Documents page

This page lists all the documents and folders within the current group.

The current folder is displayed on the left in the folder toolbar and is also highlighted in the document folders panel on the left.

Folder toolbar

Available when viewing a documents page, the folder toolbar provides general options for managing folders and documents.

On the left, the folder breadcrumbs show your location in the folder hierarchy. Click any folder name to navigate to that parent folder.

Click the icon to show the folders panel if it is hidden. Use this panel to navigate the complete folder structure or drag and drop documents between folders.

Folder toolbar options

The icons in the center of the folder toolbar control how documents and folders appear on the documents page. The same display options are available on your preferences page.

Plus button options

On the right, click the plus button to open a menu with options for creating and uploading content:

• Post comment – opens the comment dialog to post a comment on the group.
• Create task – opens the create task dialog to create a task on the group.
• Create document – opens the create document dialog where you can specify the document location, document name, document type, and other document options.
• Create folder – opens the create folder dialog where you can specify the folder location, name and other folder options.
• Add URL – opens the URL dialog.
• Upload document – opens the upload document dialog where you can upload files to the folder (you can drag files directly onto this dialog).

Main content

The main content displays the contents of the current folder, with summary information and action buttons at the top, followed by the list of documents and folders.

On the left, you'll see the count of folders and documents in the current folder. Click the icon to open the search page for the current folder so that you can do more specific searches.

On the right, buttons provide additional contextual operations.

Click the column headers at the top of the list of documents and folders to sort by media type (click the icon), title (or filename), size, or last modified date.

Operations on folders

Click the folder title (or filename) to go to that folder.

Additional operations are available depending on your permissions when you hold the pointer over the folder in the list:

• icon – click to archive the folder.
• icon – when in the archive folder for the group – click to open the unarchive dialog to restore the folder.
• icon – click to open the properties dialog. This dialog lets you rename the folder, apply some labels, add a description, and view additional information when the folder is shared.
• icon – click to view other operations applicable to folders such as:
• Create document – create a new document in that folder.
• Create folder – create a new subfolder within that folder.
• Upload – upload files in that folder.
•  Move – move the folder to a different folder.
• Resolve references – opens the resolve references dialog (if the developer view is enabled).
• Unresolve references – (on archived folders only) opens the unresolve references dialog – see resolved and unresolved xrefs
• Version – batch add a version to all documents under that folder.
• Workflow – Add or update the workflow for all documents under that folder.
• Validate – Validate the files within that folder.
• Export – Export, publish or process (if defined in your project template), all the files in that folder.
• Delete – Delete (on archived folders only if enabled by your administrator), all the files in that folder.

Operations on documents

To open a document, click the document title (or filename). Click the icon to preview the document in the document panel.

Additional operations are available depending on your permissions, on the right when you hold the pointer over the document in the list:

• icon – click to archive the document.
• icon – when in the archive folder for the group – click to open the unarchive dialog to restore the document.
• icon – click to open the properties dialog. This dialog lets you rename the document, apply some labels, add a description, make the document a publication, and view additional information when the document is shared.
• icon – click to download the document as a file.
• icon – click to view other operations applicable to the document:
• Move – move the document to a different folder. See How to move a document.
• Duplicate – make a copy of the document.
• Export – export the document (or publication if the document is a publication root) (if defined in your project template or document configuration).
• Unresolve references – (on archived documents only) opens the unresolve references dialog, see resolved and unresolved xrefs
• Delete – delete the document (if enabled by your administrator).

Moving documents

The  Move option in the drop-down menu lets you move folders and documents to a different a folder or group.

To move items within the same group, you can also use drag and drop. Drag a document or folder from the main content to:

• A folder in the folders panel, or
• Another folder in the main content.