Document Management: How to Setup my Personal
View Preferences
How do I access my personal view preferences?
To access your personal view preferences page simply right click on the
My FileHold node of the library tree and select the My View Options menu
item. In addition - when using the FDA - you can right click on the column
header of any view (folder, search results, library tree etc) and click
the add or remove columns.
What does the personal view preferences page do
and how does this help me?
The personal view preference page allows users to change how their folders
are displayed to them by allowing them to add or remove columns from any
list of documents. This includes lists of documents in folders, search
results, virtual folders, document tray display, linked documents list
and more. The benefit of being able to add or remove metadata from a list
view is that you are able to see at glance key information on a file without
having to open the metadata and file properties of a file. For example,
if you are 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 your folder
display. Now when you view the contents of folder the part number appears
associated with each file.
Are these view settings personal to me?
Yes. View settings are exclusive to you. Changes to your view settings
will not affect how other users view their folders or lists.
I am a library administrator, can I pre-define a default views for all
system users?
Yes views can be pre-defined for all users of the FileHold Web Client
only. This feature does not apply to users of the FileHold Desktop client.
The ability to quickly set the default views for all system users is supported.
When logged on as the Library or System Administrator using the FileHold
web client Simply adjust the view settings and click the Set Default View
button. Now all users accessing the library with the web client will use
these views when logging onto the system. Users will be able to further
personalize this view from this default.
How do I add or remove metadata to a folder view or any other
list of documents?
When in the view preference form select the view you would like to modify
from the Select View to Modify select list. A listing of all metadata
fields shown for that view will appear. You can quickly remove or re-order
metadata fields as desired using the delete option or order select option
associated with each field. To add a metadata field simply select the
field you wish to add and click the Add Field To View. Once saved all
cases of this view will display the new setting. This means that if you
add or remove fields from the folder view all folders will appear with
the new settings. The below screenshot shows a user having added the BOL
(bill of lading) number to their folder view. This will appear in the
far right column in the folder view. You can see that they are also about
to add the Approved by field to the view.
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