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 new library administration. You can also configure views in the legacy 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

Open the library administration and select Views. The list of views opens.

Learn more: Create and manage views in your library.

To access the view configuration, click a row in the table.

Open views and navigate between them

You can:

• open the view as end users see it: click Open View
• navigate between view configurations using the drop-down menu

Define who can see the view

Select an option:

• Everyone in this library (default): every one with access to your domain can access the view.
• Only specific users: select one group or role that can access the view. The list of roles is configured in the Roles section in the library administration.
• No one: this hides the view from the view selector – users can access the view only with its link.

 The class you selected when you created the view is displayed under General view settings. You can display all your library's document classes in the view.

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.

Define the columns in the view

1. In the Default columns displayed field, select the properties you want to display as columns. 

By default, the properties Title, Last update, and Last update author are selected.

In beta views and new views, regardless of which columns you select, users can customize the display of columns.

Tips:
– Select Has evaluation error to display a column indicating whether documents have calculation errors in conditional logic
– Select Invalid values to display a column indicating whether documents have data validation errors.
– Select Incomplete to display a column indicating whether documents have required properties that aren't filled in.

2. In the Sort by field, select a sort criterion and define whether to display it in ascending or descending order.

Define which documents to display in the view (pre-filter)

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. Click Configure view pre-view filters.

Define one or more conditions documents must meet to be displayed in the view. You can define system properties, custom properties, and classes. 

2. Select whether documents need to match all conditions or any condition.

3. Click Add condition as many times as required to define more pre-filters.

4. To delete a filter, click the Delete button.

5. Click Done. 

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 all these pre-filters will be displayed to end users:

• documents in the Contracts document class
• documents with the property Company set to anything except Lawyer & Fitch
• expiration date between 14 February 2027 and the current date plus two days

6. Select which document versions are displayed in the view. 

• All (published & draft): 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 checked out are also displayed.
• Published: displays the main version of checked-out documents. Documents that aren't checked 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 checked out are not displayed.

Set up the browsing panel

1. Activate the switch to display a browsing panel on the left of the view. 

2. Select one of the following:

• Workflow state: users can browse by workflow state in the browsing panel.
• Document class: users can browse by document class in the browsing panel. You must first display documents from all classes under Additional view settings to be able to select this option.
• 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: 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 Show outdated category values so users can find documents with outdated values.

Set up user filters

You can configure filters so users can find documents easily.

1. In the Filters available to users field, click Add filters (if there are no filters defined) or click the pencil button to add more. 

2. Select the properties you want to define as filters and deselect those you don't want.

Note: 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.

3. To change the order of the properties, drag and drop them in the list of displayed filters. 

4. Select Expanded or Collapsed to define how the filters are displayed by default in the view.

5. Click Done.

6. If you selected one or more categories, you can select the Show outdated category values checkbox.

Define how users can interact with the view

1. Activate Allow inline editing in view so users can edit property values directly in the view.

2. You can activate Open first attached file in Google Drive when user clicks on document title – by default, the document opens in AODocs.

3. If you activate Open document preview when user clicks on a row (activated by default), users can access the document preview. 

You can:

• define which tab is active by default when the document preview opens
• select Allow user actions from document preview to let users perform actions (for example, workflow actions) in the document preview

Additional view settings

1. Click Only from this class or From all classes in this library to define whether to display documents only from the document class you selected when you created the view, which is displayed in the General view settings.

How are properties from other classes displayed?

• If you select From all classes in this library, 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.
•  If documents from other classes contain properties with exactly the same name and type as those selected for display, their values are also shown. 
•  If documents from other classes contain properties with different names and types, their values are not shown.
• System properties of documents from other classes are shown.

2. Define the default scope of the search in the view:

• Properties only (selected by default)
• Properties and attached files

Regardless of which option you select, users can customize the scope of the search.

3. Select Create sharable link to create a link that you can easily copy and share.

Note: Learn more about how to get the embed URL, which is used to embed the view in a web page.