Setup sharing of sections
Sharing enables you to reuse common text which is needed in more than one document. An example are legal terms for contract or company contact information.
When you have created a document section (e.g. a paragraph) you can make it available for use in other documents. On the Contents page, open the Share tab for the section you want to shared. Here you choose the option to 'Share this section for use in other documents' and give it a description. Note that the description is used in other documents to identify this shared section, so give a clear identifiable description:
When you have enabled a document section for inclusion, you can use it in other documents.
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:
From the list select which document section and version you want included. When done you can generate a PDF file to see the results.
Remarks:
- You can include a document section anytime regardless of its status. For the document where the document section is included however, the status is important. The document cannot have a ‘higher’ status than the included/source document section. When for example the included document section has status edit, the document where it is included cannot be set to status published.
- Also keep in mind that the section being included needs to be shared at the same section type level. So a shared section of type Paragraph needs to be included at the Paragraph level.
- A section sharing content can not have subsections because all content is shared from the shared section, including any subsections if they exist.
- You cannot share a section which is itself using shared (sub)section.
option ‘update when new version is approved’
When you create the link to the shared section in a document the shared section will link to the latest version of the included document section (either edit or published).
You can also select ‘update when new version is approved’ in the Share panel above to keep the section up to date with the latest approved version of the included section. So when a new version of the included document section is approved/frozen it will also be included in the document using the shared section.