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 the basics of the Docs Section, including generating documents and viewing their information. To learn more about handling documents in Filevine, including copying, editing, and creating links, read Docs Management.
The Basics
The Docs section can be found in the lefthand menu of your project. This 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.
The folder icon in the top left corner, next to the search box, opens the navigation view, which displays an overview of the entire folder structure. A properties flyout can be opened by clicking on the information icon on the far right to display more information and options.
The Docs Section has several keyboard shortcuts, or hotkeys, to help you navigate quickly.
Generate
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.
Upload and Download
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 documents to the Docs Section by clicking on the upload icon in the top right, next to the information icon. Clicking this icon will open the “Upload” window, where you can add multiple files for upload and choose which folder these files should be placed in.
Drag and Drop Upload
Upload documents directly to a folder by dragging the documents from your computer files to the desired folder in the open folder navigation view. Upload a document to the folder you are currently in by dragging the documents from your computer files into the document list.
While the document or documents are loading, a progress bar appears below the folder to show the progress of the uploading documents. The documents themselves also display progress bars for their individual progress.
Uploads continue if you navigate into a different project, and will only be canceled if you navigate out of Filevine or close the browser. When the upload is finished, you will receive a Folders Updated notification in the bottom left of the screen.
Search
The Docs Section 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.
Navigation View
To open the folder navigation view, click the folder icon in the top left corner of a project’s Docs section. Filevine will remember the folder navigation view across projects: if the view is opened in one project, it will automatically be open in other projects as well.
When the folder navigation view is open, the lefthand side menu collapses. Hover over the icons to expand the menu, or click on the folder icon again to close the folder navigation view. Expand the folder navigation view by clicking and dragging the edge.
The folder navigation view shows the folder structure for the project. Click on the caret next to a folder to show its subfolders, and click again to collapse them.
Click on a folder to navigate to that folder. Click again to open a dropdown with options for renaming the folder or adding a subfolder.
Properties Flyout
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.
Preview
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. 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.
This preview tab displays files up to 500 pages. To view a file longer than 500 pages, open the full previewer.
Details
The details tab, marked by the information icon, includes the location, size, upload 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.
Versions
The versions tab 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.
Links
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.
Multi-select
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 item's 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. Read Docs Management to learn more about these options. 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.
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