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 views in your AODocs libraries.
This article explains how to:
Automatically generated table of contents
Note: Read Create and manage views in your library for details on how to create, delete and manage existing views in your library.
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 views
Select the required options:
- Open view: click to access the view.
- 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: To get the embed URL, which is used to embed the view in a web page, read Get the Embed URL of views.
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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.
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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.
Important: The Visibility option hides the view link for all users except those you specify. It doesn't affect the visibility of any documents on your domain.
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.
Configure the layout of views
Select the required options:
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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 standard views. The new version of views has an infinite scroll – learn more: Scroll documents in your view. -
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.
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 mandatory properties that aren't filled in.- 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.
Tip: You can also use the Select all/Unselect all checkbox when in select mode.
Note: 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. - 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.
- 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.
Note: In standard views, this list defines the order of the columns displayed in the view, and users can't change the order. In the new version of views, this list defines the default order of the columns, but users can customize the display of columns.
- 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.
Note: 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.
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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?
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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 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.
- Documents open on their:
Note: This setting applies only to standard views. In the new version of views, documents always open in a new tab.
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.
Note: The browsing panel options apply only to the standard version of views. The new version of views currently has no browsing panel.
- 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.
Configure filters in views
You can configure filter criteria so users can refine a query and filter documents more precisely.
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.
Tip: You can also use the Select all/Unselect all checkbox when in select mode.
Notes:
–You can't create a filter for integer or decimal properties; they don't appear in the list.
– 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. - 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.
- Activate the Expand filter panel switch to show the filter panel by default in the view.
Note: This setting applies only to standard views. The new version of views displays filters below the search bar with a drop down menu to select criteria – learn more: Filter your views.
Pre-filter your documents in views
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.
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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.
- 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.
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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.
Note: You can combine filters and choose to display only documents matching all of these criteria or any of these criteria. - Click Add criteria and define a new filter.
- Click Save.
- To delete a filter, lick the Delete button.
- Select whether documents need to match all of these criteria or any of these criteria.
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.
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.