Managing Your BarTender Documents

Use Librarian to manage and organize your files and folders. The Librarian page displays your folder hierarchy and items in a selected folder; it provides features you can use to upload new items; and it enables you to sort, move, rename, search, delete, and so on.

You can also create a new BarTender document by using a preconfigured template or the BarTender Cloud Designer. Your new document is ready to print right away and is saved in BarTender Cloud in the space and folder that you specify.

ClosedTo open the Librarian page

  • Click on the toolbar, and then click Librarian.

Closed To open a file in Librarian from the Home page

  • In the Recent Files section of the BarTender Cloud Home page, click below the thumbnail of the file to work with, then select Go To Librarian Folder.

    BarTender Cloud opens the folder in Librarian where the file is stored and selects the file.

Creating a New BarTender Document from a Template

BarTender Cloud provides a variety of preconfigured templates that you can use to print labels quickly and efficiently without using BarTender Designer. When you create a new BarTender document by using a template, the document is saved in BarTender Cloud in the space and folder that you specify.

ClosedTo create a new BarTender document by using a preconfigured template

  1. Click on the toolbar, then click Design and select Design Templates.

  2. In the Design Templates dialog, select the space and folder where you want to store the new document.

  3. Click Launch Template Assistant.

  1. Scroll to find the template that you want. Alternatively, click Add Filter or use the search bar to filter the available templates.

  2. Point to the template that you want, and then click Create. Alternatively, click the template.

  3. Follow the steps in the Template Assistant to name your document, specify and import data sources, and assign data sources to the fields in the template.

Alternatively, you can run the Template Assistant from Librarian.

  1. In Librarian's folder navigation pane, select the space and folder in which you want to create and save the new document.

  2. Open the Template Assistant by using one of the following methods: 

    • On the toolbar, click New, and then click Document From BarTender Template.

    • On the toolbar, click BarTender Template.

Creating a New BarTender Document by Using BarTender Cloud Designer

BarTender Cloud includes a cloud-based version of BarTender Designer, called BarTender Cloud Designer, which you can use to create and edit BarTender documents. When you create a new BarTender document by using BarTender Cloud Designer, the document is saved in BarTender Cloud in the folder that you specify.

ClosedTo create a new document by using BarTender Cloud Designer

  1. In Librarian's folder navigation pane, select the folder in which you want to create and save the new document.

  2. On the toolbar, click New, and then click Document Design.

  3. In the New Document Design dialog, enter a name for the document, and then click Design. BarTender Cloud opens the BarTender Cloud Designer page.

  4. On the BarTender Cloud Designer page, design your new document. You can open the BarTender Cloud Designer help system for assistance by pressing F1 or clicking Help in any dialog or page on which a Help button appears.

  5. Click Print to print your document, and/or click Save to save it to BarTender Cloud in the folder that you specified.

Uploading Documents and Folders

To get started with BarTender Cloud, upload documents, files, images, and folders on the Librarian page.

ClosedTo upload items

  1. In Librarian's folder navigation pane, select the folder that you want to add your items to.

  2. Click New, and then click File Upload or Folder Upload to browse for the items that you want. Alternatively, drag and drop items into the item list pane to upload them.

BarTender documents that use data entry forms, cloud database connections, and embedded database tables are supported for uploading.

For security purposes, BarTender documents that contain certain actions are not supported for uploading.

Creating New Folders

To help you organize your documents, you can create any number of folders and subfolders.

To create a new folder

  1. In Librarian's folder navigation pane, select the space (if applicable) and folder in which you want to create the new folder.

  2. On the toolbar, click New, and then click Folder.

Managing Documents and Folders

When you select a document or folder in Librarian's item list pane, you can use the options on the toolbar above the pane to perform various operations, such as printing, downloading, and copying. You can also add revision comments to a document, view the revision history, and assign permissions to access the selected item to specific users and groups.

The options that appear on the toolbar vary depending on your permissions to access a particular item, on whether an item is selected, and on what type of item is selected. For more information, refer to Librarian.

Depending on the size of your browser window, some of these options might not be visible. In this case, click to view these options in a menu, as shown.

Using Workflows

A workflow is a series of steps that define the life cycle of a BarTender Cloud document or other file. A customizable workflow defines the states and transitions of the process and helps you manage the life cycles of your files and documents. If your subscription includes workflows, BarTender Cloud provides customizable workflows that enable you to define and control these business processes.

Workflows are created and managed in the Workflow section of the Design group.

Use the Librarian to move a document through a workflow.

Color-coding Folders

To make your documents easier to find, you can change the color of the folder icons. To do this, select the folder that you want, click Folder Color on the toolbar, click Change color, and then use the color selector to select the color that you want.

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