Update Groups

Available from Version: -

Operating System: Windows

empower^® Add-in: Brand Control

In empower^®, update groups are automatically created if you reuse an existing slide from the library or if you copy and paste a slide inside of the empower^® Library. If you copy a presentation, all the slides contained will become part of individual update groups.
You can also create update groups manually in the user interface if you store copies of slides in different locations and want to keep the slides up to date.
As soon as a slide is added to an update group, a link to the other slides in the update group is created. If one of the slides in an update group is changed, updates can be shared with all other slides in the update group.
The slide that is inserted into a presentation or the slide that is copied initially becomes the root element of the update group. All other slides in the group are linked copies.
If a slide is the root element of an update group, a colored link symbol is displayed in its thumbnail (Figure 414, “Colored Link Symbol”).	Figure 414. Colored Link Symbol
If a slide is a linked copy of a root element, a colorless link symbol is displayed in its thumbnail (Figure 415, “Colorless Link Symbol”).	Figure 415. Colorless Link Symbol
If there is an open update for a slide in the update group, a red dot is displayed next to the link symbol (Figure 416, “Updated Element”).	Figure 416. Updated Element

Note

If you copy an element from the folder Corporate Design Templates – Slides or Corporate Design Templates – Corporate Presentations, no update group is created.

Update groups and update links have an impact on the update notification behavior and saving behavior in empower^®.

For example, if you save a slide that is part of an update group, you can decide if you want to share the update or not or if you want to force the update without asking other users if they accept the update (Figure 417, “Settings on Save for Root Element”).

Depending on how you decide, users will receive an update notification if they open another slide that is part of the update group.

Figure 417. Settings on Save for Root Element

In these update notifications, users can decide if you want to accept the updates or not.

Note

If you update a slide which is part of an update group, make sure to leave the notes section empty. If you leave the notes section empty, existing notes in linked copies will not be overwritten.

If you do not leave the notes section empty, the existing notes will be overwritten and the content is lost.

Note

Update groups are can only be created for elements in PowerPoint.

Note

Depending on your permissions for the library folders, the available options to edit and create update groups might vary.

For further information regarding the permissions concept, see Permission Concept.

Note

For further information regarding the saving behavior, see Manage Content in empower^®.

For further information regarding the update behavior and notifications in empower^®, see Content Updates.

Create Update Groups Manually

To create an update group manually, follow the following steps:
Select a slide that you want to add to the update group. In the navigation bar, navigate to the group Updates. Click on the button Update links (Figure 418, “Button Update links”). A drop-down menu opens.	Figure 418. Button Update links
In the drop-down menu, click on the option Mark for new root slide (Figure 419, “Option Mark for new root slide”).	Figure 419. Option Mark for new root slide
Then, navigate to a slide that you want to make the root element of your update group. Click on the button Update links in the navigation bar again. In the drop-down menu, click on the option Create update link to this root or update group (Figure 420, “Option to Create Update Link”).	Figure 420. Option to Create Update Link
Repeat these steps for all slides that you want to add to the update group.

Important

If you link one update group to another update group, the update groups are combined into one update group.

Manage Update Groups

To view all slides in an update group, follow the following steps:
Select one slide that is part of the update group you want to view. Click on the button Update links in the navigation bar.
In the drop-down menu, click on the option Manage update links (Figure 421, “Option Manage update links”). A dialog box opens.	Figure 421. Option Manage update links
In this dialog box, you can see all slides that are part of the respective update group (Figure 422, “Window Manage Update Links”). The root element is listed under Root. All its linked copies are listed under Linked copies. For all slides, the file path, the update status, the modification date and the editor are displayed in the dialog box. You can also filter the list by the update status, the modification date and the editor.	Figure 422. Window Manage Update Links
If you want to open one of the slides of the update group in the library, click on the button Open in Library (Figure 423, “Button Open in Library”). The library opens in the respective folder.	Figure 423. Button Open in Library
If you want to insert one of the slides into your current presentation, select the slide from the list and click on the button Insert (Figure 424, “Button Insert”). A drop-down menu opens.	Figure 424. Button Insert
In the drop-down, you can choose if you want to insert the slide with the current master used in the presentation or with its original master it has been saved with (Figure 425, “Drop-Down Menu for Button Insert”). To use the presentation master, click on the option Insert and use destination theme. To use the master the slide has been saved with, click on the option Insert and keep source formatting. The slide is inserted into your presentation using the corresponding setting.	Figure 425. Drop-Down Menu for Button Insert

Note

Alternatively, the option Manage update links can also be accessed via the context menu of an element.

Update Slides in Update Group

In the dialog box, you have different options for root elements and linked copies.
If you have selected the root element, you can update all linked copies at once.
To update all linked copies to the root element version, click on the button Update linked copies (Figure 426, “Button Update linked copies”). A dialog box opens.	Figure 426. Button Update linked copies
In this dialog box, you can choose if you want to share the update or if you want to force the update (Figure 427, “Dialog Box on Linked Copy Update”). If you share the update, update notifications will be issued for the linked copies. If you force the update, the update will be applied without any update notification.	Figure 427. Dialog Box on Linked Copy Update
If you have selected a linked copy, you can update this linked copy to the root element version.
To update the linked copy to the root element version, click on the button Update to root version (Figure 428, “Button Update to root version”). The slide will be updated immediately.	Figure 428. Button Update to root version

Note

Alternatively, these options can also be accessed via the context menu of a root element or a linked copy.

Break Links in Update Group

In the dialog box, you have different options for root elements and linked copies.
If you have selected the root element, you can dissolve the update group as a whole.
To dissolve the update group as a whole, click on the button Break links (Figure 429, “Button Break links”). A dialog box opens.	Figure 429. Button Break links
To confirm the process, click on the button Yes (Figure 430, “Dialog Box on Breaking Links”). All update links will be broken.	Figure 430. Dialog Box on Breaking Links
If you have selected a linked copy, you can disconnect this linked copy from the update group.
To break the link between the linked copy and the root element, click on the button Disconnect (Figure 431, “Button Disconnect”). A dialog box opens.	Figure 431. Button Disconnect
To confirm the process, click on the button Yes (Figure 432, “Dialog Box on Disconnecting”). If you disconnect the last linked copy, the update group is dissolved as a whole.	Figure 432. Dialog Box on Disconnecting

Note

Alternatively, these options can also be accessed via the context menu of a root element or a linked copy.

Advanced Settings

If you have selected the root element, you can mark it for a new root element or delete it in the advanced settings (Figure 433, “Button Advanced”).	Figure 433. Button Advanced
To mark the root element for a new root element, click on the button Mark for new root slide (Figure 434, “Option Mark for new root slide under Advanced for Root Element”). Then, minimize the dialog box and continue in the library. Here, follow the steps 5 to 8 under Create Update Groups Manually.	Figure 434. Option Mark for new root slide under Advanced for Root Element
To delete the root element, follow the following steps:
Select the root element from the list. Click on the button Advanced. A drop-down menu opens.
In the drop-down menu, click on the option Delete (Figure 435, “Option Delete for Root Element”). A dialog box opens.	Figure 435. Option Delete for Root Element
In this dialog box, decide if you want to share the deletion update at all or if you want to force the deletion update. Then, click on the button Delete anyway (Figure 436, “Dialog Box on Deleting Root Element”).	Figure 436. Dialog Box on Deleting Root Element
If you force the deletion update, all linked copies in the update group will be deleted without any update notification.
If you have selected a linked copy, you have the following options:
Make the selected linked copy the root element Update the root element to match the selected linked copy Mark the selected linked copy for a new root element Delete the linked copy
To make the selected slide the root element of the update group, click on the option Make this element the root (Figure 437, “Option Make this element the root”). The changes become visible in the dialog box.	Figure 437. Option Make this element the root
To update the current root element to match the selected linked copy, click on the button Update root to match this (Figure 438, “Option Update root to match this”). A dialog box opens.	Figure 438. Option Update root to match this
In this dialog box, you can choose if you want to share the update or if you want to force the update (Figure 439, “Dialog Box on Updating Root Element”). Alternatively, you can decide not to share any update. If you share the update, update notifications will be issued for the linked copies. If you force the update, the update will be applied without any update notification.	Figure 439. Dialog Box on Updating Root Element
To mark the linked copy for a new root element, click on the button Mark for new root slide (Figure 440, “Option Mark for new root slide under Advanced for Linked Copy”). Then, minimize the dialog box and continue in the library. Here, follow the steps 5 to 8 under Create Update Groups Manually.	Figure 440. Option Mark for new root slide under Advanced for Linked Copy
To delete a linked copy, follow the following steps:
Select the linked copy from the list. Click on the button Advanced. A drop-down menu opens.
In the drop-down menu, click on the option Delete (Figure 441, “Option Delete for Linked Copy”). A dialog box opens.	Figure 441. Option Delete for Linked Copy
In this dialog box, tick the checkbox if you want to share the deletion update (Figure 442, “Dialog Box on Deleting Linked Copy”). Then, click on the button Yes.	Figure 442. Dialog Box on Deleting Linked Copy
If you delete a linked copy, the deletion update is only shared with presentations that contain this linked copy itself and have been saved to your device locally. If you have used the linked copy in a presentation and then uploaded this presentation to the empower^® Library again, a new slide is created which is only another linked copy in the update group. Therefore, the deletion update is not shared with this new slide. If you want to share a deletion update for the entire update group, delete the root element instead.