Adding library items

In this article eyes

Overview of the library
Adding library item types
Adding library items from the Types section
Adding library items from the Library section
Adding ad hoc items to the library directly from a Plan or a Template
Duplicating a library item
Importing library items

Overview of the library

At the heart of the Planning module is your Library of plan items. Once added to the library, plan items can be used time and again on Plans and Templates - so we've made it really easy to build and manage your Library - either by adding items manually, or importing items from a CSV file.

Before you can add or import Library items you'll first need to set up the various item Types; Library items are grouped together and categorised by Type. For example, you might have item Types for

  • Set prayers
  • Songs and hymns
  • Elements of liturgy
  • Notices and announcements
  • Readings
  • Miscellaneous

For each item Type you can optionally add custom Questions so that you can store Responses for all the extra pieces of information you need for Library items of that Type. For example, for a 'Song' Type, in addition to the song name, you may also want to record things like 'Artist', 'Key', and 'Tempo', but for a 'Liturgy' Type library item you might have different additional information, typically the 'Liturgy text'. That's why each library item Type can be full customised so you can keep all the useful and related information together!

You can optionally enable CCLI tracking for any Type, although typically it's only needed on 'Song' Types, so that you can track song usage over time for periodic CCLI reporting purposes.

CCLI number auto-suggest

When adding Library items for a Type that has CCLI tracking enabled, song names are auto-suggested as you type in the Name field on the Add library item pop-up. Selecting a song from our database in this way will auto-populate the CCLI Number and where possible we'll also match the original key, tempo and artist/author. Note that this auto-suggest list is from our own song database, not from SongSelect. If a song is not listed, you can still add the song to your library by providing the known song Name and the known CCLI Number (available from your SongSelect account).

There's a wide range of Type 'question' formats. In addition to Single Sentence and Paragraph formats, you can add Questions with Drop-Down List, Radio List, Checkbox List and Date Response options. The Question formats also include some other handy tools like a Bible 'verse picker', a Spotify 'song linker' and a Video 'file URL link' field.

Having set up your Library item Types - explained in this article - you can then begin to populate your Library. The Planning module comes with a handful of example Types and Library items to help get you started - these can be further customised or deleted if they are not relevant to your context.

Adding library item types

The Planning module comes with several example library item Types pre-installed. Before adding Library items you may wish to further-customise these or add your own library item Types - explained in this section. Navigate to the Types section within the Planning module. From here you can View or Edit any of the existing Types in the list or, to add a new library item Type, click Add type.

In the following example we'll ignore the example "Song" type installed, recreating it afresh, so that we can explore all the customisation options available to you.

On the Add type pop-up, add a suitable Name and select the Colour that will be used to distinguish library items of this Type on Plans and Templates items. Optionally enter the default Duration to be assigned to new library items of this type - you'll be able to override this default when adding library items, so you may wish to leave this empty for now. Finally, tick to enable CCLI tracking - we want to track library item usage for this Type. Enabling CCLI tracking will enable the CCLI number field for library items of this Type, ensuring tracking of song usage in plans and easy CCLI reporting. Click Save to add the new library item Type to the list.

After saving you'll be presented with the library item Type's "view" page. You can return here at any time in the future to make further changes. From here you can optionally add questions - question responses enable you to store lots of helpful addition information associated with library items of this type. Click Add question.

On the Add question pop up, enter the question Name e.g. "Author/artist", "Tempo", "Key" and select the response Type from the drop-down list. For Drop-Down List, Radio List and Checkbox List types you'll be able to add a list of Options. In the example below we've added drop-down list Options for the song's "Key". For each "Song" in the Library we'll now be able to select the song's "Key" from a drop-down list. Notice how the list of Options can be re-ordered. Finally, optionally set the question's Visibility - question responses can be optionally hidden on plans. For example, a song's author/artist is helpful information for a song library but it may be superfluous information for those viewing a plan. Click Save to add the question.

Library item question response formats

When adding Questions you can select from the following Response formats.

  • Single Sentence - free text up to 255 characters.
  • Paragraph - free text entry in a larger box on the form.
  • Drop-Down List - create a defined list of single-select options - only one option can be selected. The default option is "-" (dash/nothing selected). Unlike a Radio List, a Drop-Down List selection can be deselected - either by selecting another option in the list or by selecting "-" (dash/nothing). Drop-down lists are recommended where you have more that 5 options.
  • Radio List - create a defined list of single-select options from which only one option can be selected; once a radio list selection is made it is not possible to deselect a radio list selection; the User can only select an alternative option. Radio lists are recommended where you have 5 or fewer options.

  • Checkbox List - create a defined list of multi-select Options from which multiple options or no options can be selected.

  • Date - provides the User with a date picker to select a date.
  • Bible - When adding a plan item to a Plan or Template for a Type that includes this Response type, the User will be able to use the Bible verse picker to select the book, chapter and verse and translation. You can set a default translation in the Planning module's settings. You can add multiple Bible references if you wish.

  • Spotify - When adding a plan item to a Plan or Template for a Type that includes this Response type, the User will be able to enter the name of a song and matching Spotify songs are auto-suggested, from which the User can select the appropriate Spotify song link.
  • Video - When adding a plan item to a Plan or Template for a Type that includes this Response type, the User will be able to enter the a video file URL, such as a YouTube link.

Continue adding questions and response options as required for this library item Type. In the example below we've added several song-related questions. When adding a 'song' to the Library we'll now be able to optionally add all this additional song information about the song. Note here also, that questions can be re-ordered - simply drag the Order number or click the order number to move a question within the list.

You can return to the Type "View" page at any time to make further changes. Be aware that Editing or Deleting questions and response options will affect existing data. Similarly, Deleting a Type entirely has significant consequences - all library items of the Type will be deleted and all plan and plan template items of the Type will be deleted too, including the item usage history and CCLI tracking - Delete Types with extreme caution!

Continuing with the example above, now, when adding or editing library items for this Type, the questions are surfaced on the pop up for responses to be added in the appropriate format.

In the next section we'll look at how to begin building a Library of items, each categorised by Type.

Adding library items from the Types section of the module

From the Types section of the module, select to View a Type.

Click on the Library tab.

Here you'll see a list current Library items (if any). The list shows Active items but using the View selector you can switch to view Archived items. The Search can be used to locate a particular library item in a long list - the list auto-filters as you type in the search. The list is ordered alphabetically by item Name. From the list you can View, Edit, Archive and Delete library items using the Action menu on the right hand side; you can also manage the Files associated with the library item (see the related support article for adding and managing files).

To add a new library item click Add library item. Complete each of the fields of information as appropriate. Required fields are designated with a red asterisk. Notice the Type-specific questions explained earlier in this article are also surfaced. Complete the responses as appropriate and click Save to add the new library item.

In the example below we're adding a "Song" Type library item. The library item's Duration is suggested based on the default duration set for the Type but this can be overridden if you wish. CCLI tracking has been enabled for this Type, so the CCLI Number field is included. Add the song's CCLI number so that the song's usage can be easily tracked across all your Plans. A related support article explains how to produce reports on Library item usage, including CCLI reporting of song usage within a range of dates.

Complete the remaining optional fields. The Spotify Link field can be used to store a clickable music link against a song, ideal for worship teams wishing to provide resources for band practice. Simply begin to type the song name and the Spotify list will auto-suggest as you type.

The Video Link field can be used to store a performance video of the song e.g. a YouTube URL or another online media aggregator. CCLI's Song Select website includes a wide variety of worship-related resources available by subscription, including media links and downloadable chord charts, lyrics and music.

Click Save and the song item is added to the Library. You can return to the Type "view" page at any time to make changes to a related library item by clicking Edit from the Action menu on the right hand side.

Adding library items from the Library section of the module

While the method shown above is ideal for adding library items of a particular Type, the module's Library section provides a full, searchable library list of all item Types. The list View can be switched between viewing Active or Archived library items, and the list can be further filtered by Type. You can also use the Search box to locate specific items in a long list - the list auto-filters as you type in the Search box.

To add a new library item click Add library item. The process of completing the Add library item pop up is exactly as explained in the previous section, except that here you will first need to specify the library item's Type. This will determine which fields are displayed on the form for completion, depending on the questions you have previously added for the Type and whether CCLI tracking has been enabled for the Type.

NOTE: If you wish to add a library item for a Type that doesn't yet exist, return to the earlier section in this article to first add the Type before returning to this section to add the library item - Type is a required field, needed for categorising library items and surfacing the relevant 'type' questions. For the same reason, it's therefore not possible to later change a library item's Type - the library item must be re-added afresh to the new Type.

In the example below we're adding a library item for a prayer that's being categorised in a "Liturgy" Type. For 'Paragraph' responses, note the field re-sizer in the bottom-right corner of the box - ideal for increasing the height of the box to see more of the text while editing. Click Save to add the library item.

After saving, the library item's "View" page is displayed, showing all the details that were added on the pop up form. Again, you can return here at any time in the future to make changes to the library item. This is also the place where you can upload and attach files related to the library item and where you can view the library item's usage - see the related support articles for further information on files and usage.

Adding ad hoc items to the library directly from a Plan or a Template

When working with Plans and Templates, it may be that you've added ad hoc items that you now wish to re-use on other plans or templates - it's super-easy to add ad hoc plan items to your Library. Here's how...

Working within either the Plans or Templates section of the module, when viewing a plan or template, you'll see an Add library item option on the Action menu on the right hand side. This option only shows for plan items that are not already Library items - if this Action isn't shown on the menu it means the item is already a library item. Click Add library item.

The ad hoc plan/template item will be added to the Library categorised with the same item Type that it originally had on the plan/template. As explained earlier in this article, the item's Type determines which questions are displayed on the Add library item pop-up. Give the library item a suitable Name and optional Duration, complete the type-specific questions and click Save to add the plan item to the library.

Duplicating a library item

If you need to duplicate a library item, all you would need to do is navigate to the Library section of the module and then click the Duplicate button at the top of the library item's "View" page.

The Duplicate library item pop up will open, enabling you to update any of the details. Once you're happy with your changes, click Save to complete the process. Note: Duplicating a library item that has linked files will also duplicate the linking of the files to the newly-duplicated item (but will not duplicate the files themselves).

Importing library items

In addition to adding library items individually, you can also import items. Working within the Library section of the module, select Import library items.

The Import library items page is divided into two sections - the top section is where you select and upload your CSV file...

...and the lower section where you can view instructions for Creating your CSV file and Download example file.

Since each of the Types in your Planning module will have different Questions, you'll need to produce a separate CSV file for each Type of items you wish to import into the Library. Having prepared your CSV format file(s) ready for import, select the appropriate Type from the drop-down list then select Choose file to browse to and select the CSV file. Having chosen the File click Upload CSV File.

After upload a preview of the CSV file data is displayed. Each CSV Header field needs to be mapped to a field in the Planning module. Where the CSV Header matches a field in ChurchSuite, that field will be automatically selected in the Import As column. Any unrecognised CSV Header fields are distinguished with a yellow warning triangle and will not be imported. However, you can use the Import As drop-down selector to select the appropriate field. Once you are satisfied that all the CSV Header fields are mapped to the correct field in ChurchSuite, select Import All Records or Cancel if you need to abort and make further changes to your CSV file.

The uploaded items are now checked and any Errors are highlighted. Valid library items are distinguished by a green tick to the left of the item Name. Invalid rows in your CSV file are distinguished by a yellow warning triangle and the Errors listed. You can View, Edit (to correct and error) or even Remove an item. You can Process valid items at any time - only valid items will be imported, and invalid items will remain in the list until resolved or removed. Typical errors are usually due to the incoming data being in an incompatible format for the field you are importing into e.g. unexpected text characters in the CCLI field, or an unexpected value being imported to a drop-down, radio or checkbox list question type. Note that you can Pause or Cancel and import at any time, and you can later Resume an incomplete import.

Clicking Edit you can make changes to the data before processing, including resolving errors. Click Save to apply the changes.

You can resume an incomplete import at any time. Simply click back through to the Import library items section and into the Imports tab to Resume or Cancel an import.

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