The Docs Section is the primary location for managing the documents and files saved to a project. In this section, you can view a list of all documents that have been added to the project. Here you can also search, organize, and manage all documents in the project. This article will discuss how to view, manage, and organize single and multiple documents in the Docs Section.
The Docs Section can be found in the lefthand menu of your project. The Docs Section may be named differently as the name can be changed in the docs section.
The Docs Section displays a list of project documents in the selected folder. Along the top, it includes a search box, filtering and “Search Deeper” options as well as, generate, upload, and information options. A properties flyout can be opened to clicking on the information icon on the far right to display more information and options.
The “generate” option appears as a document icon, and can be used to generate a blank Word document, Excel workbook, or PowerPoint presentation. The blank file will be saved in the folder of the project where you selected the “generate” button.
In the opened file, click the “sync changes” icon to update the changes to the document in Filevine.
Searching and Properties
The Docs Sections includes several options for searching and organizing.
The “Filter docs” search box can be used to search for documents using their hashtags. The toggle calendar and alphabet icons allow you to order the listed documents by either most recent or alphabetically, A to Z.
The "Search Deeper" button allows you to use additional filters and special search syntax.
Clicking on the information icon on the far right will open the properties flyout. Click on a document to display additional information in the flyout. To expand or shrink the flyout, click and drag the dots on the left side of the flyout. The properties flyout contains four tabs: preview, details, versions, and links.
The preview tab displays an expandable preview of MS Office, PDFs, and image files. Expand or shrink the flyout to view the document in more detail. You can scroll through the document or use the arrows at the bottom of the preview to flip through the pages. Click on the eye icon in the left top corner of the document display to open up the full previewer.
The details tab, marked by the information icon, in the properties flyout includes the location, size, uploaded date, and user who uploaded the file. The tab also lists any hashtags that have been added to this document, as well as all places in the project where the document has been attached.
The “Attached to” section displays the places where this document has been attached in the project, including any section and any item in the Activity feed. The display will show the attachment location either as an activity feed item or as a series of “breadcrumbs” with the section name and field name.
The versions tab in the properties flyout displays every previously saved or uploaded version of the document and allows you to upload a new version to update the document and preview previous versions. You can revert to previous versions using the circle arrow icon.
The links tab displays all of the share links that have been generated for this document, who they’ve been created by, and the creation and expiration date for each link. From this tab, you are able to click on any shared link to open the “Edit Doc Share Link” window.
Clicking on a document will tag “1 item” in the top right and display additional options for uploading and previewing, including a vertical ellipsis. Clicking the vertical ellipsis opens the document menu with options for sharing, noting, and more. The docs section also supports multi-select.
After selecting a document, press the preview icon to bring up a preview modal. You can also double click a file or select “Preview” from the document menu. Most text, image, audio, and video files can be previewed in Filevine.
In the preview modal, you will be able to view the document in detail, including a thumbnail view of the document and the ability to zoom in and out. The previewer also has a dark mode, making it easier to view in low light environments. Docs+ customers will also be able to annotate and save docs and image files as PDFs. Learn more about Docs+.
Consult the table in the Preview Files article to see which file types can be previewed.
The “To PDF” option will appear in the dropdown menu of excel or word documents. Select the desired document and choose “To PDF” from the dropdown, and a PDF with the same name will be created in the main folder of the Docs section.
Clicking on “Share Link” in the document menu or at the bottom of the “Links” tab in the properties flyout will open the “Create Doc Share Link” window. Choose authentication and the expiration date and then click “Save” to generate the link. You can then click “copy to clipboard” or “email” to share the link more quickly.
Clicking on “Note This” in the document menu will open the “Create a Note for ‘Project Name’” window. Enter text and click "create" to add an activity item in the project’s Activity Feed. Click on the document menu to attach another project document or upload a document. You are also able to send some documents as a text.
You will be able to see a preview of the note at the bottom of this window.
Editing, Moving, and Removing
Documents can be renamed, updated, moved to a different folder, removed, and hashtagged.
To rename a document, select the document and then select “Rename” from the vertical ellipsis dropdown menu. This will open the “Rename Document” window, where you can edit the document’s name.
Select “Update” from the document menu to open the “Versions” tab of the properties flyout for the selected document. You can also navigate to this tab by clicking the information icon and then selecting the versions tab. In this tab, you can view the version history and current version of the document. To upload a new version, click the “Upload New Version” button.
Select the document and then select “Move” from the document menu to open the “Move Doc” window, where you can create a new folder or select a different folder to put this document in.
If you are a Project Admin, you will also have the option to remove documents from the section. Removing the document will also remove it from any fields, notes, comments, or anywhere else it is currently attached, so exercise caution when removing. Select the document and then select “Remove” from the document menu and click “Delete from Fielvine” in the modal to remove that document from the project.
Select the document and click “Hashtag” in the document menu to open the “Add Hashtags to [Doc Name]” window. You can also select “Add Hashtag” from the Details tab of the properties flyout. Add one or multiple hashtags by entering the hashtag followed by a comma or space. Remove hashtags by clicking on the “x” by the hashtag name or by backspacing.
Documents added to File Attachment fields or generated by DocGen or Fusion buttons can have their hashtags autogenerated upon attachment or generation. Read the articles on file attachment fields, DocGen, and Fusion to learn more.
Uploading and Downloading
Download a document from the section by selecting the document and clicking the download icon that appears across at the top right. You can also select “download” from the document menu or by click on the download icon in the preview screen.
Upload additional documents directly to the Docs Section by clicking on the upload icon in the top right, next to the information icon. Clicking this icon will open to “Upload” window, where you can add multiple files for upload and choose which folder these files should be placed in.
The Docs Section has several keyboard shortcuts, or hotkeys, to help you navigate quickly.
Multiple documents in the Docs Section list can be selected at a time. You can multi-select documents the same way that you normally would for your computer’s files.
- To select specific documents in the list, press and hold Ctrl (⌘ for Mac) while you select the desired documents.
- To select consecutive documents, press and hold ⇧Shift and select the top document and then the bottom document from the group.
- To select all documents in a folder, press and hold ⇧Shift and click on the folder. You will see the tag “1 item (# docs)” at the top right, indicating that all documents in that folder have been selected.
You are able to combine these multiselect methods. For example, you could use ⇧Shift+click to select a group and then using Ctrl+click to deselect specific documents in that group. To deselect all documents, refresh the screen or click on the “x” in the items tag.
On mobile devices, you can select multiple items with a long press. After the first long press, checkboxes will appear next to every document and folder allowing you to quickly add them to your selection
Multiselect Additional Options
When you multiselect documents, additional icons will appear across the top right.
These clicking these icons will allow you to download, move, share a link for, hashtag, or removing all of the files you have selected at once. Clicking an icon will open the window to perform these actions. The window for this action will show how many documents you will be performing the action on.