This button provides access to the text element library. Here you are able to quickly add standard texts such as company profile, product information and other text modules.
Adding text elements
A whole multitude of items can be saved as text elements, as long as Word is able to process them. More specifically, they include
Once you have made all desired changes to the text element you are ready to add it to the library. To upload an item as a text element, all you have to do is select it and then click on Save in Library. Please select Textelement to save the item to the text element library.
If you upload a text element for the first time, you will be prompted to create a new folder. Do so by clicking the New Folder button in the bottom left of the text element library.
Once you have selected the correct folder and typed in an appropriate filename, you can finally upload the text element by clicking OK. After the empower sync has run completely to synchronize with the database, you will also be able to preview the text element in the library without having to download it first.
All settings and formatting of the text element, incl. font size, bold sections, as well was spacing will also be saved – when downloaded the text element will be exactly the same as it looked before being added to the text element library. To insert a text element into a document, select the element in the library and either click on Insert at the bottom right of the library window, or perform a double click on the text element itself.
You also have the possibility of selecting a split screen setting:
This allows you to display the text element library directly next to your document to quickly add different text elements without the necessity to open the text element library via its button every time you need to insert such an element into the document.
Text element library
The text element library itself is structured similarly to the template library with a folder structure, sorting options and item metadata. In addition, the text element library also provides a user library to which each user is able to save his own text elements for quick composition of documents.
Every user has the ability to share his text element folders with his colleagues and provide them with individual rights. This way, users can collaborate and share a folder with common text elements, or work on a project together.
To add users to your folders, or change the rights type of users already added, please click on the cog symbol at the bottom of the text element library:
In this first overview, you can see which users have what kind of authorization for this folder.
Here you can add a new user to your folder. To do so, simply click the “+”-symbol. A window identical to that for adding additional profiles will open in which you can search for the user. Once the desired user is found, you can set one of four types of permissions:
An administrator may add or delete folders or sub- folders, assign authorization to other users, and create, update, read and delete content.
An editor is able to read all content of a folder, and update, delete and create content.
An author is permitted to add and read all content within a folder. He is able to edit and delete items he created himself however can only use material of other users.
A reader may use material of a folder however is unable to make any changes.
Once you have made the necessary settings, simply add the user to the list by clicking OK. You can change the rights type of a user at any time by changing the setting via the dropdown menu in the permissions overview on the right. You are able to view information on user roles and their permissions time when you hover with your cursor over the question mark at the top right of the window.
You can change the permission of an existing user by selecting the required user role under Rightstype in the overview. You can change the permission of a user via the list simply by selecting a different rightstype.
Please note: The authorized users of a folder in the library are “inherited” by all its subfolders. If you only wish to authorize users to specific folders of a whole folder structure, you will need to keep these folders separate.
By default, all users possess read permission, and this option is only available and necessary when not all readers are to be provided with read permissions. To alter this standard setting, please contact your IT department.