The 'Item Search' tab of 'Item Authoring' allows you to create lists of items/item sets in the 'Item Lists' tab, enabling you to quickly navigate to certain items/item sets without needing to go through the lengthy search process each time. These are 'standard lists', and more information on these can be found in the 'How to Create Standard Item Lists' article. 'Subject master lists' contain all the items/item sets within its subject, allowing you to share items/item sets between subjects. This article explains how to create and manage subject master lists in 'Item Lists'.
Note: This is currently Beta functionality. You need to have the 'Beta Functionality' setting switched on in 'Site Settings' for this feature to become available for you.
You can only view and manage subject master lists if you have the 'Subject Master List' permission.
Step 1: Create Your Subject Master List
You can only create a subject master list if you have the 'Create Subjects' permission. When creating a subject, tick the 'Subject Master List' checkbox to enable your subject master list for the subject. There can be only one subject master list per subject.
Step 2: Viewing Subject Master Lists
In the 'Item Lists' tab, you can view both standard and subject master lists. Subject master lists take the name and reference of their subject.
Select the list to view the items/item sets within the list. Subject master lists contain all the items/item sets within its subject, and any items that have been shared with it (see Step 3).
If you want to update an item/item set, select it to go directly to its 'Edit' screen in Item Authoring. Items that belong to the subject cannot be removed from the list. To delete an item from a subject master list, the item must be deleted from within the subject itself.
Step 3: Sharing items with Subject Master Lists
You can also choose items/item sets to 'Share' with other subject master lists by selecting your items/item sets and then the 'Share' button. You can then select from all available subject master lists in the following drop-down menu.
The subject master list column in the table when viewing an item list will display a tick if the item/item set has been shared with more than one subject master list.
To unshare an item, select it from the list and then select the 'Unshare' button. Only items that have been shared with the list from other subject master lists can be unshared.
You can also 'Save to a new list' or 'Add to existing list' from within a subject master list by selecting your items/item sets and then the 'Add to list' button. This will either create a new standard list composed of the items you have selected, or add the selected items to an existing list.
For more information on standard lists, see the 'How to Create Standard Item Lists'