Who is this article for?

Users who want to look up or edit documents uploaded to your site.

Create Documents permissions are required for some steps.

All documents uploaded to your site can be easily viewed and managed in one place. This article will show you how to access the directories and perform actions on documents.

In this article:

1. Document Search
2. Document Browse
3. Uploading Documents
   • Documents
   • Document Folders
4. Managing Documents
   • Documents
   • Document Folders
5. Deleting Documents
   • Documents
   • Document Folders
6. Further reading

1. Document Search

To access Document Search:

1. Open the Go To... menu.
2. Hover over 'More'.
3. Select 'Document Browse' (under 'More).

You will be taken to a filterable list of all documents uploaded to your site:

To open options for this view, click 'Documents▼':

To search your Documents:

1. Highlight the box under 'Refine your search'.
2. Enter your keyword.
3. Press Enter or click the magnifying glass icon.

Your page will refresh and display the results of your search:

To filter your Documents:

1. Click 'Ownership...' and 'Document Types...'.
2. Tick the relevant options.
3. Click 'Done'.

2. Document Browse

To access Document Browse:

1. Open the Go To... menu.
2. Hover over 'More'.
3. Select 'Document Browse' (under 'More).

You will be taken to a tree of all documents uploaded to your site:

To open options for this view, click 'Documents▼':

To search your Documents:

1. Highlight the box in the top-right of the view.
2. Enter your keyword.
3. Press Enter or click the magnifying glass icon.

You will be taken to the Document Search results screen.

3. Uploading Documents

Documents

To upload a Document:

1. Open Document Search view or Document Browse view.
2. Click 'Documents▼'.
3. Select one of the three options.
   You will get a pop-up where you will be asked to choose or link the file(s) you want to add to your site.
4. Click 'Start Uploading' (or 'Save & Close' when linking documents).

'Upload a new Document' example.

You can also create document folders to keep your site organised!

Document Folders

To create a Document folder:

1. Open Document Browse view.
2. Click 'Documents▼'.
3. Select 'New Folder'.
   You will be asked to enter the name for your folder.
4. Enter a name that will be easy to understand for your Users.
5. Click 'Save & Close'.

You will be taken back to the Browse tree, with your newly created folder situated alphabetically in the hierarchy:

4. Managing Documents

Documents

To move documents:

1. Open Document Browse view.
2. Highlight the row(s) for documents you want to move.
3. Click 'Documents▼'.
4. Select 'Cut (Start Move)'.
   Your selections will appear greyed out.
5. Highlight the folder you want to move your documents to.
6. Click 'Documents▼'.
7. Select 'Paste (Finish Move)'.

Your page will refresh, and you should now see the documents you moved in their new destination.

Document Folders

To move folders:

1. Open Document Browse view.
2. Highlight the row(s) for folders you want to move.
3. Click 'Documents▼'.
4. Select 'Cut (Start Move)'.
   Your selections will appear greyed out.
5. Highlight the main folder you want to move your folders to.
6. Click 'Documents▼'.
7. Select 'Paste (Finish Move)'.

Your page will refresh, and you should now see the folders you moved as sub-folders in their new destination.

To edit folders:

1. Open Document Browse view.
2. Click the hyperlinked Name of the folder.
   You will be taken to that folder's notebook.
3. Click 'Folder Name▼'.

4. Select 'Edit Title'.
   You will be asked to enter a new name for the folder.

5. Click 'Save & Close'.

From this view, you can also change 'Owners' and 'Location' of the folder in the tree hierarchy.

5. Deleting Documents

Documents

To delete Documents:

1. Open Document Search view or Document Browse view.
2. Highlight the row for the Document(s) you wish to delete.
3. Click 'Documents▼'.
4. Select 'Delete'.
   You will be asked to confirm your deletion request in the pop-up.
5. Click 'Delete'.

Document Folders

To delete Folders:

1. Open Document Search view or Document Browse view.
2. Highlight the row for the Folder(s) you wish to delete.
3. Click 'Documents▼'.
4. Select 'Delete'.
   You will be asked to confirm your deletion request in the pop-up.
5. Click 'Delete'.

Once a Folder is removed, the documents within will be moved up on level in the hierarchy.

6. Further reading

• Reporting on Documents