Librarian

Using It to Archive, Insert, Reorder and
Delete Modules and Lessons

 
 

Librarian is a unique and beloved LeaderGuide Pro feature that allows you to easily:

  • Archive (save) modules and lessons as stand-alone files
  • Insert archived modules into your guidebooks
  • Reorder modules and lessons to create new guidebooks
  • Delete modules and lessons

It is a game-changer for controlling and managing big chunks of content efficiently. 


Librarian Makes Content Management Easier

This video shows you how Librarian makes it easy to work with Modules and Lessons to reuse, reorder, delete or save as stand-alone files.

 


To Use Librarian

Click the Librarian button to reveal the drop down menu. Two sets of Librarian functionality are provided. These instructions are for the In the current document... functions of Insert, Delete, Reorder, and Archive Modules or Lessons.


To Insert Archived Modules or Lessons

Good to know before you insert

Once you initiate the Insert process you can't go off and start opening files to see which one you need. Do this first.

 

Given that LGPro offers multiple collections and multiple page layouts you may want to verify that what you are about to insert matches your current documents's collection and page layout before you insert.

 

Given that LGPro offers multiple collections and multiple page layouts you may want to verify that what you are about to insert matches your current documents's collection and page layout before you insert.

 

If what you want to insert doesn't match your current document's Collection:

  1. Open the file you intent to insert
  2. Attach the correct collection
 
 

If what you want to insert doesn't match your current document's page layout: 

  1. Open the file you intent to insert
  2. Extract to a new guidebook with the correct layout
  3. Archive from the new guidebook
  4. Use the newly archived file 

TO INSERT

Click the TAG button (in a facilitator guide) and then click Update All Fields and Save. Use the LGPro Go To navigation to go to your Table of Contents. Find the module or lesson you want your inserted content to appear before.

 

Use Ctrl+Click to go to the top of that page (the page that will come after your inserted content).  

 

Place your cursor at a paragraph mark at the start of that page. Be careful not to place your cursor inside a Content Block, a table row, or the page header.

 

Click on Librarian > Insert Archived Modules or Lessons

 

Select where you are inserting from and what you are inserting and click Continue. If you have been saving your Content Parts and Archived Modules and Lessons to your LGPro Library folders you will be taken to the correct spot.

 

"Other" simply takes you to the highest level of your files and folders so that you can navigate to the file you need.

 

Select the file you need and click OK. The file will be added to your document.

 

You will see the Librarian: insert archived modules dialog box again. Either click Continue to select another Module or Lesson to insert or click Close.

 

After you click Close you will be in your file. Click Update All Fields and use the Go To navigation menu on the LGPro ribbon to go to your Table of Contents. Verify that the modules and lesson you just added are in the order you expected.

 

If you are in a facilitator guide, click the TAG button and check the Training at a Glance to make sure everything is as expected.

 

From the Training at a Glance or the Table of Contents, go back to your original insertion point and add a page break between your inserted content and the start of the next module or lesson.

 

Save your work.


To Delete Modules or Lessons

Good to know before you delete

Delete permanently deletes content. If you think there's chance you might need the Modules or Lessons in the future, archive them first.

 

Deleting a Module automatically deletes all of the Lessons in the Module.

 

 

Deleting a Lesson only deletes the selected Lesson.

 

 

Modules and Lessons must be deleted one at time. In other words, you cannot select multiple Modules or multiple Lessons to delete all at once.

 
 

The Delete dialog box you will see is going to present a modified view of your Table of Contents. If you have a lot of Modules and Lessons in your guidebook consider renaming the modules or lessons you want to remove to something like "delete me" to make it easy to find them and ensure you remove the correct content. If you do this remember to Update All Fields and Save before proceeding.

 

To Delete

Click the TAG button, in a facilitator guide, and then click Update All Fields and Save.

 

Use the LGPro Go To navigation to go to your Table of Contents and verify the location of the modules or lessons you want to delete.

 

Click on Librarian > Delete Modules or Lessons

 

In the dialog box that appears select the Module or Lesson you want to delete. Modules are left aligned. Lessons are indented under the Module they are in. Do not do anything else on your computer while this process is taking place.

 

When the item is deleted you will see a message in the dialog box above the LGPro logo advising you that the item was deleted. Either choose something else to delete or click Close.

 

After you click Close LeaderGuide Pro will Update All Fields, including your Table of Contents, and it will update your Training at a Glance (in a facilitator guide).



To Reorder Modules or Lessons

Good to know before you reorder

Reorder builds a new guidebook with the modules and lessons you select. It does not remove content from your original guidebook, it makes a copy for the new reordered guidebook.

 

If you are reordering a facilitator guide, any content you have added to the Introductory Materials section is not transferred over.

 

An alternative to Reorder is to Archive the Modules or Lessons you want to reorder, then Insert them in the correct locations and then Delete the old ones.

 

If you have a lot of Word files open you may want to Save and Close the unnecessary ones before you run the Reorder.


To Reorder

Click the TAG button (in a facilitator guide) and then click Update All Fields and Save.

 

Use the LGPro Go To navigation to go to your Table of Contents and verify the location of the modules or lessons you want to reorder.

 

Click on Librarian > Reorder Modules or Lessons

 

In the dialog box that appears select the first Module or Lesson you want in your new guidebook and click Add. The selected module or lesson name will appear in the New Reordered space. Selecting a Module only adds the Module page. Select each Lesson separately.

 

Continue in this manner until all Modules and Lessons you want in your reordered guidebook are in place. If you Add something by mistake, select the item you do not want and click Remove.

 

Click Run once you have everything you need in the New Reordered space.

 

You will be prompted to Save your new file with a new name, which you must do. Do not do anything else on your computer while this process is taking place.

 

When the new reordered guidebook is ready it will appear on your screen. The guidebook you were reordering from will still be open as well.


To Archive Module or Lessons

Good to know before you archive

To Archive a module or lesson is to save it as a stand-alone file.

 

Archiving a Module includes all of the module's lessons.

 

Archiving a Lesson only archives the Lesson.

 

Archiving is done one module or one lesson at a time.

 

While you can archive (save) to wherever you like, using the LGPro Library folders will make it faster and easier to find our archived content again because LGPro defaults to those locations.

 

You will be given the option to archive to your LGP Local Library, your Master Library or Both. If you choose Both you will only be prompted to Save in your Local Library; the save to the Master is automatic. 

 

The headers and footers are stripped out of archived modules and lessons because when you insert archived content into a facilitator or participant guide that document's headers ad footers are applied dynamically as the archived content is inserted. 

 

Archived modules and lessons can be opened and worked in as stand-alone files.


To Archive

Click the TAG button (in a facilitator guide) and then click Update All Fields and Save.

 
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Use the LGPro Go To navigation to go to your Table of Contents and review the modules or lessons listed to identify the ones you want to archive. If you aren't sure, use Ctrl+Click to go to the ones you think you need. Verify that you have the right ones in mind because you cannot do this once you start the Archive process.

 

Click on Librarian > Archive Modules or Lessons

 

In the dialog box that appears select the first Module or Lesson you want to Archive. Modules are left justified and Lessons are indented under the module they are in. Selecting a Module will also archive all of its lessons.

 

Select where you want to Archive to. Local Library is just for you. Master Library is your shared location (if you have set it up). Select Both to place a copy of the archived content in both locations. To save to different location, select Local Library and then navigate to the location you prefer.

 

Update Excel Registry Record: Yes or No. This is about creating a record of your archived content in the Librarian Registry in Excel. If you select "yes" then the last step of the Archive process will be to complete a form that will populate the Librarian record. 

 

Click OK to Archive. You will prompted to Save. You must Save. It is okay to add sub-folders within your Local or Master Library.

 

After you Save you will see the Archive dialog box again. Either repeat the selection process to archive additional content or click Close if you are done.

 
 

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