Sharing sections in Tangelo documents

Setup sharing of sections

Sharing allows you to reuse common text that appears in multiple documents. For instance, legal terms for contracts or company contact information are commonly shared.
 

Once you’ve created a document section (e.g., a paragraph), you can make it available for use in other documents. To do this, open the Share tab on the Contents page - see (1) below - for the section you want to share. Here, you select the option to “Share this section for use in other documents” and provide a description. Remember, the description is used in other documents to identify the shared section, so make sure it’s clear and easily identifiable.

When you enable a document section for inclusion, a share icon will appear - see (2) above. You can use this shared section in other documents.

To use the shared section in another document, first, on the Contents page, add a new section where you want the shared section to be located. Next, (single) click on the new section and navigate to the Share tab on the right:

Select the document section and version you want to include from the list. Once done, you can generate a PDF file to view the results.

Remarks:

• You can include a document section at any time, regardless of its status. However, when sharing a document section, the status is crucial. The document sharing the section cannot have a “higher” status than the document section being shared. For instance, if the shared document section has a status of “edit,” the document where it is being shared cannot be set to a status of “published.”
• A section sharing content cannot have subsections because all content is shared from the shared section, including any subsections if they exist.
• You cannot share a section that itself uses shared (sub)sections.
• (Tangelo 5.5x and higher) When freezing a document version, a warning is displayed if the document version is using shared sections that are not frozen:
  
• (Tangelo 5.4x and lower) Additionally, it’s important to note that the section being shared must be shared at the same section type level. For example, a shared section of type “Paragraph” needs to be included at the “Paragraph” level.

option ‘update when new version is approved’

When you create a link to a shared section in a document, the shared section will automatically link to the latest version of the included document section at that moment, regardless of whether it’s an edit or a published version.

Alternatively, you can select the option “update when new version is approved” in the Share panel located above to ensure that the section remains up-to-date with the latest approved version of the included section. This way, whenever a new version of the included document section is approved or frozen, it will also be included in the document through the shared section.