Viewing Document Details

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Viewing Document Details

Viewing Document Details

Details view provides a detailed information like name, description, size, dates, version, checked out by, etc. about the files and folders of a cabinet or folder in the list view panel.
 

noteNote:

Docsvault remembers the view style for each folder. If you change your view type for a folder and navigate to another folder, the next time you visit that folder, the view type will be set to the last view type you chose.

 

 

You can customize the details of files to be displayed on the Column Header Bar in the 'List view panel' by clicking on Customize Columns from the View menu.

This sections covers:

Customizing Columns

Document Filter

 
Creating your own column configuration views

 

Customized column configuration views are very useful in Docsvault by allowing profile property. In addition to the file details such as name, description, size,  you can now display other file profile property such as author, client or due date assigned to the documents in Detail view.

 

Clicking on Customize Columns... from the View menu OR

  Right click on the cabinet or folder to display popup menu. From the popup menu select Properties.

Click on the Properties to open the Properties window.

In the Properties window, click on Column tab.

The Column tab window will display the list of all the file attributes along with other file profile indexes.

Click on the checkbox next to Customize Columns to enable this feature.

From the displayed list under Other File Indexes column,  you can select a index and then click on favoriteAdd button. The index will be moved to the File Attribute column on the right hand side.

To clear the assigned file attributes, select the index from column on the right hand side and then click on removeField button.

You can change the order of the columns in the list view panel, click on the Move Up or Move Down arrows that appear in the far-right column of this screen.

Click on OK button when done

 

customcolumns

Customize Fields

 

Check the box labeled 'Apply to sub folders', if you wish to apply the customize display columns to all the subfolders within the folder. To keep the uniformity of view, Admin users can set customized column views for any folder or cabinet for all users by using the new 'Apply to All Users' feature while customizing columns on the folders and cabinets.

 

noteNote:

If you wish to inherit the customize displayed column from the parent folder, go to the parent properties and select the checkbox next to 'Apply to Sub folder'.

 

File/Folder icons, document status flag and name fields will always be visible on the column header bar.

 

 

 

Document Filter
 

While you’re viewing a large list of documents, you can apply Filter that allows to quickly access and sort through your document by setting a variety of filter criteria. Document filters can be executed directly within the list view panel without you having to create a search query. Executing a document filter will list all documents that match a filter’s criteria.  

 

For example:

To display all the documents that have been created on a specific date.

 

 

 

filter01

Listing by Document Filter

 

Creating a document filter

 

When document filter is created, a filter tag filter will appear in the column header of that particular field and a listing of all documents that match the filter’s criteria will be displayed.

 

In the list view panel, click on the field column. When you click on the filter tag next to a field (text, number field). Docsvault displays in the Filter Drop down list the service items as follows:

 

filter02

Filter Drop down list

 

 

All: Displays all the document with an entry in that field

 

Custom: Opens the 'Custom Auto Filter' dialog box, where you can specify multiple criteria for filtering the list by using either an AND or OR condition as well as criteria using logical operators, such as "is greater than," "is less than," "like," "not like," and so on. For more information, see Custom Filter

 

Following the Custom item, the field's drop-down list box displays all the unique entries in that field in ascending order (lowest to highest in numeric and date fields and A to Z in text fields). To filter out all the document in the list except those that contain a particular entry or value, click that entry or value on the field's pop-up menu.

 

 

To create a document filter:

 

In the tree view, click on the folder that contains the documents you want to filter.

Select any field column in the list view panel that has a value of interest. Click the 'Filter' tag next to the field on the column header .

Set the filter criteria.

Docsvault  automatically turns on the filter and filters using the value in the selected column.

 

If you want to apply multiple filters to the list, continue in the same way. That is, select a column in the now-filtered list that contains a value you want to use to filter the list further. Then click the 'Filter'  tag. Docsvault restricts the data view by that additional criteria.

 

noteNote:

If this feature is enabled, the values you selected last are displayed at the top of the list. This reduces the amount of scrolling needed for commonly used filter conditions.

 

To redisplay the entire data list, you can click the (All) item at the very top of the field's filter pop-up menu in the usual way it was created.

 

 

Custom Filter

 

You can use the Custom on a Filter Drop down list to open the ''Custom AutoFilter dialog box, where you can specify more complex filtering criteria by using conditions with the AND and OR logical operators. When you click the Custom on a Filter Drop down list, Docsvault opens the Custom AutoFilter dialog box, as shown below:

 

For example:

Suppose that you wanted to see only the documents in the data list where the Profile property 'Status' is Approved and Pending.

 

To do this, you open the 'Custom AutoFilter' dialog box from the Status field's Filter Drop down list menu. Then, select the Equals operator in both condition drop-down list boxes, select Approved and then Pending in the respective combo boxes, and then click the Or radio button to create the following complex condition:

 

Status equals Approved AND equals Pending

 

filter03

Custom AutoFilter

 

 

An example document filter is shown above. Here, you select the type of operator to use in evaluating the first and the second condition in the top and bottom drop-down list boxes and the values to be evaluated in the first and second condition in the associated combo boxes. You also specify the type of relationship between the two conditions with the And or Or radio buttons (the And radio button is selected by default).

 

When selecting the operator for the first and second condition in the leftmost drop-down list boxes at the top and bottom of the 'Custom AutoFilter dialog box', you have the following choices:

 

equals

does not equal

is greater than

is greater than or equal to

is less than

is less than or equal to

blanks

non blanks

like

not like

 

noteNote:

You can use the 'like' and 'not like' operators when filtering a text field, you can also use the question mark (?) and asterisk (*) wild card characters when entering the values for use with these operators (the question mark wildcard stands for individual characters and the asterisk stands for one or more characters).

 

You use the other logical operators when dealing with numeric and date fields.

 

 

You can also use the 'Custom AutoFilter' feature to create an OR condition where records are displayed if they contain a value or an entry that meets either one of two conditions.