# 4.2. Libraries

<span style="mso-ansi-language: EN-US;">All information presented in this section concerning the creation and management of libraries also applies to Word-templates.</span>

<span style="mso-ansi-language: EN-US;">The system provides the libraries available to the Officer on the left panel of the Queries menu:</span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/JC0image.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/JC0image.png)

<span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

#### <span style="mso-fareast-font-family: Calibri; mso-bidi-font-family: Calibri;"><span style="mso-list: Ignore;">4.2.1.<span style="font: 7.0pt 'Times New Roman';"> </span></span></span>My Personal Libraries

<span style="mso-ansi-language: EN-US;">The queries stored in personal libraries are only available to the owner of the libraries. The owner can decide to share a particular query from the Personal Libraries or share the complete Library with other Authority users. Only users with permission to execute queries will be eligible. </span>

#### <span style="mso-fareast-font-family: Calibri; mso-bidi-font-family: Calibri;"><span style="mso-list: Ignore;">4.2.2. </span></span>Local Common Library

<span style="mso-ansi-language: EN-US;">The queries stored in the Local Common Library are available for all Authority users with per-missions to queries. Officers cannot create, edit or delete queries in the Local Common Library. They can execute the queries or copy them to their Personal Libraries. </span>

#### <span style="mso-fareast-font-family: Calibri; mso-bidi-font-family: Calibri;"><span style="mso-list: Ignore;">4.2.3. </span></span>Shared with me libraries

<span style="mso-ansi-language: EN-US;">When the library owner or query has shared it with the Officer, it will appear under these users' ‘Shared with me libraries’. They can execute the queries or copy them to their Personal Libraries.</span>

#### <span style="mso-fareast-font-family: Calibri; mso-bidi-font-family: Calibri;"><span style="mso-list: Ignore;">4.2.4. </span></span>Creation of a library

<span style="mso-ansi-language: EN-US;">Once in the ‘Data management’ ‘Queries’ menu, the Officer has to click on ‘New Library’, and the system will display a modal window to create the Library:</span><span lang="EN-GB" style="mso-ansi-language: EN-US;"><span style="mso-spacerun: yes;"> </span></span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/sTLimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/sTLimage.png)

<span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

<span style="mso-ansi-language: EN-US;">The Officer has to fill in the mandatory Name field, provide a description (if needed), and specify the Sharing mode, which can be ‘Personal’ or ‘Share to User’.</span>

<span style="mso-ansi-language: EN-US;">If ‘Share to User’ is selected, the system will display a section to choose the user/s:</span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/UVlimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/UVlimage.png)

<span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

<span style="mso-ansi-language: EN-US;">Therein, the Officer has to select the specific users through the check box and click the ‘ADD’ button, which will be activated. The selected users will be available on the ‘Selected Users’ tab.</span>

<span style="mso-ansi-language: EN-US;">The Officer has to click on ‘Save’ for both Personal or Shared to User, and the Library will be saved accordingly and will appear in the left pane under ‘My Personal Libraries’:</span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/xznimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/xznimage.png)

<span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

<span style="mso-ansi-language: EN-US;">If the created Library is ‘Shared to user’, it will show the ‘Shared’ icon </span>[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/EGDimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/EGDimage.png)

#### <span style="mso-fareast-font-family: Calibri; mso-bidi-font-family: Calibri;"><span style="mso-list: Ignore;">4.2.4. </span></span>Management of My Personal Libraries

<span style="mso-ansi-language: EN-US;">Next to each Library under My Personal Libraries of the Officer, the system provides the deleting, adding category and editing buttons.</span>

<span style="mso-ansi-language: EN-US;"><span style="mso-spacerun: yes;"> </span></span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/54cimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/54cimage.png)

<span style="mso-ansi-language: EN-US;"><span style="mso-spacerun: yes;"> </span></span><span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

##### <span style="mso-fareast-font-family: Calibri; mso-bidi-font-family: Calibri;"><span style="mso-list: Ignore;">4.2.4.1. </span></span>Deleting a Library

<span style="mso-ansi-language: EN-US;">The Officer has to click on the Delete icon (rubbish) next to the specific Library, and the system will delete the Library from the My Personal Libraries tree as long as it has no more queries. Otherwise, the system will display a warning message and will not delete the Library. The library tree will be updated accordingly.</span>

##### <span style="mso-fareast-font-family: Calibri; mso-bidi-font-family: Calibri;"><span style="mso-list: Ignore;">4.2.4.2. </span></span>Adding a category or folder to a Library

<span style="mso-ansi-language: EN-US;">The Officer has to click on the ‘+’ button next to the specific Library, and the system will display a folder below the Library:</span>

<span lang="EN-GB" style="mso-ansi-language: EN-US;"><span style="mso-spacerun: yes;"> </span></span>[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/4Tgimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/4Tgimage.png)

<span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

<span style="mso-ansi-language: EN-US;">The Officer has to type a Name and click on ‘Intro’. The folder or category will be added to the tree and will be available to store queries of the Officer:</span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/W9Uimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/W9Uimage.png)

<span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

<span style="mso-ansi-language: EN-US;">Next to the folder or category, the management buttons will appear as follows:</span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/3W1image.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/3W1image.png)

<span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

<span style="mso-ansi-language: EN-US;">The category can only be deleted if it does not include queries.</span>

<span style="mso-ansi-language: EN-US;">The ‘+’ button is to add subcategories. It works the same way as adding categories to the Library.</span>

<span style="mso-ansi-language: EN-US;">The edit button only updates the Name, not the location of the category.</span>

##### <span style="mso-fareast-font-family: Calibri; mso-bidi-font-family: Calibri;"><span style="mso-list: Ignore;">4.2.4.3. </span></span>Editing a Library

<span style="mso-ansi-language: EN-US;">The Officer has to click on the editing (pencil) icon next to the specific Library, and the system will display the editing window:</span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/s3eimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/s3eimage.png)

<span lang="EN-GB" style="mso-ansi-language: EN-GB; mso-fareast-language: EN-GB;"> </span>

<span style="mso-ansi-language: EN-US;">This page is the same as the library creation window of the previous section. The Officer must update the corresponding fields and click ‘Save’. The changes will be saved in the database and Library tree.</span>

[![image.png](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/scaled-1680-/KIGimage.png)](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/KIGimage.png)