View Preferences

Users can create multiple views for each of the folder views in the document management system. Customizing the views allows a user to see document lists from a variety of perspectives - all with the click of the mouse.

The views can also be made public (allowing other users to access them) or left private. Users can also select a default view.

NOTE: Library Administrators can create views and set them as the system default for all users. They can also reset the personal views of other users to a global view of their choice.

Accessing the Personal View Preferences
To access your personal view preferences page from the FileHold Desktop application records management software.

• File  > Preferences and Settings > View Preferences.
• Right click "My FileHold" from the left hand file menu and select View Preferences.

To access the view preferences from the Web Client, please click the context sensitive link next to My FileHold on the FileHold web client - and go to view preferences. The screenshot below shows where to access this functionality. Once you are in the View Preferences you can adjust the page views from 5 to 30 items per page.

View preferences Page Functions

The personal view preference page allows users to change how the contents of a folder in the document management system are displayed. Users can add or remove columns for viewing documents in the folder view,  in search results, virtual folders, document tray display, linked documents list and more.

The benefit of being able to add or remove columns that show metadata in the list view is that the user is able to see at glance key information on a file without having to open up the file or open the metadata and file properties of that file. For example, if a user is working in an engineering department and the majority of documents to be stored in the library will have a 'Part Number' metadata value associated with it then the part number field can be added as a column in the users folder display. Now when the user views the contents of that folder the part number appears with each file.

View settings are exclusive to the user, however Views can be made public allowing other users of the document management system to use them.

Changes to one users view settings will not affect how other users view their folders or lists.

 Creating Personal Views

• Access the personal view settings - (see above).
• Fill out the View Preferences Template.
• Select View Type > Click Add (to create a new view) or Edit (to change an existing view).

  

  • Select whether to make the view personal or public.
    • Library Administrators can also choose to make this the system default view for everyone in the system. The button is only available to users that can sign in to the Desktop Application as a Library Administrator.
    • Name the personal view.

• Add, remove or reorder the fields to create the view.
  • Items can be reordered by changing the number in the box to the right. 
  • Items are deleted by clicking the white X in the red square to the right of the column list.
• Choose how the view will be sorted and grouped.
• Choose how many results to show per page.
• Click Apply and OK.

Pre-Defining a Default View for all System Users

Views can be pre-defined for all users but only if the users are using the FileHold Web Client to access the document management system. This feature does not work for those accessing the records management system via the FileHold Desktop Application.
The ability to quickly set default views for all document management system users is supported. When logged onto the web client as Library or System Administrator, simply adjust the view settings under My FileHold> View Preferences and click the "Set as System Default View" button. Now all users accessing the library with the web client will see these views when logging onto the system.

Users can further personalize this view but may not delete any of the system default settings.

Editing View Preferences

Users can go edit the view of any folder view by right clicking on the column header in any document list view (folder, search results, library tree etc) and modify the view from there by adding or removing view columns.

Group By

Grouping the documents by the column headers allows users to reorganize the way information is displayed by the system. For instance by default the usual first column view is the "document name". It may be that for a user that the document name is less important than the date the document was last modified. In that case the user could choose to group all of the files in the view by the date last modified.

Collapsing and Expanding Group Views.

Once a folder view has been grouped by one of the column views these views can then be collapsed and expanded.

- Expanded View

-Collapsed View

To Switch Between Views

• Right click in the column view header, right click and then choose to expand or collapse the view.
• Click on the plus/minus sign in the upper left corner of the folder view.

Add or Remove Columns

To Add or remove columns from the view, simply choose Add/Remove Columns and then select (or unselect) the column headers displayed in the view.