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View Preferences

You can create or modify “views” in order to suit how you want documents displayed. There are several different view types, such as the folder list, checked-out documents, Inbox, Document Tray, and so on. You can customize each view to display specific columns and determine how you want the view sorted and grouped. The views can be made private or public which allows other users to access them. Users can also set a default view which displays the documents according to the default type unless otherwise specified. Changes to your view settings will not affect how other users view their folders or lists.

The following is an example of a folder list view. You can change your view type by selecting an option from the Select View drop-down list.

Select a view

The benefit of customizing the views is that the user is able to see key information on a file without having to open up the file or view its metadata. 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.

The number of documents that are displayed per “page” is set in the view preferences. In the FDA, there can be 5 to 1000 documents displayed per page. In the Web Client, there can be 5 to 30 documents displayed per page. The page numbers are shown in the right-hand top and bottom areas of the screen. The number of documents that are shown in the FileHold Office Client window when using the Microsoft Office Add-Ins can also be configured.

Page numbers in FileHold Desktop application

FDA Page Numbers

Page Numbers in Web Client

Web Client Page Numbers

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.

Default views can be applied to saved searches, virtual folders, cabinets and folders.

Setting the View Preferences

View settings are exclusive to the user, however Views can be made public allowing other users of the document management system to use them if you are an Administrator. Changes to one users view settings will not affect how other users view their folders or lists.

NOTE: If you are logged in as an Administrator and are modifying a Public View (such as adding or removing columns), the document management software will automatically create a new Personal view using the changes made to the existing Public view.

To set your view preferences

  1. Do one of the following:
  • In FDA, go to File > Preferences and Settings > View Preferences.
  • In Web Client, right-click on My FileHold and select View Preferences.
  • In the Web Client, go to Administration Panel > My FileHold > View Preferences.
  1. In My Global View Preferences window, use the following table to fill out the form.

Field

Description

Select View Type

Select the view type you want to customize: Checked Out Documents, Document Alerts, Document Reminders, Document Tray, Folder List, Inbox, Linked Document List, My Favourites, My Workflow Tasks, Recently Accessed, Recently Added, Search Results, Workflow Documents (Show Documents pane), and Virtual Folder.

For example, Checked out Documents will customize the My FileHold > Checked out Documents list. Inbox will customize the Inbox view.

Select View

Select a view from the list if it already exists for that view.

Add

Click Add to create new view. Enter a view name and select if it is a Personal or Public view and click OK. A personal view will only visible to you while public views can be seen by all users or specific groups. A Public view can be created by Administrators.

Edit

Click Edit to modify the name of the view. Rename the view and/or select a view type (personal or public) and click OK.

Delete

Click Delete to delete a view. Click OK at the confirmation message. The view is deleted.

Set as System Default View

When logged in as Library or System Administrator, you can add a new System Default View for the system. When creating a new System Default View, you must make the new view a Public view. Then click Set as System Default View. Now all users will see this view when logging onto the system.

Set as My Default View

When creating a new view, you can set it as your own default view. This view overrides the System Default View in any of the view types that do not have a designated view applied to them.

Create My Personal View

Create a personal view for a view type not seen by any other user such as personal search view or personal virtual folder.

Current Fields/Columns used in this view

Lists all the column names, their descriptions, and the order they are sorted across the screen.

To reorder the columns, select a number from the drop-down list.

To remove a column, click the X.

Add a field (column) to the view

Select a metadata or system value to add to the view from the list and click Add Field.

Once you have added a field, you can sort the order of the columns in the Order Column.

Sort view by

Select the column you want to sort by from the drop-down list and select if you want the documents displayed in ascending or descending order.

Group by

Select the check box and select how you want the documents grouped. Select a descending or ascending order. This is only available in the FDA.

In the example below, the documents are grouped by Document Type:

Group By in Views in Document Managment System

Number of documents per page – Main Desktop Application window

Number of documents per page - Web Client

Enter the number of documents you want displayed “per page” in the FileHold Desktop Application. For example, if you have 4000 documents in a single folder, then 500 documents will be shown on a “page”. It is recommended that this value be set to 500.

You can enter between 5 and 30 items per folder. For performance reasons, we recommend 20 items per folder as a best practice. If you choose 25 or 30, and the system slows down slightly - then set it back to 20. Your server hardware may not be powerful enough to run at 30.

Number of documents – FOC windows

Enter the number of documents you want displayed “per page” in the FileHold Office Client. It is recommended that this value be set to 20.

 

  1. Click Apply or OK to save the view settings.

Creating Ad-Hoc Views

You can modify any view by adding or removing columns, grouping documents, expand or collapse groups, or reorder columns “on the fly”.

To create ad-hoc views

  1. In any view, right-click on a column header and select one of the following:
  • Group By – Group documents by document name, type, linked, version, status, or last modified date.

DocumentView_GroupBy.png

  • Add / Remove Columns – Add or remove columns from the view. All system values and metadata values can be added or removed from the view. All values with a check mark beside the name are shown in the view. To remove the column, select the value with the check mark.

DocumentView_AddRemoveColumns.png

  • Add / Remove Columns > Reorder Columns – This opens the Global View Preferences window. You can reorder the columns in the Order column.
  • Expand/ Collapse All Groups – This expands/collapses grouped documents. You can also click the +/- sign next to the Group Name.

DocumentView_CollapseExpandViews.png

  1. For exporting the document list to a CSV file, see Exporting Documents in a View to a CSV File.

Workflow Views

If you are a participant or an observer in a workflow, you can modify any view to include the Approval or Review Status in the listed columns. This allows users to see where in the process a given file is, to check if it has been approved, know when the version of the document was approved.

To add Approval Status to a view, right-click on a column header and select Add / Remove Columns > Approval Status or Review Status and/or Approval Date. In the example below, you can see which invoices have been approved and those which have not gone through the workflow process.

Setting the Default Cabinet, Drawer, Folder Group, Virtual Folder, or Saved Search View

Cabinets, drawers, folder groups, virtual folders, and saved searches can have specific views created and assigned to them so that the views are displayed in a certain way. Administrators can create public views in the View preferences area and then assign the default view to the search. Users can also do this for their "My Saved Searches" and “My Virtual Folders” using personal views.

You can set a default view for a folder but it cannot be made default or forced.

To set the default view for a cabinet, drawer, folder group, virtual folder, or saved search

  1. Create a new view to be used. For folders, cabinets, public saved searches and public virtual folders, administrators will need to create a public view. For personal saved searches (My Saved Searches) end users can create personal views.

  2. Right-click on the folder, cabinet, virtual folder or saved search name and select Set Default View.

  3. Select the view you want to use from the drop down list. To use the global default view, select the Use global default view check box.

  4. To make this the default view all users, select the Make it the default setting for all users check box.

  5. To enforce the use of this view for this saved search, select the Force all users to use this default setting check box.

  6. Click OK to save your settings.