The Documents list page has been redesigned for a better user experience. Beta version of this redesigned Documents list page (beta) is available from TeamForge 19.3.

Most of the existing features are brought into the redesigned (beta) view. The UI enhancements in the redesigned Documents list page (beta) gives an enriched user experience.

You can toggle between the existing and the redesigned Document list page using the Try the Beta toggle button on the Documents list page.

Some of the noteworthy changes on the redesigned Documents list (beta) page are:

  • The left navigation menu has been completely revamped with the following menus.

    • All Files—This drop-down menu accommodates the Documents Root document folder itself. By default, the root document folder contents are displayed in the Documents list view. However, if you work on a different document folder, then that document folder structure is shown the next time you go to the Documents home page.
    • Recent Files—When selected, displays the recently added documents.
    • Favorites—When selected, dispays the documents set as favorites.
    Refurbished Documents Home Page Menu
  • In the redesigned list page (beta), the document name and the document id are grouped and shown under the single Name column. Here the document id is a link whereas the document name is a plain text in contrast to the existing list page, where both the document name and document id are shown in separate columns with the document name linked.

    Existing List View: Document Name and Document ID as separate columns
    Redesigned List View: Document Name and Document ID (link) shown under "Name" column
  • The action buttons for performing operations such as monitoring, move, and copy in the existing Documents list page are changed into action icons and placed at the top of the redesigned Documents list page (beta). Here the bell icon represents the monitoring feature and the more (…) option captures the operations such as New Folder, Rename, Move/Copy, Download, and Monitoring Users.

    Monitoring, Move, and Copy as Action Icons

Here’s a list of what’s new and what has been enhanced on the redesigned Documents list page (beta).

Inclusion of Document Folders

In the existing Documents list page, if a selected document folder contains both documents and subfolders, only the documents get listed. In the new redesigned Documents list page (beta), the subfolders, if any, also get listed along with the documents.

All the subfolders of a selected parent or top-level document folder are shown first followed by the documents on the redesigned documents list page.

Existing List page showing only documents
Redesigned List page showing document folders with documents

Monitor and Unmonitor Document Folders and Documents

As in the existing Documents list page, you can monitor or unmonitor the selected document folders and documents from the redesigned Documents list page (beta), however, with a better user experience.

To monitor the document folder shown currently on the list view page, click the grey bell icon ( ) available opposite to this document folder name. To unmonitor this document folder, click the blue bell icon ( ).

Document Folder is not yet monitored
Document Folder is being monitored

Similarly, to monitor or unmonitor any document folder or document listed on the redesigned Documents list page (beta), select the required folder or the document from the list and click the respective bell icon shown against each selected folder or document.

Monitor icons for the individual document folder and document

More Actions on Document Folders and Documents

Here’s a list of other actions that can be performed on document folders and documents on the redesigned Documents list page (beta).

Add New Subfolder to a Document Folder

As earlier, you can add a new subfolder to the document folder. However, you must open the document folder first on the redesigned Documents list page (beta) to add a subfolder to it.

To add a new subfolder to a document folder:

  1. Click the required document folder from the All Files left navigation menu or from the list view.

  2. Click the more icon ( ) next to the bell icon on the redesigned Documents list page (beta).

  3. Select the New Folder option.

    "New Folder" option
  4. Enter a folder name and click Save.

    New subfolder name

    The new subfolder gets created and added to the list successfully.

    New subfolder "ctf-release-19.3" is created and added to the list

Rename Document Folders and Documents

You can rename the document folders and documents from the redesigned Documents list page (beta).

You can rename the top-level document folder and any of its subfolders on the list page.

To rename the top-level document folder:

  1. Click the more icon ( ) on top of the Documents list page.

  2. Select the Rename option.

    "Rename" Folder option
  3. Change the folder name and click Save or press Enter. The folder is renamed successfully.

    Renaming the top-level document folder

To rename any subfolder on the Documents list page, click the more icon against the required subfolder and repeat the step 2 and step 3 above.

To rename a document on the list page:

  1. Click the more icon ( ) against the required document on the Documents list page.

  2. Select the Rename option.

    "Rename" Document option
  3. Change the document name and click Save or press Enter. The document is renamed successfully.

    Renaming the document

Move/Copy Document Folders and Documents

You can move or copy document folders and documents from the redesigned Documents list page (beta).

You can move or copy documents to folders within the same project or across projects. However, you can move the document folders only to folders within the same project.

To move or copy a document to a document folder within the same project:

  1. Click the more icon ( ) against the document that you want to move.

  2. Select the Move/Copy option.

    \Move/Copy\ the selected document
  3. Move or copy the document.

    When copying the document, you may want to copy the selected document to its parent folder, or to its native subfolder, or to a subfolder of another document folder in current project, or to a document folder in another project.

    • To copy a document to its parent folder (in current project), simply click Copy on the following screen.

      Copy document to its parent folder "Root Folder"

      You can see a copy of the document created in its parent folder, which in this case is the “Root Folder”. You can create multiple copies of the same document, if required.

      Document copied to its parent folder
    • You can copy as many as documents as required to their parent folder.

      To copy multiple documents to their parent folder (in current project), select the required documents and select the Move/Copy option from the more icon ( ) on top of the Documents list page and do the steps for copying a single document to its parent folder.

    • You can also copy a single document or multiple documents to its native subfolder or to a subfolder of another document folder in current project.

    • To copy a document to a document folder of another project:

      1. Click on the project name drop-down list in the folder path.

      2. Select the project.

        Select the target project
      3. Select the document folder to which the document should be copied. Click Copy.

        Select the document folder

        The document is copied successfully to the document folder of the selected project. You can copy the same document as many times as required to the selected document folder in target project.

        Document copied to selected project document folder
      • You can copy as many as documents as required to the document folder of a selected project.

        To copy multiple documents to the document folder of a selected project, select the required documents and click the Move/Copy option from the more icon ( ) on top of the Documents list page and do the steps for copying a single document to another project.

    When moving documents, you can move the documents to their native subfolder, or another document folder in current project or to a document folder of another project.

    • To move a document to its native subfolder or to another folder in current project.

      1. Select a document folder to which you want to move the document.

        Move a document to its native subfolder
      2. Click Move.

        Selected the document's native subfolder

        The document is moved successfully to the selected folder.

    • To move multiple documents to their native subfolder or to another folder in current project, select the required documents and click the Move/Copy option from the more icon ( ) on top of the Documents list page and do the steps for moving a single document to its native subfolder or another folder in current project.

    When moving document folders, you can move the selected folders to another document folder in current project.

    • To move a document folder to another document folder in current project,

      1. Select a document folder from the Documents list page.

      2. Click the Move/Copy option from the more icon ( ) against the select folder.

      3. Select either a native document folder or any other document folder in current project.

        Select destination document folder
      4. Click Move.

      The document folder is moved successfully to the selected document folder in current project.

    • To move multiple document folders to another document folder in current project, select the required document folders and click the Move/Copy option from the more icon ( ) on top of the Documents list page and do the steps for moving a single document folder to another folder in current project.

Download Document Folders and Documents

You can download document folders and the active version of documents from the redesigned Documents list page (beta).

To download the top-level document folder, any subfolders, and documents on the Documents list page, click the more icon ( ) against the required document folder/document and select the Download option.

"Download" option for top-level folder

The document folders are downloaded as TAR files. Any space in the document folder name that is downloaded, is replaced with an underscore("_") in the downloaded TAR file name. For instance, if the downloaded document folder name is “teamforge release 19.3”, the TAR file name is “teamforge_release_19.3”.

When a document is downloaded, only the active version of the document gets downloaded. The downloaded file name is in the format “<document_id>-<active document version>”. For instance, for a document with the id “doc1796” and with two versions “Version 1” and “Version 2”, of which “Version 1” is the active version, then the name of the downloaded document reads as “doc1796-Version1”.

You can also download multiple document folders, multiple documents, or a combination of document folders and documents. In this case, the downloaded TAR file name reads as TeamForge["\"] where `UUID` is the unique id.

To download multiple documents, multiple document folders, or a combination of document folders and documents:

  1. Select the required document folders only, documents only, or a combination of document folders and documents.

  2. Click the more icon ( ) on top of the Documents list page.

  3. Click Download.

If the size of the total number of documents being downloaded exceeds the size specified in the site-options.conf token MAX_DOCUMENTS_DOWNLOAD_SIZE, an error is thrown. Similarly, if the number of documents being downloaded exceeds the limit specified in the site-options.conf token MAX_DOCUMENTS_DOWNLOAD_LIMIT, an error is thrown.

During the download of a huge number of documents, a progress indicator is shown as follows to indicate that the download is still in progress.

Download Progress Indicator

Users Monitoring Document Folders and Documents

You can view the list of users monitoring a document folder or a document from the redesigned documents list page. While viewing the monitoring users, you can more users to the monitoring users list as well.

To view the list of users monitoring a document:

  1. Go to Project Home > Documents page.

  2. Click the Try the Beta toggle button to go to the redesigned documents list page.

  3. Click the more icon ( ) against the required document folder or document.

  4. Select the Monitoring users option.

    "Monitoring users" option
    List of users monitoring the selected document or document folder
  5. Click Add User to add more users to the list.

  6. Click the close button on the Monitoring users dialog.

The users now monitor the document or document folder.

If you’re a site administrator or a document administrator, you can delete a user from the monitoring users list.

Click the delete icon against the user name that you want to delete from the list of monitoring users.

Delete option

Now the user no longer monitors the document or document folder.

Set Documents as Favorites

You can set a document as your favorite document using the favorite option ( ) on the redesigned documents list page. The documents set as favorite are added to the list of favorite documents so that you can quickly revisit them.

To set a document as a favorite document:

  1. Go to Project Home > Documents page.

  2. Click the Try the Beta toggle button to go to the redesigned documents list page.

  3. Set documents as favourite documents.

    • To set a single document as your favorite document, click the star icon ( ) against a document on the documents list page.

      Set the document as favorite
    • To set multiple documents as your favorite documents, select the required documents on the list page, and click the star icon ( ) next to the bell icon on top of the documents list page.

      Set the selected documents as favorites

    After the documents are set as favourite documents, a star icon is shown next to the documents’ name/id. Also, the grey star icon changes to blue star icon.

    Selected documents are set as favorites

    To see the list of your favorite documents, select the Favorites left navigation menu on the documents home page.

    List of favorite documents

On-scroll Display of Document Folders and Documents

Contrary to the existing Documents list page, the new redesigned Documents list page (beta) loads the documents and sub folders of a selected document folder on scrolling down the page.

This way of loading documents/document folders ensures optimum performance over the paginated display of the existing Documents list page, by deferring the display of documents/document folders that are not needed immediately.

Known Issue: As long as the contents of a document folder with a large number of documents/sub folders are being loaded, you cannot perform any other action on the new Documents list page (beta version).

Configure Default Document Columns

The Column Configuration feature for Documents has been enhanced in the beta version of the redesigned documents list page.

To configure the document columns:

  1. Go to Project Home > Documents page.

  2. Click the Try the Beta toggle button to go to the redesigned documents list page.

  3. Click the Column Configuration icon ( ) on this page.

  4. Select the Column Configuration option.

    Column Configuration option
  5. Select the required user-defined (flex) field from the All fields list.

    Column Configuration Dialog
  6. Click the > button to move the selected field to Selected fields list.

  7. Repeat the steps 5 and 6 to add more fields to the list of selected fields.

    You can change the order of the fields added to the Selected fields list. To reorder the fields, click and drag the required field and drop it up or down any other field in the list.

    For instance, if you want to place the second item “MultiSelect1” field as the third item in the list, just click, drag, and drop it after the “Text1” field, which is the third item currently.

    Reordering fields in "Selected fields" list
  8. Click Apply & Save to save the settings before it is applied on the documents list page.

  9. Enter a name for the configuration.

  10. Select the Make it Default checkbox to set this as the default configuration.

  11. Click Save.

    The saved configuration is listed under the Column Configuration and is applied successfully on the documents list page.

    Saved column configuration

Save an Applied Column Configuration

You can saved a defined configuration of document columns after applying it.

To apply and then save a column configuration:

  1. Click the Column Configuration icon ( ) on the documents list page.

  2. Select the Column Configuration option.

    Column Configuration option
  3. Select the required user-defined (flex) field from the All fields list.

    Column Configuration Dialog
  4. Click the > button to move the selected field to Selected fields list.

  5. Repeat the steps 5 and 6 to add more fields to the list of selected fields.

    You can change the order of the fields added to the Selected fields list. To reorder the fields, click and drag the required field and drop it up or down any other field in the list.

    For instance, if you want to place the second item “MultiSelect1” field as the third item in the list, just click, drag, and drop it after the “Text1” field, which is the third item currently.

    Reordering fields in "Selected fields" list
  6. Click Apply.

  7. After the configuration is applied, repeat steps 1 and 2 to open the Column Configuration dialog.

  8. Click Apply & Save.

  9. Enter a name for the configuration.

  10. Select the Make it Default checkbox to set this as the default configuration.

  11. Click Save.

The saved configuration is shown on the documents list page.

Delete a Column Configuration

You can delete a saved column configuration, if required.

To delete a column configuration:

  1. Click the Column Configuration icon ( ) on the documents list page.

  2. Hover your mouse on the user-defined column configuration name for the delete icon to show up.

  3. Click the delete icon.

    Delete option
  4. Click Confirm to delete the configuration.

    Confirm deletion of column configuration

    The selected column configuration is deleted successfully.

Search Document Folders and Documents

You can search for the document folders and documents from the redesigned Documents list page (beta).

When searching for a document, you can search by its name, status, last edited by (user), last edited on (date), and by the user-defined (flex) fields such as text, single-select, multi-select, and date defined in the column configuration.

When searching for a document folder, you can search by its name, last edited by (user), and last edited on (date).

To search for a document or a document folder by its name:

  1. Select the column configuration on which you want to perform the search from the Documents list page.

  2. Click the search icon.

  3. Enter at least 2 characters of the search keyword in the search text box to get the results.

    Search for Documents Folders and Documents

    Documents matching the search keyword are displayed.

    Search Results for Documents

    Document Folders matching the search keyword are displayed.

    Search Results for Document Folders

Recent Document Files

You can see the list of recently added, modified, and viewed documents from the Recent Files page.

Select the Recent Files left navigation menu on the documents home page to view the list of documents that are recently added, modified, and viewed.

List of recently added, modified, and viewed documents