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. You can also search, organize, and manage all documents in the project.
To learn more about handling documents in Filevine, including copying, editing, and creating links, read Document Actions.
Note
This article describes the new Docs Section experience. To learn more about the specific changes compared to the legacy version, read the Transition Guide below. To view the new experience, enable the Use New Project Docs toggle in your Docs Section.
New Docs Section: Transition Guide
The project Docs section has been updated to support improved sorting and filtering, intuitive folder navigation, and customizable columns. Additionally, new column options for email files have been added.
- Sort, Filter, and Customize
- Collapsible Side Menu
- New Email Columns
- Folder Tree
- Drag and Drop
- Quick Rename
Sort, Filter, and Customize
Previously, documents could only be sorted by Most Recent or by Name.
Now, documents and folders are displayed together in a table format, allowing you to sort and customize based on the details that matter most to you.
The previous two sorting options are still available in the menu along the top. To separate files and folders in the table, click the caret next to the Name button and select Folders & Docs separate. This action will group all folders together at the top of the list.
Alternate views like folder navigation view and thumbnail view are still available in the new Docs section.
Collapsible Side Menu
Previously, the project’s lefthand side menu automatically collapsed whenever the folder navigation view was open. Users could only access the side menu by either hovering over the icons or closing the folder navigation view.
Now, users can click the Expand/Collapse Sidebar icon to expand or collapse the side menu as desired. When the side menu is expanded, it no longer overlaps with the folder navigation view—instead, the folder navigation view simply shifts to the right.
This option is available even when the folder navigation view is closed, allowing users to free up more space on their screen if desired.
New Email Columns
The Docs section now includes the following dedicated columns for .eml and .msg files.
Folder Tree
Previously, clicking on a folder in the Docs section opened that folder—updating the document list to display that folder’s contents only.
Now, you can open a folder by clicking the caret. This action expands the folder’s contents in a tree view within the main table.
Tip
To open a folder and display that folder’s contents only, open the folder navigation view and select the desired folder.
Drag and Drop
Previously, when uploading files, users could only drag and drop files from their device into the current folder (pictured below) unless in the folder navigation view.
Now, you can drag and drop files into either the current folder or any visible folder in the table. When uploading to the current folder level, you’ll see the message: “Drop file(s) to add to current folder.”
When uploading to a specific folder in the table, the folder will be highlighted.
Additionally, you can now click and drag the six dots ⋮⋮ to move or copy an existing project document or folder into another folder.
Quick Rename
Previously, renaming a file required users to select the document, click the vertical ellipsis ⋮ in the actions menu along the top, and then select Rename.
Now, you can simply select the document, and then click once more on the file name. In the shortcut menu that appears, click Rename to rename the file.
Likewise, you can select a folder and then click once more on the folder name to open a shortcut menu with available folder actions.
Introduction
The Docs section can be found in the left hand menu of your project, and is typically named “Docs.”
The section displays a list of all documents added to the project—whether they’ve been uploaded here, added to a file attachment field, or generated within the project. Along the top of the section, you’ll see a search box and options for filtering, table configuration, and views.
Tip
The Docs section has several keyboard shortcuts, or hotkeys, to help you navigate quickly.
Documents Table
The Docs section displays a table of all of your project folders and files. Click the caret next to a folder to show its contents and subfolders. Use the six dots ⋮⋮ to click and drag a file or folder into another folder.
For each file, the table includes columns for updated date, file size, updated by, and document tags. .Eml and .msg files have additional file options.
Sort the Table
Click the toggle options to the right of the search bar to sort the files and folders by most recently updated or alphabetically.
Click the respective column header to sort by that column. Click again to switch between ascending and descending order.
Configure the Table
To reorder and show/hide certain columns in the table, click Configure. Under the “Enabled” header, uncheck a column to hide it, or click and drag the six dots ⋮⋮ to reorder it. Under the “Disabled” header, select a column to display it, and then reorder the column if desired. The Files column cannot be moved or hidden.
Email Table Columns
The Documents table includes the following dedicated columns for .eml and .msg files. Follow the instructions in the previous section to show/hide these columns or use them in filtering criteria:
- Email from: the email address of the sender
- Email to: the email addresses of all recipients, including the To, CC, and BCC fields
- Email received: the date when the email was received
- Email sent: the date when the email was sent
Views
To free up more space on your screen, click the Expand/Collapse Sidebar icon to expand or collapse the project section menu.
Folder Navigation View
To open the folder navigation view, select the Folder Navigation View icon in the upper left corner of the Docs section. The folder navigation view shows the folder structure for the project.
Click the caret next to a folder to show its subfolders, and click again to collapse them. Click the folder itself to navigate to that folder, and click again to expand a dropdown menu with available folder actions.
List and Thumbnail Views
By default, the Docs section is in list view. You can also toggle it to thumbnail view, which allows you to get a quick view of any of the listed file types, provided they are smaller than 2 GB.
Click the four square icon in the top right corner to toggle from list view to thumbnail view.
Thumbnail View File Types
Files that are 2 GB or smaller and one of the following types will show a thumbnail preview:
| File Suffix | Type |
|---|---|
| ai | Image |
| bmp | Image |
| gif | Image |
| gif (animated) | Image |
| jpg | Image |
| jpg (animated) | Image |
| png | Image |
| txt | Text |
| Document | |
| pptx | Office Document |
| xls | Spreadsheet |
| xlsx | Spreadsheet |
| ppt | Slideshow |
| docx | Document |
| mov | Video |
Search and Filter
Use the Search filenames and folders field at the top of the section to search documents or folders by their names. Click Search Deeper to open Filevine’s more advanced search, where you can search document content. Learn more about document search.
Click Filter to set up filters based on any of the following criteria:
- Updated by
- Email from
- Email to
- Uploaded date
- Last edited date
- Email sent on
- Email received on
- Tags
To remove a filter, click the x next to that filter along the top, or click Clear Filters to remove all filters. Filters are reset when you refresh or navigate away from the page.
Filters are cumulative—mutliple filters can build on one another. If a folder has at least one file in it that meets the filtering criteria, the folder will be included in the results.
Select Documents
When you select a document in the table, the options menu along the top displays any actions available for that document. Learn more about document actions.
Multi-select
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.
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. Tap the checkboxes to quickly add items to your selection.
As you select multiple files or folders, the document actions will be updated based on what is available.
Properties Flyout
Click the information icon on the far right to open the properties flyout. Select a document to display additional information in the flyout. The properties flyout contains four tabs: preview, details, versions, and links.
Tip
To expand or shrink the properties flyout, click and drag the dots on the left side of the flyout.
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 or Load Full Preview 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 in the properties flyout includes the location, size, uploaded date, and user who uploaded the file. The tab also lists any tags that have been added to this document, as well as all places in the project where the document has been attached.
For folders, the details tab includes the folder location and the number of documents in the folder and the number of subfolders.
The “Attached to” section at the bottom of this tab 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 item or as a series of “breadcrumbs” with the section name and field name.
Versions
The versions tab in the properties flyout displays every previously saved, uploaded version of the document. Document versions automatically created by the OCR process are also listed.
Upload a new version to update the document. To revert to a previous version, click the vertical ellipsis ⋮ next to that version and select Restore version. Learn more about document versions.
Links
The links tab displays all of the share links that have been generated for this document or folder, who they’ve been created by, and the creation and expiration date for each link. For folders, this tab will also include the number of docs with and without subfolders included.
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