Workspace: Viewing and Organizing your Research

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Viewing and sorting items and folders

When viewing your Workspace or a folder within your Workspace, folders will be listed first followed by individual items you've saved.

• Sort the folders and items in your Workspace or in folders by using the Sort drop-down menu. You can use the Custom order sort option to manually arrange items.
• View your folders and/or items in either List view or Gallery view by clicking the List and Gallery buttons at the top of your Workspace or folder view.

In List view, you'll see available actions for items underneath each item in the list. You can find available actions for folders by clicking the three vertical dots after the folder name to open the overflow menu.

In Gallery view, your folders and items are presented in a grid layout with thumbnail images of both image and text items.

The same actions available in List view are available for folders and items in Gallery view, and can be found by selecting the three vertical dots after the folder or item name to open the overflow menu.

Custom order

Custom ordering makes it possible to add context to your curated content through item placement and presentation. Whether you refresh the page, choose a different sort order, or return to your Workspace again later, your custom order will persist until you decide to reorder your items again.

To reorder items using drag and drop:

1. Open the Sort drop-down menu and select Custom order to display the reorder item button for items in your folder.
   
   • You can also hover over an item to display the reorder item button at any time; however, sorting by Custom Order allows you to preview how your items are arranged first.
2. Click and hold on the reorder item button, then drag it to reorder the item.
3. Release the item to drop it in its new location.

To reorder items using keyboard controls:

1. Open the Sort drop-down menu and select Custom order.
   • You can also tab to an item's reorder item button at any time; however, sorting by Custom Order allows you to preview how your items are arranged first.
2. Use the Tab key to tab to an item's reorder item button.
3. Use the Enter/Return key to select the item.
4. Use the arrow keys to reorder the item.
5. Use the Enter/Return or Escape key to confirm the item's placement.

Searching your Workspace

You can search for items and folders within your Workspace using the Search Workspace search bar. A Workspace search will include the following:

• Names of folders and subfolders.
• Title(s) and Creator(s) of individual items, including items within subfolders.

Additional notes:

• You can search full or partial words. For example: You may wish to search for "ros" to return results for "rose", "roses", and "rosa".
• Workspace search doesn't currently support fuzzy searches, Boolean operators such as "AND" or "OR", or wildcard characters.
• Workspace search doesn't include folder descriptions or item notes, any metadata besides Title and Creator for items, or any content outside of your Workspace.

To search for items and folders in your Workspace:

1. Enter your search term(s) in the Search Workspace search bar and press the Enter/Return key or click the magnifying glass icon.
2. On the search results page, folders matching your search will appear followed by item results. In either case, the number of matching results will be listed.
   • You can select one or more results to Move or Delete items and/or folders in bulk.
3. To clear the search and return to your Workspace, select the Clear search link or click the X icon in the search bar.

Creating folders

You can use folders and subfolders to organize, export, and present research in your Workspace. Folders and subfolders can be renamed, moved, duplicated, and shared. You can also add a description to your folder to add context which will be included in reference lists and presentations when exporting your research.

To create a folder:

1. Click the Create folder (or Create subfolder) button at the top of your Workspace or folder view.
2. Enter a name for your folder.
   • Folder names are limited to 75 characters.
3. Click the Create button to create the folder.

Duplicating folders

You can duplicate folders and subfolders in your Workspace to make a copy that can be changed without affecting the original folder.

To duplicate a folder:

1. Open the overflow menu for the folder by clicking the three vertical dots next to the folder's name (if you're viewing the folder or subfolder) or next to the folder in List or Grid view (if you're viewing your Workspace or a subfolder's parent folder).
2. Select Duplicate.
3. Choose a name for your folder.
   • By default, the duplicated folder will be named "Copy of [Original Folder Name]".
4. Optionally, add a description for your folder.
5. Click the Duplicate button to duplicate the folder.

Copying a shared folder

Similar to duplicating a folder, you can copy a folder that's been shared with you to your own Workspace.

You can then use the copied folder like any folder in your Workspace, such as saving additional items to it, adding a description, or sharing it with other members of your institution.

To copy a shared folder:

1. Follow the link to the shared folder to open it.
2. Click the Copy folder button at the top of the folder view.
3. When the copy is complete, you'll be redirected to the copied folder in your Workspace.
4. By default, the copied folder will be named "Copy of [Original Folder Name]" but you can rename it by clicking the three vertical dots next to the folder name and selecting Rename from the overflow menu.

The copied folder in your Workspace will include a link back to the original shared folder, and the original shared folder will indicate when you last copied it with a link to the most recent copy in your Workspace.

Moving items or folders

To move an individual item or folder:

1. Open the drop-down menu for the item and/or folder by clicking the three vertical dots next to the item or folder's name.
2. Select Move.
3. In the "Move to..." menu, select an existing folder to move the item(s) to or create a new folder by selecting "Create folder" or "Create subfolder".
4. Click the Move button to confirm.

To move one or more items or folders in bulk:

1. Select the checkboxes next to the items and/or folders you'd like to move.
2. Once selected, click the Move button at the top of your Workspace.
3. In the "Move to..." menu, select an existing folder to move the item(s) to or create a new folder by selecting "Create folder" or "Create subfolder".
4. Click the Move button to confirm.

Deleting items or folders

To delete an individual item or folder:

1. Open the drop-down menu for the item and/or folder by clicking the three vertical dots next to the item or folder's name.
2. Select Delete.
3. Click the Delete button to confirm.

To delete one or more items or folders in bulk:

1. Select the checkboxes next to the items and/or folders you'd like to delete.
2. Once selected, click the Delete button at the top of your Workspace.
3. Click the Delete button to confirm.