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 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. This view displays an overview of the entire folder structure. Click the information icon on the far right to open a properties flyout with more information and options.
The Docs Section has several keyboard shortcuts, or hotkeys, to help you navigate quickly.
Create a New Doc
The “New Blank Doc” option appears as a document icon, and can be used to create 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 “New Blank Doc” 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.
You can upload individual documents up to 5 GB. To upload larger files—up to 25 GB—your organization must have Docs+. Learn more about Docs+.
Note: The following characters are special characters that cannot be used in Filevine document names. Attempting to upload a doc with one of these characters may result in errors:
- < less than
- > greater than
- : colon
- " double quote
- / forward slash
- \ backslash
- | vertical bar or pipe
- ? question mark
- * asterisk
- , comma
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.
The Docs Section includes several options for searching and organizing.
The “Filter docs” search box can be used to search for documents using their tags. The toggle calendar and alphabet icons allow you to order the listed documents by either most recent or alphabetically (A to Z or Z to A).
The Search Deeper button allows you to use additional filters and special search syntax.
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 left-hand 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.
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. 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.
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 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 feed item or as a series of “breadcrumbs” with the section name and field name.
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.
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. Link tabs for folders will also include the number of docs with and without subfolders included.
From this tab, you are able to click on any shared link to open the “Edit Doc Share Link” window.
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. Tap the checkboxes to quickly add items to your selection.
Multiselect Additional Options
When you multiselect documents, additional icons will appear across the top right.
If you have Docs+ or if your Org is integrated with Vinesign, you will also see Docs+ and Vinesign options. The Vinesign option is only available when only PDF, DOC, or DOCX documents are selected.
Clicking an icon opens the window to perform these actions. (Clicking the Vinesign option opens Vinesign.) The window will also display the documents that the actions will affect. Read Docs Management to learn more about these options.