Configure views in your library

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.

This article explains how to:

Access the view configuration
Define the general settings for views
Define the visibility of views
Configure the information to display in views
 Configure filters in views
           Add Browse by Folder to views
 Pre-filter your documents based on properties


An example of a view in the AODocs user interface:

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Access the view configuration

1. Open the library administration interface and select Views.
Learn more: Manage views in your library.

2. Press a view name to open the configuration page.

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Learn more: Set a default view.


Define the general settings for views

Define the general settings:

  • View name: edit the name of your view
  • View URL: a URL is created automatically when you create a new view — press Open view to access the view
  • Embed URL: use this URL if you want to embed the view in a web page
  • Number of documents per page: you can change the default number of documents displayed per page

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Define the visibility of views

Define who can see the view in the library homepage:

  • Show in library navigation menu: use this option to display or hide the view. If a view is hidden, users won’t be able to access it in the AODocs interface.
  • Only show for role: select which role or Google Group has access to the view. The list of roles is configured in the Roles section in the library administration interface. This option is available only if the Show in library navigation menu option is selected.

Important: 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: We recommend that the default view is displayed in the navigation menu and is visible to everyone.

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Configure the information to display in views

Select the required options:

  • Show checked-out documents:
    • 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.
    • 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.
    • Published: displays the main version of checked-out documents. Documents that aren't check-out are also displayed.
  • Display documents from other classes: use this option to display all the documents from other document classes in the view.
    Note: Only the system properties of documents from other classes will be displayed. Documents from other classes will not have the same properties as those configured for display or as filters in your view.
  • Select the information to display in your view: use this option to select which properties will be visible in the view.
    • To add a property to the view, select it in the left panel and use the right arrow to move it to the right panel.
    • To remove a property from the view, select it in the right panel and use the left arrow to move it to the left panel.
    • To change the order of the properties in the view, select a property and use the up and down arrows.

Tip: You can also drag and drop properties to change the order.

  • Select the criteria to sort by: use the drop-down lists to select a criterion and an order to sort the documents in the view.

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Configure filters in views

Select the required options:

  • Expand filter panel: use this option to show or hide the filter panel by default.
  • Search in attached files: in Document Management libraries, use this option to make the checkbox displayed next to the search bar active by default.
  • Browse by: use this option so users can quickly filter documents matching a specific document property value, without using the search panel. You can choose to browse by workflow state, folder property or any category. You can also browse by class if the option Display documents from other document classes was checked in the Display section.
    Learn more: Add Browse by Folder to a view.
  • Select the information to filter in view: use this list to refine a query and filter documents more precisely.
    • To add a filter to the view, select it in the left panel and use the right arrow to move it to the right panel.
    • To remove a filter from the view, select it in the right panel and use the left arrow to move it to the left panel.
    • To change the order of the filters in the view, select a filter and use the up and down arrows.

Tip: You can also drag and drop filters to change the order.

  • Do not display outdated category values: select this checkbox to prevent outdated category values from being displayed in the list of available options in a category filter.

Note: You must first select a category filter for your view in the right-hand box to be able to select this checkbox.

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Add Browse by Folder to views

You can configure views so users can browse through the folder structure in the left panel of the view.

Important: In Document Management libraries:
– to configure Browse by Folder, you must first enable folders in your document class
– if you enable folders in more than one document class and then configure Browse by Folder in views for these classes, the folder structure is shared by the classes
Learn more: Configure folders in your document class.

1. Under User filters, select Folder in the Browse by drop-down list.

Note: You can rename the Folder property. Learn more: Configure folders in your document class.

2. If required, select the checkbox Include documents from subfolders.

If you don't select this option, when users navigate the folders from the view, they will see the child folder structure and the child documents of the selected folder. This behavior is close to the behavior of standard file explorers.

If you select this option, when users navigate the folders from the view, they 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.


Pre-filter your documents based on properties

You can define properties that documents must meet to be listed in your view. End-users don't see that documents have been pre-filtered; they only see documents matching the criteria.

1. In the Display only documents matching drop-down list, select all of these criteria or any of these criteria.

Note: You can combine filters and choose to display only documents matching all of these criteria or any of these criteria.

2. Press Add new filter.

3. Define the properties of the new filter.

4. Press Save.

Tip: You can create a filter based on the current logged-in user and select this filter in the documents' properties to display only documents corresponding to this user. To do so, select the Person category Equal to the Current user.

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In the example above, only documents that were created after 1 January 2018 and that have a value set for the Amount property will be displayed to end-users.

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Comments

7 comments
  • I setup my view to Display documents from other classes. Workflow's State from other classes is displayed as expected. I also setup Pre-filer for a specific Workflow's State. It is only filter documents for primary class, not for other classes. Is Workflow's State one of the system properties? Is pre-filter doesn't work for system properties of documents from other classes?

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  • Hello Trish,
    Indeed, the pre-filter for a specific workflow state will only work for the workflow of the class associated to the view. I believe what you try to achieve is to get a view to use it with AwesomeTable. There is a way to combine several spreasheets in one to run an AwesomeTable on it. I can guide you on how to configure it.

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  • Thibault, this is great that I can do this. Appreciated. Thank you so much.

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  • Is there a way to display workflow action/transition comments made by the validator in a view? For example, a workflow action notification is sent to an approver. He clicks the action button to take him to the submittal site. He enters a comment and clicks submit for the approval. Then that comment can be displayed somehow in the view similar to any document property.

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  • Hello Tim,
    Thanks for your feedback. I suggest you log a Feature Request on our community so other clients can review and vote for it: https://support.aodocs.com/hc/en-us/community/topics/200132124-AODocs-Feature-Requests
    Cheers

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  • Hi, is there a way to setup one view for the several document classes?

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  • Yes, you'll need to select the option "Display document from other classes" under the Display section of your View configuration.
    Keep in mind that the column and filters can only be the ones belonging to the class associated with your View.

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