to know the purpose of the different types of labels. Review the types of labels below and then learn how to use them.

About Labels in General

Labels differ from folders. Labels work much like cards in a library's card catalog:

  1. One or more labels can reference the same document. Only one copy of the document exists unless you have explicitly copied it using the Copy link.
  2. Applying another label to a document does not remove any prior labels. You must do that separately.
  3. Deleting a label does not delete any documents referenced by that label.
  4. Unlike a folder, but rather like a card in a library's card catalog, a label is not a container. For this reason, Labels do not have sub-labels.

How are Smart labels different from Regular Labels?

Smart labels allow you to view all documents that meet given criteria. The criteria options are Title, Author, Document Type, Label, Created, and Modified. You can use more than one criterion at a time. Example - you can create a Smart Label that displays all documents whose type is a Portfolio and whose author is not your name.

System Labels in the Materials Menu
(System labels that can not be modified)

  • My Work -- All documents you created and own, regardless of type (lesson plan, assessment, course, project, portfolio).
  • Inbox -- All documents shared with you, regardless of type (lesson plan, assessment, course, project, portfolio.) Both items which are shared with you as a viewer AND as an editor are listed here.
  • Sent -- All documents you shared with another user, regardless of type (lesson plan, assessment, course, project, portfolio).
  • All -- All documents to which you have access, the compilation of everyting in My Work and Inbox.
  • Trash -- All documents that have been deleted or trashed.

Editable Labels
(Regular and Smart labels that can be modified)

To create a Regular Label:

  1. Click the MyDesk link.
  2. Click the Labels link within the Materials menu.
  3. Select Create and choose Label from the drop-down menu.
  4. Enter a title and description.
  5. Click the Save button.

To create a Smart Label:

  1. Click the MyDesk link.
  2. Click the Labels link within the Materials menu.
  3. Slect Create and choose Smart Label from the drop-down menu.
  4. Enter the title and description, and then set the match criteria, and sort by fields to your preferences.
  5. Click the Save button.

  • Match=all -- Only displays documents that have attributes which equal every criterion specified.
  • Match=any -- Displays documents that have attributes which equal one or more of the specified criteria.
  • Title -- Matches the document's name.
  • Author -- Matches the first and last name of the document's creator.
  • Document Type -- Matches assessment, course, lesson plan, portfolio, or project.
  • Label -- Matches documents that have the chosen label applied to them.
  • Created -- Matches the date that the document was composed.
  • Modified -- Matches the last date that the document was changed.

To delete a Regular or Smart Label:

  1. Click the MyDesk link.
  2. Click the Labels link within the Materials menu.
  3. Select each label to delete by checking the box to the left of each label's title.
  4. Click the Delete button.

To apply a Regular or Smart Label to a document:

  1. Create a label (see above instructions.)
  2. Select each document to label by checking the box to the left of each document's title.
  3. Select the target label from the Apply button and select the label of your choosing from the drop-down menu.
 

Any number of labels can be applied to any number of documents.
-- Applying a label DOES NOT remove any prior labels.

To remove a Label from a document:

  1. Click the label that you want to remove.
  2. Select each document to unlabel by checking the box to the left of each document's title.
  3. Click Remove button.

To edit a Smart Label:

  1. Click the MyDesk link.
  2. Click the edit Labels link within the Materials menu.
  3. Click Edit Titles to modify the title, description, match criteria, and sort order.
  4. Click the Save button.
  • Match=all -- Only displays documents that have attributes that equal every criterion specified.
  • Match=any -- Displays documents that have attributes that equal one or more of the specified criteria.
  • Title -- Matches the document's name.
  • Author -- Matches the first and last name of the document's creator.
  • Document Type -- Matches assessment, course, lesson plan, portfolio, or project.
  • Label -- Matches documents that have the chosen label applied to them.
  • Created -- Matches the date the document was composed.
  • Modified -- Matches the last date that the document was changed.

Have a problem with this page? Care to see something added? Please send an e-mail to coe.livetext@emich.edu, and a member of the COE LiveText Support Team will contact you.

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