The new Documents List page brings you new functions on top of the existing document management functions to ensure a better document management experience. You have the option to switch between the old and new Documents List pages using the **The New Documents** toggle button at the top right corner of the Documents List page.

Here’s a list of noteworthy features to the Documents List page.

The Left Navigation Pane

A new left navigation pane lets you quickly access your documents. The left navigation pane consists of the following menus.

  • All Files—A drop-down menu that shows the document folder tree. Clicking the ALL Files menu, by default, lists the documents in the Root Folder. However, you can select any other folder from the drop-down menu to view the documents of that specific folder. The folder you last selected is persisted throughout the session to let you start from the same folder when you later visit the Documents List page.
  • Recent Files—Lists the recently viewed/added documents.
  • Favorites—Lists the favorite documents and document folders.
    Refurbished Documents Home Page Menu

Concatenation of the Document Name and ID

Document name and ID are concatenated to better identify documents in the new Documents List page. The Name column shows the concatenated document name and ID. While document IDs are linkified, document names are plain text.

Existing List View: Document Name and Document ID in separate columns
Redesigned List View: Document Name and Document ID (link) shown under the "Name" column

Action Buttons Replaced by Action Icons

The action buttons for performing operations such as monitoring, moving, and copying documents are replaced by action icons in the enhanced Documents List page.

The bell icon represents the monitoring feature and the more (…) icon lists additional actions such as New Folder, Rename, Move/Copy, Download, and Monitoring Users.

Action Icons

Documents List Page Shows Both Folders and Files

Unlike the old Documents List page that shows only documents when you select a folder, the new Documents List page lists both folders and files (documents) when you select a folder from the left navigation pane.

Old Documents List page showing just a list of documents
The new Documents List page showing both document folders and documents

Monitor and Unmonitor Document Folders and Documents

To monitor a document folder that you want, select the document folder from the left navigation pane and click the monitor icon (the grey bell icon ) from the list view.

The bell icon’s color toggles between blue and grey when a folder is monitored and unmonitored respectively. To unmonitor this document folder, click the monitor icon (the blue bell icon ).

Unmonitored document folder with grey bell icon
Monitored document folder with blue bell icon

In general, to monitor or unmonitor a document folder or document, select the required folder or the document from the list and click the monitor bell icon.

In-context monitor icons for the individual document folders and documents

Add a New Subfolder to a Document Folder

To add a new subfolder to a document folder:

  1. Select a document folder from the All Files left navigation menu or from the list view.
  2. Click the more icon ( ).
  3. Select the New Folder option.
    "New Folder" option
  4. Type a folder name and click Save.
    New subfolder name

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

    Create new document folder

Rename Document Folders and Documents

To rename a document folder or a document:

  1. Select the folder or document.
  2. Click the more icon ( ).
  3. Select Rename.
    The Rename menu
  4. Type a new name and click Save or press Enter.
    Renaming a document folder
    Renaming a document

Move or Copy Documents and Document Folders

While you can can move or copy documents to folders both within and across projects, you cannot move document folders from one project to another.

Move or Copy a Single Document

To move or copy a single document:

  1. Click the more icon ( ) of the document that you want to move.
  2. Select Move/Copy from the menu.
    \Move/Copy\ the selected document

    The Move/Copy dialog box appears. By default, the Move/Copy dialog box has the current project and Root Folder selected.

  3. Select the project where you want the document copied or moved to from the drop-down list.
    Select the target project
  4. Select the folder where you want the document copied or moved to. You can also create new document folders if you want. Click New Folder and create a new document folder.
    Select the document folder
  5. Click Move or Copy to move and copy the selected document respectively.

Move or Copy Multiple Documents

To Move/Copy multiple documents at once:

  1. Select the list of documents you want to move or copy from the list view.
  2. Select Move/Copy from the top-level menu. The Move/Copy dialog box appears.
  3. Repeat steps 3, 4 and 5 to move or copy the selected documents.

Move a Single Document Folder

To move a single document folder to another document folder in the same project:

  1. Select the document folder from the Documents List page.
  2. Select Move/Copy from the more icon ( ) of the document folder. The Move dialog box appears. By default, the Root Folder is selected.
  3. Select a folder from the tree view where you want to move the selected document.
    Select the destination document folder
  4. Click Move.

Move Multiple Document Folders

To move multiple document folders to another document folder in same project:

  1. Select the document folders from the list view and select Move/Copy from the more icon ( ) at the top of the Documents List page.
  2. Repeat steps 3 and 4 to have the selected folders moved.

Download Documents and Document Folders

To download the top-level document folder, any subfolders, and documents on the Documents List page, click the more icon ( ) of the document folder or document and select Download from the menu.

"Download" a top-level folder

The document folders are downloaded as TAR files. Spaces, if any, in the document folder name, are encoded with an underscore. For example, a document folder named teamforge release 19.3, when downloaded, becomes “teamforge_release_19.3”.

When a document is downloaded, only the active version of the document is 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 “doc1796-Version1”.

You can download multiple documents and folders or both. 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 both document folders and documents:

  1. Select the required documents and/or document folders.

  2. Click the more icon at the top of the Documents List page.

  3. Click Download.

You can restrict downloads by both the file size and number. For more information, see the documentation for these site-options.conf tokens:

You can also track your downloads with the download progress indicator.

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 The New Documents 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.

Mark Documents and Document Folders as Favorites

You can star documents and document folders as favorites on the Documents List page. The documents and folders marked as favorites are added to the list of favorite documents and document folders.

To mark documents or document folders as favorites:

  1. Select Project Home > Documents.

  2. Hover your mouse over a document or a document folder on the Documents List page and click the star icon to mark it a favorite.

    Mark a document or document folder as favorite
  3. To mark multiple documents and document folders as favorites, select the documents and document folders and click the star icon at the top of the Document List page.

    Mark multiple documents and folders as favorites

    Favorite documents and folders have a star showing up next to their names. Also, the grey star icon changes to blue star icon.

    Selected documents are set as favorites
  4. Select the Favorites left navigation menu to view the list of favorite documents and folders.

    List of favorite documents and folders

Lazy-loading of Document Folders and Documents

Unlike the old Documents List page, the new page supports lazy-loading of documents and document folder as you scroll down the page.

This optimizes the performance by not loading a large number of documents and document folders right away while keeping you waiting to do things.

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.

Configure Default Document Columns

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

To configure the document columns:

  1. Go to Project Home > Documents page.

  2. Click the The New Documents 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 document folders and documents from the Documents List page.

  • You can search for a document or a document folder by its Name.
  • You can do a whole word search for documents and document folders with the keyword within double quotes.
  • You can also do an advanced search for documents with a wide-range of parameters.

To search for a document or a document folder:

  1. Select the column configuration on which you want to search.

  2. Click the search icon.

  3. Type at least two characters of the search keyword in the search text box to view the search results as you type.

    Documents matching the search keyword are displayed.

    Search for documents and document folders
    Search results showing both documents and document folders

The Documents List page’s search function supports whole word search for documents and document folders.

Just include the search keyword within double quotes to do a whole word search. Document and document folder title is searched for a match when you do a whole word search.

Whole word search within double quotes
Advanced documents search options

When you want to narrow down your search results with one or more documents you want, you would typically search with more than one of the following advanced search parameters.

Perform search in
Root Folder or Current Folder.
Select the folder where you want to search for documents.
Current Folder is selected by default.
Click Root Folder to search the root folder (and subfolders).
Search Inside
Name and Description, Documents and All text fields
Select one or more of these check boxes to search. You must select at least one of these check boxes.
You can search the name and description of documents, the document content, and all the text fields.
Version
Active or All
Select Active or All to search the active and all document versions respectively.
Active document versions are searched by default.
Select All to search all document versions.
Tags
Select one or more tags to search for documents that are tagged with the selected tags.
Click Add tag and select one or more tags.
Status
Select one or more statuses to restrict your search to documents that are in one of the the selected statuses.
Date
Modified or Created
Select Modified or Created to search for documents that are modified or created on a particular date respectively.
Select one of the following options from the drop-down list to search for documents that are modified or created: Today, Yesterday, Last 7 Days and Last 30 Days.
Any Date is selected by default.
You can also select Custom Date from the drop-down list and select a custom date range from the From and To date fields.
Date-based search options
Created/Modified by
Select one or more users to search for documents created or modified by the selected users.
Click Add user and select one or more users from the drop-down list.
Custom Fields
You can also include custom fields (single/multi select, user, and date fields) in your advanced documents search.

To perform an advanced documents search:

  1. Click the search icon
  2. Click the advanced search icon (the guitar icon).
  3. Select the advanced search criteria.
  4. Click Search. The search results are displayed.
  5. Repeat steps 2 through 4 to further refine your search criteria.

Recent Documents

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

Tag Cloud

Tags are another means of navigating/classifying your documents. While nothing has changed with the way you create or manage tags, TeamForge 20.0 unlocks the potential of tags as a means of navigation/classification and brings tags to the forefront in the form of tag clouds.

A Tag Cloud is a group of tags added to the left navigation pane of the Documents List page. You can filter documents by tags.

Tag Cloud
  • The Tag Cloud shows the most recently used tags.
  • Click a tag to list all the documents that are associated with that tag.
  • Click All Tags to view all the tags in the Documents List page.
  • A tag in the tag cloud is visually distinguishable by its size and shade.
  • The font size and shade of a tag indicates the number of documents associated with a tag.
  • A bigger font size and a darker shade means that more number of documents are associated with the tag.
  • Tags in the Tag Cloud are sorted and listed—the tags list starts with the most recently used tags followed by the least recently used ones.

Delete Documents and Document Folders

You can either delete documents and folders one-by-one or select multiple documents and folders and delete them. When documents and folders are deleted, an email notification is sent to notify users monitoring the documents and folders.

  1. Select a folder from the All Files drop-down menu from the left navigation pane.
  2. To delete:
    • an individual document or folder, hover over any document or document folder, click the more icon and select Delete from the contextual menu.
      Contextual menu to delete an individual document or folder
    • multiple documents and folders, select the documents and folders you want to delete, click the more icon at the top of the Documents List page and select Delete.
      Action menu at the top to delete multiple documents and folders

    A confirmation message appears.

    Confirmation message
  3. Clik Confirm to delete the selected documents and folders.

Also see: Hard-links Between Baselines and Configuration Items

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