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
Configure the layout of views
 Configure how to search for information in views
           Configure the browsing options in views
           Configure filters in views
 Pre-filter your documents based on properties

 Note: Read Create and manage views in your library for details on how to create, delete and manage existing views in your library.

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. The list of views opens.

Learn more: Create and manage views in your library.

2. To access the view's configuration page, you can: 

  • press a view name
  • open the More actions menu and select Edit settings

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Define the general settings for views

Select the required options:

  • Open view: press to access the view.
  • Document class: press the button next to the class name to access its configuration page. 
  • View URL: a URL is created automatically when you create a new view.
    • Press Copy to clipboard to copy the URL and share it with your users.
    • If required, manually modify the URL.
      Note: To get the Embed URL, which is used to embed the view in a web page, read Get the Embed URL of views.
  • 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 interface.
        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.
      • 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.

Tip: Avoid putting a visibility restriction on the default view. If the default view is not visible to everybody, 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.

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Configure the layout of views

Select the required options:

  • Number of documents per page: use the drop-down list to select the number of documents to display per page.
    Note: By default, the number of documents per page is 20.
  • Information to display in the view: use this option to select which properties will be visible in the columns of the view.
    Note: By default the properties Title, Last update and Last update author are selected.
    • Press 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.
      Tip: You can also use the Select all/Unselect all checkbox when in select mode.
    • Press the Close button in the blue banner to return to view mode.
    • To remove properties, press the cross next to their name.
    • To change the order of the properties, drag and drop them when in view mode.

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  • Select criteria to sort by: use the drop-down lists to select a sort criterion and define whether it's displayed in ascending or descending order.
  • Target page for documents: use these options to 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 attachments, the document will open 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 press 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 press another document name from the view, each document opens in the same tab as the initial document.

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Configure how to search for information in views

Configure the browsing options in views

  • Search in attached files: in Document Management libraries, select this option to make the checkbox displayed next to the search bar active by default. 
  • Browsing panel: use these options to select whether or not to display a browsing panel in the view and define the browsing options if a panel is displayed.
    • No browse by: if you select this option, no browsing panel is displayed in the view.
    • Folder: select this option so users can browse through the folder structure in the browsing panel.

      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.

    • Include documents from subfolders: select this checkbox so when users navigate through folders in 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.

      If you don't select this checkbox, when users navigate through folders in 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.
      Note: You must first select the Folder browsing option for your view to be able to select this checkbox.
    • Category property: select this option so users can browse documents by category in the browsing panel. Use the drop-down menu to select the category. Learn more: Create categories.
    • Do not display outdated category values: select this checkbox so users can't find documents with outdated values. 
      Note: You must first select the Category property option for your view to be able to select this checkbox.
    • Document class: select this option so 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.

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Configure filters in views

You can configure filtering criteria so users can refine a query and filter documents more precisely.

Under Select filters

  • Press the Add button to enter select mode. Select the properties you want to define as filters and deselect those you don't want.
    Tip: You can also use the Select all/Unselect all checkbox when in select mode.
  • Press the Close button in the blue banner to return to view mode.
  • To remove properties, press the cross next to their name.
  • To change the order of the properties, drag and drop them when in view mode. 
  • Activate the Expand filter panel switch to show the filter panel by default in the view.

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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. 

  • Display documents from other classes: select this option to display 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.
  • Show checked-out documents: use the drop-down menu to 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.
    • 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 only documents matching: define the filtering criteria documents must meet to be displayed in the view. 
    • Select whether documents need to match 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.
    • Press Add criteria and define the properties of the new filter.
    • Press Save
    • To delete a filtering criteria press 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 so, select the person based filter and select Equals to the User who opens the view.

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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 Retention ID property will be displayed to end users.

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Comments

18 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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  • Hello,
    Is it possible to create a view with the same structure for everyone but that would display only the documents that are attributed to each person based on their property?
    Basically, I have a document class "bank accounts" that I should be only viewable/editable by the related responsible person. I do NOT want that person to be able to view the accounts which they are not in charge of.

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  • Great question Arnaud!
    There are actually two ways in AODocs to achieve that.
    1. The first one is by setting permissions on the documents (for example at the Class level) using a role that is person-field based. This way the permissions on the documents can be very completely different from one document to the other while only allowing the person in the document to see the file. Then, you simply need to have a view that the users referenced in these person fields can access and the view will only display the files each user has access to.

    2. With the incoming update of the Views configurations, you will be able to configure a view with filters on dynamic parameter such as "@me" meaning the user currently connected in the interface. You will be able to use this to pre-filter a view based on a person field and only display the documents that match the email address of the user currently connected.

    Keep in mind that the latter does not manage the permissions of the underlying documents. So you should perhaps use a combination of both.

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  • Good afternoon. I wanted to create a presentation and display all archive documents in it. For each document class, I have an archive property of a logical type. If it is true, then the document should be in this view. However, I only see documents of the associated class with this view?

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  • Currently, if you create a multi-class view, the pre-filters of the view will only apply to the documents of the class associated with the view. You can follow this workaround to create fully customised views that can even span over libraries: https://support.aodocs.com/hc/en-us/articles/360027613531-Refresh-the-data-in-your-exported-spreadsheet#h_0c553daa-e965-4bc1-af7c-ddcf790a5781

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  • The dynamic filter using "@me" is useful. Is there one for dates as well? So if i need a filter to show documents that have passed a date dynamically, there doesn't seem to be be a way to do it. Eg i want to compare a document set date against today's date, is there a filter to apply in the filter to do that?

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  • Indeed, the @me is very usefull. With the next version of AODocs, you will be able to use dynamic dates pre-filters when you configure a view. So for instance, you will be able to have a view displaying the list of contracts expiring in the next 30 days. Stay tuned for the release here: http://eepurl.com/cGPC7v

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  • How can I add more fields in "Select the information to display in your view"?

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  • These fields are picked up from the Document Class fields. If you want to add more you first need to configure them: https://support.aodocs.com/hc/en-us/articles/115000051523-Create-and-configure-custom-properties

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  • Is there a way to force the View to display the full name of a Category entry instead of the short name? I want to use a .shortName in a calculated field but I'd like to see the full text in the View. Is that possible today or should I raise a feature request?

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  • Category short names are actually designed to be used in views only. So that would go against it original purpose. Can you please post your use case in the community for us to better understand what you are trying to achieve with the calculated fileds and category short names?

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  • I have several categories, let's say "Product Line", "Material", "Country". I use the short names in a calculated field, together with the sequence ID and Title to create a document ID, e.g "PO-PB-UK-0001 User Manual". So I need to create a short name for a category item. But in my view, ideally I'd have the category full names visible because most people don't know the short name. So in Material, instead of having "PB", it would display "Lead", or instead of "M" it would read "Modified Bitumen" etc which is more meaningful to the average user.

    There's a workaround of creating another calculated field and using a calculation to give the readable name, and displaying that in the view instead of the actual category, but I wondered if there was a simple switch somewhere already that could toggle between the long name and short name in the category view to keep things simple.

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