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Library

The Library is the flat, search-based surface for browsing and managing entities across the entire workspace catalogue. It is the primary place to find an entity when you know part of its name or number, or when you want to filter by category, lifecycle state, or property values.

Accessing the Library

Navigate to the Library via the main navigation bar.

The Library entry is shown when your groups supply library.view. Reading its records also requires entity.read; opening stored files requires file.read.

URL: /w/{workspaceSlug}/library

The search bar at the top of the Library uses the Lucene full-text index. As you type, results update immediately using prefix matching — you do not need to type the full identifier.

Tips: - Separators (dots, dashes, underscores, spaces) are normalised, so HTC.000.001, HTC-000-001, and HTC000001 all find the same entity. - Search is case-insensitive. - Only properties marked searchable in the category definition are included in full-text results.

For detailed search behaviour, see Search.

Filtering

The filter panel (toggle with the filter icon) lets you narrow results by:

  • Category — show only entities of one or more categories
  • Lifecycle state — filter by current state (e.g. Draft, Released)
  • Property values — filter on any searchable property with text, number range, or date range conditions

Filters run as SQL queries and are combined with the Lucene text search result set.

Grid columns

The Library grid displays entities in a configurable table. Default columns:

Column Description
Icon Category icon and colour
Number Entity number (from the numbering scheme)
Name Entity name / description
Category Category name
Revision Current revision label
State Current lifecycle state
Modified Last modified date

Use the column chooser (grid toolbar) to add or remove columns. Column widths and sort order are saved per user.

Thumbnail column

A category can have a Thumbnail property for a contact portrait, product picture, or another visual identifier. Add that property through the column chooser to show pictures beside the Library rows, as in a contact list. It is a configurable property column, not a required default column.

Rows with no saved thumbnail show an empty cell. Thumbnail columns do not support sorting or filtering; use Name, Category, or other property columns to narrow or order the list. The usual entity and property-view permissions apply to the images too.

To add, replace, or remove a picture, open the item or use its Property Browser. See Thumbnail properties for image formats and save behaviour, and Property definitions for category setup.

Actions

Right-click a row or select it and use the ribbon to:

Action Description
Open / Details Open the entity detail page
New Create a new entity (opens entity creation dialog)
Delete Delete the entity (subject to lifecycle-state permissions)
Change state Move the entity to a different lifecycle state
Export Export selected rows to Excel

Creating entities from the Library

Click New in the Library ribbon. Select a category from the picker, fill in the required properties, and save. The entity is assigned a number from the category's numbering scheme and appears in the Library immediately.

Grants used by Library actions

Action Required grant
Open the Library library.view
Read entity rows and details entity.read
Create entity.create
Edit entity.update
Delete entity.delete
Rename entity.rename
Change category entity.category.change
Change lifecycle entity.lifecycle.change
Change state entity.state.change, plus permission for the selected transition
Open a stored file file.read
Export to Excel reports.export
Generate a document from a print template print.render

Buttons are disabled when the operation grant is absent, and the API independently enforces the same rule. Category, property, display-tab, lifecycle-state, and transition permissions still apply after the grant check.