Documents page

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

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

Folder toolbar options

The folder toolbar at the top center of the page gives you options to control how to display the documents and folders:

These options are saved in your local preferences page and are applied every time you visit this page.

Plus button options

On the far right, you see a plus button – click to open a drop-down menu. Included are options to post comments, create tasks, create new documents, create new folders, add URLs or upload documents:

• 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 optional document options.
• Create folder – opens the create folder dialog where you can specify the folder location, name and other optional folder options.
• Add URL – opens the URL dialog.
• Upload document – opens the upload document dialog where you can drop or browse for files to upload into the folder. Note: you can drop items from your file system directly onto the button to open the upload dialog.

Operations on current folder

Operations available on the whole group if you are in the top folder, or current folder you have clicked to select, are displayed as buttons at the top right of the list of documents and folders. When you click these buttons, the corresponding dialog opens to allow you to complete the operation:

• Search and replace – click to open a replace dialog where you can replace terms in documents in the current or another folder. To only perform a general search on the current folder, click the separate icon on the left of the page which opens the search page.
• Export / Publish – click to open the publish/export dialog that lets you export or publish the current folder.
• Validate – click to open the validate documents in folder dialog that lets you validate the documents within the current folder and its descendants. In this dialog, you can specify the options for the validation report.

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, make the document a publication, 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 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 (if defined in your project template), all the files in that folder.
• Delete – Delete (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 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).