A view is a page which displays a set of documents from your library. You can define properties and filters to sort the documents. These filters can be based on the nature of the library, workflow states, or other settings that may be relevant for users.
Learn more about views:
- Use new views in your AODocs libraries
- Use beta views in your AODocs libraries
- Create and manage views in your library
This article describes how to configure existing views using the legacy library administration. You can also configure views in the new library administration. Learn more:
- Activate or deactivate early-access features in libraries
- Activate or deactivate early-access features on your AODocs tenant
This article explains how to:
Automatically generated table of contents
Access the view configuration
1. Open the library administration interface and select Views. The list of views opens.
Learn more: Create and manage views in your library.
2. To access the view's configuration page, you can:
- click a view name
- open the More actions menu and select Edit settings
Define the general settings for the view
Select the required options:
- Open view button: click to open the view as end users see it.
- Document class: click the button next to the class name to access the document class configuration page.
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View URL: a URL is created automatically when you create a view.
- Click Copy to clipboard to copy the URL and share it with your users.
- If required, manually modify the URL.
Note: Learn more about how to get the embed URL, which is used to embed the view in a web page.
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Visibility: define who can see the view in the library homepage.
Activate the Use restriction switch and define the visibility of the view:- To a specific group: select which Google group has access to the view.
- To a specific role: select which role has access to the view. The list of roles is configured in the Roles section in the library administration.
- Nobody: select to hide the view from your user's library homepage and from the drop-down selector in views – users can access the view only via its URL.
Important:
– Applying a visibility restriction only affects the view. It doesn't affect the visibility of any documents on your domain.
– Don't select a role that's based on a person property, as these roles don't have a specified list of members. Learn more: Create and configure custom roles.
Tip: Avoid putting a visibility restriction on the default view. If the default view is not visible to everyone, when a user without access to the default view runs a search, the search is applied in the first view in this user's list of views.
Configure the layout of the view
1. Define the Number of documents per page: use the drop-down list to select the number of documents to display per page.
Notes:
– By default, the number of documents per page is 20.
– This setting applies only to legacy views. Beta views and new views have an infinite scroll.
2. Under Information to display in the view, select which properties will be visible in the columns of the view.
- Click the Add button to enter select mode. Select the properties you want to display as columns in the view and deselect those you want to hide. You can also use the Select all/Deselect all checkbox when in select mode.
- Click the Close button in the blue banner to return to view mode.
- To remove properties, click the cross next to their name.
- To change the order of the properties, drag and drop them when in view mode.
Notes:
– By default the properties Title, Last update and Last update author are selected.
– In the list of properties, if a custom property has the same name as a system property, the system property is displayed with (System) next to it.
– In legacy views, this list defines the order of the columns displayed in the view, and users can't change the order.
– In beta views, this list defines the default order of the columns, but users can customize the display of columns.
Tips:
– Select Has evaluation error to display a column with boolean switches indicating whether documents have calculation errors in conditional logic
– Select Invalid values to display a column with boolean switches indicating whether documents have data validation errors.
– Select Incomplete to display a column with boolean switches indicating whether documents have required properties that aren't filled in.
3. Under Select the criteria to sort by, select a sort criterion and define whether it's displayed in ascending or descending order.
By default, the documents in your view are sorted according to this criterion, whether or not a column showing the corresponding property is displayed in the view.
4. Under Target page for documents, define the document behaviour when users open documents from the view.
Documents open on their:
- AODocs document page: select this option so documents open on the Properties tab of the AODocs document page. Learn more: The AODocs document page.
- Document's attachment in Drive: in Team Folders and Secured Folders, select this option so documents open on their attachment in the Google document editor. Learn more: What are attachments?
- First attachment (if it exists) in Google Drive: in Document Management libraries, select this option so documents open on their first attachment in the Google document editor.
Note: If a document has no attached files, the document opens on the Properties tab of the AODocs document page.
Documents open in:
- Current tab: select this option so when users open a document from the view, it opens in the same tab as the view.
- New tab for each document: select this option so when users open a document from the view, it opens in a new tab. If users click another document name from the view, each document opens in an additional tab.
- Same tab for each document: select this option so when users open a document from the view, it opens in a new tab. If users click another document name from the view, each document opens in the same tab as the initial document.
Note: This setting applies only to legacy views. In beta views and new views, documents always open in a new tab.
Configure how to search for information in the view
Configure the browsing options in the view
1. Search in attached files:
In Document Management libraries, select this option to make the checkbox displayed next to the search bar active by default.
2. Browsing panel:
Select whether to display a browsing panel in the view and define the browsing options.
- No browse by: no browsing panel is displayed in the view.
- Folder: users can browse through the folder structure in the browsing panel.
Important: In Document Management libraries:
– to configure folders in the browsing panel, you must first activate folders in the document class
– if you activate folders in more than one document class and then configure folders in the browsing panel for these classes, the folder structure is shared by the classes.
If you select Folder, you can select the checkbox Include documents from subfolders. Users will see all the child documents in the selected folder without seeing the child folder structure. For example, if you select the root folder, the view will display all the documents in the library.
If you don't select this checkbox, users will see the child folder structure and the child documents of the selected folder. This is close to the behavior of standard file explorers.
- Category property: users can browse documents by category in the browsing panel. Use the drop-down menu to select the category. Learn more: Create categories.
Select the checkbox Do not display outdated category values so users can't find documents with outdated values.
- Document class: users can browse by document class in the browsing panel.
Note: You must first select the Display documents from other classes checkbox in the Pre-filter documents based on properties section to be able to select this option.
Configure filters in the view
You can configure filters so users can find documents easily.
1. Under Select filters:
- Click the Add button to enter select mode. Select the properties you want to define as filters and deselect those you don't want. You can also use the Select all/Deselect all checkbox when in select mode.
- Click the Close button in the blue banner to return to view mode.
- To remove properties, click the cross next to their name.
- To change the order of the properties, drag and drop them when in view mode.
Notes:
– In legacy and beta views integer or decimal properties don't work as filters. You're recommended to switch to new views.
– In the list of properties, if a custom property has the same name as a system property, the system property is displayed with the text (System) next to it.
2. If you're working with legacy views, you can activate the Expand filter panel switch to show the filter panel by default in the view.
Beta views and new views display filters with drop down menus to select values.
Pre-filter your documents in the view
You can define characteristics that documents must meet to be listed in your view. End users don't see that documents have been pre-filtered. They only see the documents that match the criteria.
1. Display documents from other classes
Select this option to display documents from other document classes in the view.
How are properties from other classes displayed?
- If you display documents from other classes, the view displays all documents in the library. However, the user filters and properties you select to display as columns can only be from the document class you selected when you created the view.
- In legacy and beta views, only system properties of documents from other classes are displayed.
- In new views:
- system properties of documents from other classes are show.
- In new views, if documents from other classes contain properties with exactly the same name and type as those selected for display, their values are also shown.
- In new views, if documents from other classes contain properties with different names and types, their values are not shown.
2. Under Show checked-out documents, select which document versions are displayed in the view:
- Default mode: displays the draft version of checked-out documents if the user has access to the draft version and displays the main version of documents if the user doesn't. Documents that aren't check-out are also displayed.
- Published: displays the main version of checked-out documents. Documents that aren't check-out are also displayed.
- Draft only: displays the draft version of documents if the user has access to the draft version and displays no documents if the user doesn't. Document that aren't check-out are not displayed.
3. Under Display only documents matching, define the filter criteria documents must meet to be displayed in the view. You can filter by system properties, custom properties and classes.
- Select whether documents need to match all of these criteria or any of these criteria.
- Click Add criteria and define a new filter.
- Click Save.
- To delete a filter, click the Delete button.
Tip: You can create a filter based on the current logged-in user to display only documents corresponding to this user. To do this, create a filter based on the Document creator and select Equals to, then User who opens the view.
In the example above, only documents that match either of these pre-filters will be displayed to end users:
- expiration date between 24 February 2027 and the current date plus 30 days
- any value set for the Retention ID property