How to Relate Content and Attachments

In the Publisher module, publishers can relate either of the following to parts, pages, chapters or Documoto media:

1. External Attachments
2. Existing Documoto Media

Article Topics

• Access Controls Considerations for Related and Attachments
• How to Open the Related Item Manager
• How to Add External Attachments
• How to Edit Related Attachment Properties
• How to Relate Existing Documoto Media
• How to Remove Related Entities

Access Controls Considerations for Related and Attachments

Access is determined for the attachments or Documoto media that you ‘Relate’ to a part, page, chapter or media based on the logic below:

• Attachments: Do not exist in the library and are specifically accessible on a part, page, chapter or media. They rely on the ‘Public’ flag for access.
  • If the attachment is marked non-public, only users in your organization and all the organizations above it can see it.
  • If the attachment is marked public, users belonging to the child organizations of your organization can see it as well. 
• Related Content: Already exists in the library as a distinct media and can be searched and found in the library without navigating to a part, page, chapter or media first.
  • Users can only see this type of related item on a part, page, chapter or media if they have access to the media item in the library.

How to Open the Related Items Manager

1. Login to Documoto.
2. Click the 'Admin' drop-down and select 'Publisher'
3. Next, depending on whether you want to relate an item to a media, page or part, select the appropriate ‘Manager’ under the ‘Management’ section of the left navigation pane in Publisher.
   • Note: to relate attachments or Documoto media to a chapter, you must open the ‘Media Manager’ then find the book containing the chapter. Open the ‘Table of Contents’ for that book and double-click on the chapter name to open the ‘Chapter Properties’ panel.
4. Using the ‘Manager’ search and filtering options, find the entity you want to relate an item to.
5. Open the entity properties by double-clicking on the entity row in the ‘Manager’ grid, or clicking on it then selecting the ‘Open’ button.
6. Once in the ‘Properties’ panel, select the ‘Related’ button. 
7. Once in the ‘Related’ panel, click the ‘Add’ list box.
8. Select ‘Upload File’ to relate an external attachment, or ‘Existing Media’ to relate an existing media item to the entity. 

How to Add External Attachments

1. Follow the steps in the “Opening the 'Related' Items Manager" section of this article.
2. Ensure that you select ‘Upload File’ in the add options to relate an external attachment.
3. In the ‘Create Related’ window, click ‘Browse.’
4. Find the attachment file and click ‘Open.’
5. Determine if you want the attachment to be public  and if the attachment is a thumbnail image.
6. Click ‘Create’ to create the related item. 

How to Edit Related Attachment Properties

The following is a list of the properties that can be edited for a related attachment item after it has already been related to a part, page or Documoto media:

• Name: Changes the name of the attachment in the ‘View Related Items’ window.
• Public Option: Sets whether the attachment is visible to parent and child organizations of your user's organization(Public), or only to the parent organization(s) (Non-Public).
• Thumbnail Option: Sets the related attachment item as the default thumbnail image for the entity (part, page, chapter or media).

Follow the instructions below to edit the related attachment properties. 

1. While in the ‘Related’ panel, select the attachment item you want to change the properties of the attachment by clicking on it.
2. Select the ‘Edit’ option.
3. The editable properties window for the related attachment item will appear. 
4. Make your changes to the attachment ‘Name’ or ‘Options.’
5. Click ‘Create’ to save your changes.

How to Relate Existing Documoto Media

1. Follow the steps in the “Opening the 'Related' Items Manager" section of this article.
2. Ensure that you select ‘Existing Media’ in the add options to relate an existing media item.
3. In the ‘Media Selector’ panel, use the filter and search options to identify the media you want to relate to the entity you are working in.
4.  Select the media in the grid by clicking on it, then click the ‘Select’ button. 

Note: Existing media that has been related to an entity will 
only be visible to users who have access to that same media 
item on a shelf in the library. They must be able to both see 
the shelf containing the media item, and be in an organization 
that has access to the media item. If either access control is 
blocking the user from seeing the media item, they will not 
see the media listed in ‘Related’ on the entity.

How to Remove Related Entities

1. Navigate to the ‘Related’ management panel associated to the part, page, chapter or book that you wish to remove related items from.
2. In the ‘Related’ list, select the related item you wish to delete by clicking on it.
3. Click the ‘Delete’ button. 
4. Documoto will confirm that you wish to remove the related item.
5. Click ‘Yes’ to confirm.