Alternate views for Collections

[jprint]

@AmberV

Sorry, I’m not quite sure what point you’re asking for clarification on.

If there is some confusion over the word “regenerate”, that is simply shorthand for redoing the three-point checklist at a future date.

No problem. I guess what I’m wondering is if I can just use the same * for a Keywords collections (which I can save as “Keywords Collections”), and then select those files in the binder, and then just Compile that collection – as opposed to re-do the whole three part process / checklist.

Thanks!

[AmberV]

Yes, that is the question I was answering in the previous post:

As to whether you’d want to compile [the keyword search collection] directly, that’s up to whether you want the list sorted by keywords or not. Compile will just use the collection order, which for searches will always be the binder order.

So if you want a sorted collection to compile from… [checklist follows].

[jprint]

Ok, I think I follow… So then how would you advise me to compile from there? Just got to Compile and just select Current Selection? Or are there other steps you’d suggest that ensure that I’m able to compile with the Keywords organized in the way that I’ve set them up in the Outline, i.e, in descending alphabetical order?

Also, right now I’ve only attached one label to text files (I’m trying to do this in small steps), but I assume there’s a way to organize the Compile so that the label shows up in the Keyword organization. Is there something I need to do in the Formatting section of Compile to make that happen?

Finally, would you suggest a particular file format to make it easier to read and navigate the file? Thanks again!

[jprint]

By the way, I’ve tried to follow the steps you outlined in this post to figure out how to Compile drafts with the Keywords organized in the way that I’ve set them up in the Outline, i.e, in descending alphabetical order. But so far I haven’t had luck; none of my selections have produced Keyword or Label headers. I’m sure I’ve overlooking some crucial steps – both in the Formatting and Section Layout sections in Compile. Please advise when you can… Thanks!

Also, as I said, I’m happy to user any other file format to achieve these results I’m seeking. Thanks again…

@jprint

@AmberV

You would have to compile to get a result like that. Have a look in the Help menu, where the list of placeholder tags is documented. Meta-data like the Label are listed under “Document Variables”. These are codes that can be added to your Formatting compile option pane, for the type of document that would print these sections. The most useful way of doing that is in the “Section Layout…” button. For example you can put " (<$label>)" into the suffix field, to have it printed after the title itself (or even without a title, though in that case you might just want the label but itself). You can style the prefix/suffix fields separately, back in the Formatting mock editor:

[AmberV]

Ok, I think I follow… So then how would you advise me to compile from there? Just got to Compile and just select Current Selection?

That’s one way to do it, if the outliner sorting is satisfactory.

Finally, would you suggest a particular file format to make it easier to read and navigate the file? Thanks again!

That’s the kind of thing that you’re going to want to experiment with yourself. I couldn’t tell you which format is going to be most pleasing/efficient for you to work with. For myself, I’d use MultiMarkdown, but that’s because I have whole workflows built around that.

As for printing keyword and label information, it would be easier if you posted what you are trying to do, as a sequence of steps and descriptions of your settings. Keep in mind my earlier advice, that when you are compiling via a collection or selection, everything will be on “Level 1”, so your Formatting pane needs to have these things applied to level one.

[jprint]

@AmberV

Ok, I think I follow… So then how would you advise me to compile from there? Just got to Compile and just select Current Selection?

That’s one way to do it, if the outliner sorting is satisfactory.

The Outliner sorting is fine, but I still haven’t yet figured out to use it for the desired output format that I’m seeking.

@AmberV

Finally, would you suggest a particular file format to make it easier to read and navigate the file? Thanks again!

That’s the kind of thing that you’re going to want to experiment with yourself. I couldn’t tell you which format is going to be most pleasing/efficient for you to work with. For myself, I’d use MultiMarkdown, but that’s because I have whole workflows built around that.

Thanks. I thought you had suggested Excel – just as a format that would better organize and group the selection of notes by Keywords & Labels. I’m open to any format – esp. one that generally enables me to organize and navigate through the document efficiently (e.g., with disclosure triangles that enable me to collapse and reveal notes – if that’s even possible). Is there a file format that you feel would serve me best in that way?

@AmberV

As for printing keyword and label information, it would be easier if you posted what you are trying to do, as a sequence of steps and descriptions of your settings. Keep in mind my earlier advice, that when you are compiling via a collection or selection, everything will be on “Level 1”, so your Formatting pane needs to have these things applied to level one.

Fair enough. Here’s what I’ve done, based on your suggestions in our exchange…

1. I’ve saved a Collection in which I’ve selected an " * " for Search, then selected Search In->Keywords ; Operator->Exac Phrase ; Options->Search “Included” Documents & Search “Excluded” Documents and then I saved it as “Keywords” Collection;
2. I select the “Keywords” Collection
3. Select all of the text files in the “Keywords” Collection in the binder
4. Select View->Outliner
5. Click on the Keywords column to sort in descending order – A - Z
6. Click on Compile, which now show “Current Selection”
7. I click on Formatting (under compile) but…that upends the Outliner set up
8. Right now, all of the boxes are check for the first Level 1 row (the folder), and
9. Under Formatting->Section Layout…->Title Prefix and Suffix->[in the Prefix box, I’ve typed: <$keyword> ]

So, that’s what I’ve done before hitting the Compile button. What should I do differently to make it sort by Keywords, and to show the Labels for each text selections?

Thanks again!

[AmberV]

I thought you had suggested Excel – just as a format that would better organize and group the selection of notes by Keywords & Labels.

Sure, that’s what I mean by you having to experiment though. I can’t tell you whether exporting a CSV file is going to be better for you than this approach of compiling a linear text document.

I’m open to any format – esp. one that generally enables me to organize and navigate through the document efficiently (e.g., with disclosure triangles that enable me to collapse and reveal notes – if that’s even possible). Is there a file format that you feel would serve me best in that way?

The end result you are looking for seems to me a description how Scrivener works, leading me to wonder why you wish to export at all. There aren’t many programs that work that way, and no compiler-based formats that would export data to them.

But that aside, as for your checklist:

6. Click on Compile, which now show “Current Selection”

Ah, so at this point your selection is the list of stuff in the binder sidebar right—the one that isn’t sorted? Try selecting the sorted list in the outliner instead.

1. Under Formatting->Section Layout…->Title Prefix and Suffix->[in the Prefix box, I’ve typed: <$keyword> ]

So, that’s what I’ve done before hitting the Compile button. What should I do differently to make it sort by Keywords, and to show the Labels for each text selections?

You can type whatever you want into the prefix/suffix fields. If you want just then that is what you’d type. If you want both <keywords> and <$label> then you’d type in both.

[jprint]

@AmberV

I thought you had suggested Excel – just as a format that would better organize and group the selection of notes by Keywords & Labels.

Sure, that’s what I mean by you having to experiment though. I can’t tell you whether exporting a CSV file is going to be better for you than this approach of compiling a linear text document.

Understood, thanks. Just thought there might be one or two in particular that you felt were esp. well-suited for my needs. That’s all. Anyway, I get your point, and thank you.

@AmberV

I’m open to any format – esp. one that generally enables me to organize and navigate through the document efficiently (e.g., with disclosure triangles that enable me to collapse and reveal notes – if that’s even possible). Is there a file format that you feel would serve me best in that way?

The end result you are looking for seems to me a description how Scrivener works, leading me to wonder why you wish to export at all. There aren’t many programs that work that way, and no compiler-based formats that would export data to them.

I appreciate your point. In short, I maintain the Scrivner project for my own internal use, but am also trying to share a document that my colleagues can use. That’s all.

@AmberV

6. Click on Compile, which now show “Current Selection”

Ah, so at this point your selection is the list of stuff in the binder sidebar right—the one that isn’t sorted? Try selecting the sorted list in the outliner instead.

1. Under Formatting->Section Layout…->Title Prefix and Suffix->[in the Prefix box, I’ve typed: <$keyword> ]

So, that’s what I’ve done before hitting the Compile button. What should I do differently to make it sort by Keywords, and to show the Labels for each text selections?

You can type whatever you want into the prefix/suffix fields. If you want just then that is what you’d type. If you want both <keywords> and <$label> then you’d type in both.

I just sent you a direct message with a link to a QuickTime movie that I just recorded, and that shows my step-by-step process – so that you can see what I’m doing, just to ensure I’ve properly explained my process. I hope it’s helpful for solving all of this. Please let me know if I can provide you with any additional info. Thanks so much again.

[AmberV]

Thanks for the video detailing your process.

So around 1:35 we have exactly what I cautioned against above:

@AmberV

Ah, so at this point your selection is the list of stuff in the binder sidebar right—the one that isn’t sorted? Try selecting the sorted list in the outliner instead.

You are selecting the binder contents (and by the way, it’s easier and clearer I think to just click the header bar above the list of items to open the collection in the editor, but that’s a side point), sorting the outliner, and then going straight to compile. That means you “Current Selection” is the unsorted list in the binder sidebar. If you want to compile a sorted selection, then you must select that which is sorted, in the outliner. Scrivener has no clue what you mean to be doing here with the outliner, you have to be very blunt with it.

Moving on to compile settings: I can see what you have set up for folders, but since your compile group doesn’t include any folders in it (that I saw anyway), nothing will be using these settings. You probably want the same settings for all of the icon types, for this kind of report. Note there is a shortcut: you can Copy and Paste settings in the Formatting pane by selecting the row, pressing ⌘C and then selecting another row and pressing ⌘V.

[jprint]

@AmberV

Thanks for the video detailing your process.

So around 1:35 we have exactly what I cautioned against above:

@AmberV

Ah, so at this point your selection is the list of stuff in the binder sidebar right—the one that isn’t sorted? Try selecting the sorted list in the outliner instead.

You are selecting the binder contents (and by the way, it’s easier and clearer I think to just click the header bar above the list of items to open the collection in the editor, but that’s a side point), sorting the outliner, and then going straight to compile. That means you “Current Selection” is the unsorted list in the binder sidebar. If you want to compile a sorted selection, then you must select that which is sorted, in the outliner. Scrivener has no clue what you mean to be doing here with the outliner, you have to be very blunt with it.

Ok, I got it now! Thanks! So, I’m selecting my KEYWORDS Collection, then select Outliner, click on the Keywords column so that it’s organizing notes in descending order (i.e., from A - Z), then I’m selecting all of the notes in the Outliner pane, and then clicking on Compile…whereupon I should first see Contents and “Current Selection” selected. Correct?

@AmberV

Moving on to compile settings: I can see what you have set up for folders, but since your compile group doesn’t include any folders in it (that I saw anyway), nothing will be using these settings. You probably want the same settings for all of the icon types, for this kind of report. Note there is a shortcut: you can Copy and Paste settings in the Formatting pane by selecting the row, pressing ⌘C and then selecting another row and pressing ⌘V.

I’m afraid you lost me here… I’m sorry, but could you walk me through the particular steps you’re suggesting? I’ve tried various kinds of set ups in the Formatting pane(s), but nothing seems to produce the desired effect of creating a compiled file that’s organized by Keywords, and showing the Labels, per each selected text section. I’m happy to send you another QuickTime movie if that’s helpful, but I feel like I’m overlooking some basic steps here…

Sorry about this – I know we’ve been at this for a while, and I really do appreciate your help. A lot!

Thanks so much…

[AmberV]

If the relationship between the Formatting pane and how it formats binder items is a bit arcane yet, I’d recommend reading through §24.11.1, Structure and Content Table, pg. 373 of the user manual PDF. That will go over the basics of how if you have a list of text documents to compile, you want to use the Text icon row in the Formatting pane to set up how they look (that section will go into the concept of levels as well, which you can largely ignore for flat lists like Current Selection—everything is “Level 1”). Using the Folder row will not adjust how text works.

[jprint]

Ok, I’ve reviewed the section in the manual you referenced, and tried applied various set up options under Formatting. So far, I haven’t had any success. The main problem it seems is just getting any Keywords – let along any labels – to show up in exports via Compile. I don’t know what I’m failing to do, but will continue to try. How would you suggest I proceed?

Thanks.