We've built a new version of the views interface, consolidating the work we did for beta views and introducing new visuals, an improved layout, and better accessibility. New views are faster loading and offer several new features, including the ability to edit properties directly from the views.
Super administrators can activate and deactivate new views on your entire AODocs tenant. Library administrator can activate and deactivate them in individual libraries. When new views are activated, end users can no longer access legacy and beta views.
Learn more:
- Switch between legacy and beta views (all users)
- Activate or deactivate early-access features on your AODocs tenant(super administrators)
- Activate or deactivate early-access features in libraries (library administrators)
This article describes new views:
Automatically generated table of contents
Access new views
You can use new views if:
- a super administrator has activated them on your AODocs tenant
or - a library administrator has activated them in your specific library
1. On a library homepage, select one of the views available.
Tip: You can show/hide the Views panel on the left side of the library homepage..
The new view opens.
Switch views in your library
1. Open the drop down menu next to the name of the current view in the blue bar.
Note: The menu isn't displayed in libraries with only one view.
2. Select the required view from the drop down menu.
Use the document preview to view and interact with documents
The document preview lets you view and interact with documents quickly, without leaving the view. It boosts productivity by enabling seamless browsing between documents.
Click a row to open the document preview.
It contains three tabs:
- Properties: a view-only display of the properties in your document
-
Attached files: the number of attached files in your document is shown.
By default, the first attached file in your document is displayed. If it's a Google file, you can edit it directly in the document preview.
In Document Management libraries, you can use the Attached files menu to preview all the attached files in your document. - Related items: lists your document's related items. Click a related item to open it in a new tab. Learn more: Open related items.
You can:
- preview successive documents listed in the view using the up and down arrows
- resize the document preview
- open the current document in a new tab
- perform a workflow action – learn more: Perform workflow actions
Note: The workflow button:
– doesn't appear if you have no workflow actions to perform on the document
– is grayed out (unavailable) if there are required properties that aren't filled in, if there are properties with invalid values, or if the document has been checked out manually
Search for documents in your view
You can search for documents in your view using keywords.
In new views, you can search by keyword in:
- properties only
- properties and the content of attached files
Both options are available in all types of library. Learn more: Search for documents by keyword.
Use the "Browse by" navigation panel
If your administrator has configured the Browse by feature in your view, there's a collapsable panel on the left where you can navigate through the structure of your library. Depending on the configuration set up by your administrator, you can browse by:
- folders
- a category property
- workflow states
- document classes
Customize the columns in your view
Library administrators define the default columns displayed in each view they configure. Learn more: Configure views in your library.
In new views, users can customize their views to display a different set of columns from those defined by the library administrator. Users can return to the default columns defined by the library administrator at any time.
Select columns to display and define their order
1. Click Columns. The list of columns opens.
2. Select the columns you want to display. Selected columns are grouped at the top of the list.
Note: Currently you can't display table properties in views. Learn more: Edit table properties.
3. If required, drag and drop selected columns to reorder them.
Tip: Select Reset columns in the drop-down menu to return to the default columns defined by your library administrator.
Pin columns
You can pin columns to the left or right of the display.
In the drop-down menu, select Pin column and then Pin left or Pin right.
In the example below, the column Title is pinned to the left and the column Attorney in charge is pinned to the right.
Tip: elect Pin column and then No pin to unpin a column.
Resize columns
You can autosize columns to adjust their size to correspond to the length of their longest value. In the drop-down menu, select:
- Autosize this column to autosize the current column only
- Autosize all columns to autosize all columns
In addition, you can drag the gray bar to the right of columns to resize them.
Filter your views
You can use the filters that the library administrator configured for your view.
When you apply a filter, only the documents that match the filter criteria are displayed. If you apply several filters, only documents that match all filter criteria are displayed.
Edit properties directly in your view
You can edit the document title and properties directly in the list of documents in your view.
1. Click the pencil button next to the property you want to edit.
2. Make the required changes.
3. To apply the changes, press Enter, click outside the field, or click Apply, depending on the property type.
Notes:
– If you try to edit a document that is already being edited by another user, a message appears, indicating that your changes were not saved.
– Currently, you can't edit multi-level categories, links, and geopoint properties.
Create documents and folders from your view
You can create documents and folders directly from views. Click the New button.
The options available depend on:
- the type of library
- the configuration of your document class – for example, whether folders are activated in Document Management libraries and whether templates are defined
Learn more:
Access attached files directly from a view
In Document Management libraries, views have a Files panel that lists the attached files in selected documents. You can perform actions on the attached files directly from the Files panel.
Important: The Files panel isn't available in Team Folders and Secured Folders.
1. Open a view in a Document Management library.
2. Select one or more documents.
3. Click the Attached files toggle to show the Files panel. All selected documents with their attached files are listed.
4. Depending on the type of attached files, you can:
- Open them in Google Drive – learn more: Use the Google Drive preview
- Open them in the advanced viewer – learn more Use the advanced viewer
- Open them in Microsoft Office
- Download them individually – learn more: Download attached files
- Download all selected attached files — learn more: Download attached files in bulk
- Copy all selected attached files to an existing or new document
The Copy menu contains these export actions:
- Copy to another library
- Copy to a user's Drive (in Secured Folders and Team Folders only)
All copy actions are available to everyone except viewers with a copy restriction.
- Replace them – learn more: Replace attached files starting from a view in a Document Management library
Notes: If you're working with non-Google attached files, we recommend installing UFO. Learn more:
– Open and edit non-Google attached files in AODocs with UFO
– Microsoft Office limitations when editing in AODocs without UFO.
Files panel in a Document Management library using Google Drive – list mode
Tip: If required, use the toggle in the <strong>Files</strong> panel to switch to grid mode to display the attached files as thumbnails.
Note: The same actions are available in list mode and grid mode. Grid mode is only available in Google Drive libraries.
Select documents and folders for single or bulk actions
1. Select one or more checkboxes next to documents or folders.
Alternatively, use the Select all button.
Tip: When you click the Select all button, only the documents and folders currently visible are selected. To select all documents and folders available, scroll to the bottom the list with the Select all button active. Learn more about infinite scroll.
2. Select an action.
Learn more:
- Perform workflow actions
- Open a document or folder in Google Drive from an AODocs view
- Download attached files
- Check out, check in or cancel a check out on a document
- Copy properties from a source document to other documents
- Open with Microsoft Office (for Microsoft Office files only) or Open with UFO or AFO (for non-Google files)
- Copy documents within the same library, to another library, or to a user's Google Drive (all users)
-
Move documents or folders:
- within the same library (all users)
- to other library (library administrators)
- to a user's Google Drive (library administrators)
- Convert documents to a different document class
- View and edit permissions:
- in Team Folders
- in Secured Folders
- in Document Management libraries
- Notify users by email
- Delete documents in AODocs
Export views to Google spreadsheets
You can export views to Google spreadsheets. All the columns in the view and any applied filters applied are taken into account.
Note: Folders are not taken into account unless you select the Folder column for display. Learn more: Customize the columns in your view.
1. Click the button Export to Google sheet. If it's the first time you're using this feature you'll be prompted to sign in to Bulk Updater.
2. Click Open sheet in the message that appears when the export is complete.
Your export opens in a new tab.
Any properties that aren't filled in on the document page by users are displayed in gray. These include the document class, a column indicating incomplete properties, and system properties such as the creation date.
Scroll documents in your view
New views have an infinite scroll. Your documents are loaded and displayed progressively as you scroll down. You don't need to click a button to switch to the next page of results!
Features unavailable in new views
Features not yet implemented
The features listed below aren't yet implemented in new views, but they will become available in the near future.
- The See document permissions feature is not currently available in the Notify users dialog.
- Scan Drive content
- Compatibility with bookmarklets, for example, Metadata copy.
- Compatibility with Virtru: even if Virtru is installed and activated in your library, the option to encrypt and upload a file using Virtru isn't available from new views; however, it is still available from the document page.
Permanently unavailable features
The features listed below were available in the beta and legacy views. They are not available in the new views and we don't plan to make them available.
- You can't view the status of parallel workflow actions in new views. You must open the document to access this information.
- Administrator workflow actions are not available in new views. You must open the document to access them.
- Additional Drive permissions are not available in new views. Users must open the document to access them. Learn more about additional Drive permissions in Document Management libraries and Secured Folders.
- Custom toolbar buttons - this option wasn't used so we didn't retain it in new views.
- The Open with Bulk Updater button is not available in new views. To access Bulk Updater, use the designated link. Learn more: Bulk Updater: Access and sign in.
- The Copy link to view with filters applied is not available in new views. You can copy the link from the address bar of your browser.