Tags & Snapshots

Tags & Snapshots offer a way to save and share groups of records and return to them later, and to perform bulk actions like emailing sets of royalty statements. This can be especially useful if you want to create groups of Contacts for bulk emailing, or if you want to break up the full set of Royalties you need to process into smaller units.

Controls

Functions to control Tags & Snapshots can be performed using the menus at the bottom of List View in the Contacts and Royalties modules.

Tags

Tags are temporary, in that they persist only for the duration of your session. All tagged records are untagged when you log out. (If you have records tagged when you close or log out of PubGizmo, you'll be warned they will be lost if you continue.)

Tags allow for easy flagging of records you want to perform actions on during the session. You can tag groups of records (e.g., you did a find which resulted in a Found Set of a dozen records, and you want to reload that Found Set later in the session without conducting the find again), or you can tag records one at a time by clicking the Tag button, in either Form or List view.

Tagging One Record

To Tag a single record, click the tag button. It will turn purple. Click again to untag.

Tagging a Group of Records

You can tag all the records in a Found Set by using the Tags... menu at the foot of the List View window. Your options are:

• Tag Found Records: tag all the records in the Found Set
• Untag Found Records: any tagged records showing in the Found Set will be untagged
• Show All Tagged: replace the current Found Set with a set of all the tagged records in this module
• Hide All Tagged: you can limit your Found Set by tagging the records you want to remove and selecting this option

Snapshots

Snapshots persist as named sets: they will be there next time you log in to PubGizmo. You can edit them too: add or remove records as needed. And you can share them with other members of your team, so one user can assemble a Snapshot and then share it with another user who will perform some action on it.

Module Footer Controls

Snapshots are more sophisticated than Tags, and include two selectors in the module's List View footer (shown above under Controls for Tags).

Snapshot Selector

The first is for selecting the snapshot you want to work with, and shows "Select Snapshot..." when no snapshot is loaded.

Action Selector

The second button, "Snapshot Action..." is where you decide what to do with the loaded Snapshot. What's available in this menu depends on what's showing in the Snapshot Selector.

Shows "Snapshot Action..."

When no Snapshot is selected, you only have one option: create a new Snapshot from the records in the Found Set, provided the Found Set is not all the records in the module. This is because it makes no sense to create a Snapshot of every record. You must have narrowed the Found Set to create a Snapshot from it. This usually means you've performed a Find which has yielded a Found Set of records, for example, you could enter an author's name which will yield a Found Set of all that author's statements, and then create a Snapshot named after that author.

You can also Tag records and then use the Tags... menu item "Show All Tagged" to limit your Found Set to just those records.

Shows a Snapshot Name

If the Snapshot Selector displays a Snapshot name, use the Action Selector to load the Snapshot you selected under the Snapshot Selector button by selecting "LOAD snapshot <snapshot name>".

The Found Set you are looking at in List View is replaced with the records that comprise the named Snapshot. So if you created a Royalties Snapshot named "Still to do" containing 18 Royalty records (perhaps after you've done most of your Royalties, and there are stragglers you collected into a Snapshot), you will after you load "Still to do" be left with a Found Set of those 18 records.

If a Snapshot name is showing in the Snapshot Selector, you have more options: you can create a new Snapshot, or you can add records to or remove from the records in the current Found Set. In this way you can either build up a Snapshot by doing repeated finds to create Found Sets to add to the Snapshot, or you can pare down the Snapshot by removing records. Remember, you can fine-tune your Found Set by using Tags, e.g., by flagging the records you want, selecting Show All Tagged, and adding them to an existing Snapshot. You can remove records from a Snapshot in the same way.

Home Screen Controls

The panel on the right side of the Home screen provides a suite of controls for Snapshots. Here you can perform the following actions:

• duplicate a Snapshot
• delete a Snapshot
• navigate to a Found List of all the records in the Snapshot in the relevant module – that is, "load" the Snapshot by clicking on the Snapshot name in the upper portal

With a Snapshot Selected

You can select a Snapshot by clicking the target beside the name. Once selected, the lower portals will populate with that Snapshot's attributes, allowing further actions:

• rename the Snapshot
• add a note – useful if sharing
• remove individual records from the Snapshot by clicking the trash can beside the record name
• navigate directly to a specific record in the Snapshot list by clicking on the record name

• share the Snapshot with other PubGizmo users by highlighting their names in the Shared With portal

When you share a Snapshot, the user you have shared it with will see the Snapshot on their Home screen panel and in modules just as you do. You remain the owner of the Snapshot; those who are sharing it cannot delete it, though they can duplicate it and make the copy their own.