To quickly find a necessary document make use of the filter at the top of the document list.
Click the button and specify the necessary filter parameters:
- To filter items by TYPES choose one of the following options: Folders, Documents, Presentations, Spreadsheets, Images, Media, Archives, or All files.
- To filter items by AUTHOR click the User or Group option and choose the necessary user or group.
- To exclude subfolders from search click the No subfolders option in the SEARCH section.
Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the arrow.
By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the icon.
Use the buttons on the right to switch between the available display modes: Thumbnails view, Common view, and Compact view. Thumbnails are not generated for connected third-party services.
You can perform the following operations with your documents:
- Save as PDF Form - this option is only available for the
.docxf
forms
- Fill in the form - this option is only available for the
.pdf
fillable forms
- Share several documents at once for the portal users
- Copy Quick external link to a file with default permissions for people outside the portal. The default access type is specified in Settings / Common / Default access rights in sharing settings / Default access rights for a specific file type.
- Copy the link to a file or folder to clipboard for portal users
- Send a file by email
- Sign a file with DocuSign
- Show version history and restore one of them
- Finalize the current version of a file and create a revision for a new one
- Block a file for further editing by other users with the corresponding editing rights
- Mark a file as favorite
- Download a file in the original format to your computer hard disk drive
- Download as a file in the selected format to your computer hard disk drive
If several files are chosen for download, they will be packed in a
.zip or
.tar.gz archive (depending on the
option you specified in the
Common Settings of the 'Documents' module) and saved onto your hard disk.
- Move to another section or folder within the Documents module
- Copy a file and move the created copy to the selected section of the Documents module
- Create a copy of a file in the current folder
- Rename a file
- Delete a file moving it to the Trash section of the Documents module
Group operations with files can be performed using buttons on the top or the contextual menu. To share, send by email, mark as favorites, download, move, copy, or delete several files at once,
- open the needed section of the Documents module clicking the corresponding option at the left-side panel
- check the boxes next to the files you want to manage
- click the needed button at the top depending on the operation you want to perform or right-click one of the selected files and use the contextual menu options
If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.
Some operations can be performed with a single file only using the contextual menu. To rename, sign with DocuSign, block for co-authors, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),
- open the needed section of the Documents module clicking the corresponding option at the left-side panel
- find the needed document and click the icon next to it
- select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.
To learn how to manage the previous revisions/versions of a document, please refer to
this article.
To rename a document stored in the Documents module you can also check the box to the left of the necessary file in the list and press the F2 key. It's also possible to rename a document from the editor interface directly while editing. To do that,
- click the File tab of the top toolbar and select the Rename... option,
- in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites
The Favorites section contains all files and folders marked as favorites from all sections of the Documents module. To add a file/folder to Favorites:
- open the needed section of the Documents module by clicking the corresponding option at the left-side panel,
- find the needed file/folder and click the icon next to it,
- select the Mark as favorite option.
OR
- open the needed document from the Documents module,
- click the Mark as Favorite button in the upper right corner.
The file will be available in the Favorites section and marked with the icon in the file list.
Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.
To remove an added file from Favorites, use the Remove from Favorites option in the contextual menu or click the icon next to the file name.
To remove several files at once from Favorites, check them in the file list within the Favorites section and click the Remove button on the top.
You can hide or show again the Favorites section in the Common Settings of the Documents module.