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Procedure documentationSharing Documents Locate this document in the navigation structure

 

You can use the Document List module to upload and share any type of document in a workspace. All workspace members can display the documents. You can also work on the documents together with other members of the workspace.

Caution Caution

You cannot restore a Document List module that you have deleted from the workspace. If you have deleted a Document List module, and want to reinstate it, you must re-create it from scratch.

End of the caution.

Prerequisites

The permissions that you have in the Document List depend on your role in the workspace and on the settings defined in the Document List.

Role

Permissions

Manager/Owner

Can perform all actions in the Document List.

Member

Can view documents, change the view mode, and open a Web folder.

To give members full access to the Document List, in header of the Document List module, from the Options menu Options (Options), choose Settings, and in the Member Permissions property, select Read/Write.

Note Note

To open documents in the Document List, you must first enable the automatic prompting for file downloads in the security settings of your browser.

End of the note.

Procedure

Add a Folder

  1. From the Document List toolbar, choose   Add   New Folder  .

    The folder is added to the Document List with the default name New Folder. The name is in edit mode and you can provide a new name directly.

  2. To change the name of the folder at a later time, choose Rename (Rename), enter the name of the folder, and press Enter.

Double-click a folder to open it. Use the breadcrumb at the top of the Document List to return to the main view of the Document List.

Upload Documents

To make documents and other files available to all members of the workspace, upload documents to the Document List.

For more information, see Uploading Documents.

Edit Documents

You download documents from the Document List to edit them locally.

The system sets a lock on downloaded documents so that other users cannot change them while you are editing them.

For more information, see Editing Documents.

Rename Items

To rename an item within the Document List, perform one of the following:

  • From the Document List toolbar, choose Rename (Rename).

  • Click the Name field of the relevant item twice, and enter a new name.

Delete Items

To delete an item, choose Delete (Delete).

Change the Appearance of the Document List

Define the maximum number of documents to display on each page and switch between display modes.

For more information, see Changing the Appearance of the Document List.

Search for Documents

Depending on the configuration of your portal, a search mechanism might be enabled in the Document List. When enabled, a search field appears in the Document List allowing you to search for items.