Selecting, Ordering, and Receiving with YBP GOBI: Selectors: Folders

Saving and organizing your searches into manageable lists is the third step before submitting your selections.
Below are instructions on how to use folders to create and save search lists.
Click on any of the topics in the table of contents below to go directly to that section.

I. Adding Items to Folders

1. Log in to GOBI.
2. Perform a search.
3. Mark the items that you want to add to the folder by clicking on the selection bar to the left of the item. Items that are marked are indicated by a blue bar next to the item. See example below:
   
   • You also have the option of marking and un-marking all items by clicking on the appropriate making button found on the upper left side of the page, under the sort and filter menus. See descriptions below:

     Icon	Description
     	Mark all items on this page only.
     	Mark all items in all pages.
     	Un-mark all items in all pages.
     	Shows you the amount of items that are currently marked in all pages. Please note: You can mark a maximum of 4,000 items at one time.

   • Marked items stay marked even if you go to another page within the same search result. To un-mark an item, simply click on the blue bar.

   • In single line display, the blue bar will appear as a blue box next to the item instead.

4. After you have marked the items you want to add to a folder, click on the folder icon at the upper right side of the screen. It should look similar to this:

5. Next, you will get the Add to Folder screen which shows you the list of items you selected and the quantity. On the bottom half of the screen, it asks you to select the existing folder you would like to add the item to or to add the items to a new folder which you must name. See the example below:

   

   • If creating a new folder, you must choose the type of folder it is. Personal folders are only accessible by you, while shared folders can be seen by anyone in the institution. More information on managing folders can be found in the next section.

   • The screen also asks you if you would like to retain items as marked or not in the search results after you have added them into a folder.

6. When you are done choosing the existing folder or naming the new folder you wish to add these items to, click on the Add To Folder button to continue.

7. To prevent duplication, GOBI will always display a folder icon for items in any search that you already have in any folder. See the example below:
   

   • Mousing over the folder icon shows additional information about the item, such as the date and time it was added into a folder, the name of the folder it is currently found in, and the initials of the person who added it to a folder.

II. Managing Folders

1. Log in to GOBI.
2. Click on Folders in the blue menu bar. You will get the following options:
   
   • From this menu, you can manage library folders which have been created by others or you can manage your own folders. It also shows you a list of folders that you own that are not hidden (see below for more details).
3. First, let's look at personal folders. Click on Manage My Folders. You will get something similar to this:
    
   • Below are a few examples of what you can do from this screen:

     Action	Icon	Description
     Create a New Folder		Click on the New button. You will need to enter a folder name and choose if you want the folder to be hidden or visible and if the folder is shared or personal. When done, click on the green arrow that says Save. It looks like this:
     Delete a Folder		Select the folder you want to delete by clicking the circle to the left of it and then click on the Delete button. There is no confirmation. Upon clicking Delete, the folder and all items in it will be permanently erased.
     Empty a Folder		Select the folder you want to empty by clicking the circle to the left of it and then click on the Empty button. There is no confirmation. Upon clicking Empty, items in that folder will be permanently erased.
     Hide/Show a Folder		You can see if a folder is hidden or not by looking at the Show column. If the folder is hidden, it will say No in gray. You can un-hide the folder by clicking on No. Likewise, if a folder is not hidden, it will say Yes. Click on Yes to hide the folder. You can also hide or show a folder from the Edit menu. Select the folder you want show or hide by clicking the circle to the left of it and then click on the Edit button. Select Yes or No from the Make folder visible option and click on the green arrow above that says Save. It looks like this: . A folder that is hidden will not appear when you click on the Folder menu. See the previous example in step #2. However, other users will still be able to see the folder if it is shared.
     Print a Folder		Start by selecting the folder you want to print by clicking the circle to the left of it and then click on the Print button. This will open a new window formatted for printing and will display the standard print screen for your computer. This option allows you to print every item in your folder.
     Rename a Folder		Select the folder you want to rename by clicking the circle to the left of it and then click on the Edit button. Type the new name in the Name field and click on the green arrow above that says Save. It looks like this: .
     Share a Folder/Make a folder Private		Select the folder you want to share or make private by clicking the circle to the left of it and then click on the Edit button. Under the Type menu, select Personal to make the folder private and select Shared to allow others to see your folder. When done, click on the green arrow above that says Save. It looks like this: .
     View the Contents of a Folder		Select the folder you want to view by clicking the circle to the left of it and then click on the View button. You can also click on the title of the folder.

4. Next, let's look at shared folders. From the Folder menu described in step #2., click on Manage Library Folders. The screen will look similar to this:
   

5. This screen shows you a list of folders that have been shared by others college-wide. It tells you the folder name (which will, hopefully, be named something useful and identifying), it tells you if the item is set to be hidden or shown (remember, if a folder is shared, everyone will still be able to see it, even if it is set to hidden), the person who created/owns the folder (it shows only their initials) and the amount of items it has. It also includes the date it was created and the last time it was modified.

   • Please note: You are not able to see your own shared folders in this list. This only shows you folders that others have shared. To access your own shared folder, you need to go into Manage My Folders.

   • Please note: Everyone in MDC that has GOBI access has the ability to view and modify shared folders.

   • You can tell if your folder has been successfully shared if the Shared status is set to Yes. Otherwise, it will say No. See the example below:

III. Removing Items from Folders

1. View a folder.
2. Mark items that you want to remove from the folder.
3. Click on the red "X" at the upper right side of the screen. It should look like this:
4. A notification with a list of items to be removed will appear. You have the option of selecting "Please do not prompt me any more for removal of items" to disable removal confirmation.
5. Press Ok to remove the items permanently from the list.

IV. Saving and Exporting Items

Saving and Exporting items in GOBI are considered the same thing. There are many reasons why you'd want to save/export items in GOBI, such as creating a PDF of a list, saving the list on your computer, opening the list in excel, or even emailing the list as an attachment (although, you can just use the Email feature for that).

1. Log in to GOBI.
2. Perform a search, view a folder, or view a recommendation list.
3. Mark the items that you want to save or export.
4. Click on the Save icon on the upper right-hand side of the screen. It should look like this:
5. Now, you will get a screen that will show you all of the items you have marked that will be saved/exported. It should look like this:
   
    
6. Select the File Type that you want the list to be saved to. Below is an explanation of each one:

   File Type	Description
   Tab Delimited	This file type works with spreadsheet programs like Excel.
   HTML	This file type opens like a webpage.
   PDF	This file type opens with Adobe Acrobat.

7. Under Save As, choose how much information you'd like to save per item. The options are Single (Single Line), Brief (Minimal Detail), Full (Maximum Detail).

8. Under List Action, choose if you want to keep the items that you are saving/exporting as marked or not.

9. Click on Save To Disk and you will get the familiar "Save As" dialog box for your preferred browser asking you to choose a location to download and save the file in the format that you specified above.

   • Similar to adding items to a folder, items that have been saved will show a disk icon that looks like this:

V. Printing and Emailing Lists

Emailing items lists is a useful feature that can help you share your searches and folders with other staff and faculty members.

1. Log in to GOBI.
2. Perform a search, view a folder, or view a recommendation list.
3. Mark the items that you want to save or export.
4. Choose what you would like to do next:
   • If you want to print your selection list, click on the Print icon on the upper right-hand side of the screen, which looks like this:
     
   1. Now, you will get a screen that will show you all of the items you have marked that will be printed. It should look like this:
      
       
   2.  
   • Otherwise, if you want to email your selection list, click on the Email icon on the upper right-hand side of the screen. It should look like this:
     
      
   1. Now, you will get a screen that will show you all of the items you have marked that will be emailed. It should look like this:
      
       
   2. Type the email address of the recipient in the Recipients box. Use commas to separate multiple recipient email addresses.
       
   3. Type a Subject and a Message and choose whether to provide the recipient with a single, brief, or full Bibliographic Format of your list.
       
   4. Lastly, choose whether to Retain Marked Status on Items in List or to Remove Marked Status on Items in List in the List Action section.
       
   5. When you are ready to send the email, click on the Email button which looks like this: .