After selecting one or more document(s) you will see the info icon appear towards the right of the search bar on the documents page. Clicking this icon will open an information menu that contains information about the folder(s) and/or document(s) you have selected or the folder that you entered. The Info icon can look something like this:
This expanded panel can look different depending on what you have selected
One folder - One document - Multiple folder(s) and/or document(s)
One folder - Folder info
If the folder is empty the icon will be shaded white.
On the bottom right of the folder icon you will see the amount of documents within that folder. To the right of the icon you can see the name of the folder.
You can change the name of the folder by clicking on the pencil icon.
Access required: write access to the folder.
One folder - Access control
To find more information about access control in the documents section read here.
One folder - Collections
If your document is part of any collections, they will be listed here.
One document - Document information
Document icon
If a document has been scanned and a virus is found you will see its icon change to the virus icon. This can look something like the following:
It is not recommended to download a document revision that is infected.
You will not be able to view the contents of a revision with a virus.
Document name
Here you see the name of the document
Note: A document can contain multiple revisions and even with just one revision the name of the document can be different from the revision as it can be changed.
The revision name cannot be changed.
If a document is not in a naming convention folder it will be possible to click on the pencil icon to edit the document name.
Access required: Write access to the document.
Naming convention preview
Here you will see a visual representation of what the naming suggestion expects revisions uploaded to this document to be called.
Hover over a block to see what it is based on.
From here you can open the custom field for each block and see what values are required.
Labels
Here you can add existing or new labels.
You can also remove any labels that have been applied to the folder or document.
It can be useful to label folders instead of every single file to make it easier to find specific information in later searches.
If multiple documents and folders are selected you can apply labels to them all at once.
Metadata
If your documents were uploaded to this folder after it was configured, these documents will have metadata from either/or custom fields or a naming convention that was configured for a parent folder.
While it is not possible to edit metadata inherited from a naming convention it is possible to change fields inherited from a configured custom field.
Access required: Write access to the document.
One document - Revision information
Revision actions
Compare
If you have multiple pdf revisions in a document you will be able to see the PDF compare action. Click here to read more about pdf compare.
Download
Click the download icon on the top right of the revision menu or download in the hamburger menu next to the download icon to download the current revision
Revision number
Revision number and amount of drafts.
Revision icon
If a document has been scanned and a virus is found you will see its icon change to the virus icon. This can look something like the following:
It is not recommended to download a document revision that is infected.
You will not be able to view the contents of a revision with a virus.
Revision name
The revision name is the name that the file had on the system when it was first uploaded. This name cannot be changed.
Published by
The person that published the revision and when they published it.
Amount of bytes
The size of the document
Status
The status of the revision.
Metadata
If your documents were uploaded to this folder after it was configured, these documents will have metadata from either/or custom fields or a naming convention that was configured for a parent folder.
While it is not possible to edit metadata inherited from a naming convention it is possible to change fields inherited from a configured custom field.
Access required: Write access to the document.
One document - Access control
To find more information about access control in the documents section read here.
One document - Open approvals
Here you will be able to see if there are any open approvals made with any of the drafts in the document. An open approval can look something like this.
Name
The name of the approval
Number
The number of the approval
Status
The status of the approval
Publisher
The publisher of the approval
Due date
The due date of the approval
From the color you will be able to tell if it is due soon or not.
If it is gray it is not due yet, if the due date is less than 2 weeks away it will be orange and if the approval has passed its due date, the approval will be red.
Created by
The creator of the approval and when it was created.
One document - Revisions
Here you will see the different revisions in the document.
The revision menu can look something like this:
With the download button on the right you will be able to download each revision.
If a virus is detected you will see a notification in red text under the revision.
It is not recommended to download a document revision that is infected.
You will not be able to view the contents of a revision with a virus.
It is not possible to delete a revision of a document.
The right revision can be downloaded and re-uploaded so it becomes the latest revision again. If you really do not want that revision to be there the document has to be deleted and re-uploaded. This will loose any connections the file may have had as well as the information about who uploaded the file and when it got uploaded.
One document - History
Here you can see the history of the document
One document - Collections
If your document is part of any collections, they will be listed here.
One document - Linked objects
Here you can see what objects are linked to your document
One document - Topics
Here you can see in what topics your document has been linked.
Multiple folder(s) and/or document(s)
If you have multiple documents or folders selected the document information will change
If you click on the red cross you can remove that folder or document from your selection.
Multiple documents - Update selected documents
With this menu you can change values for several folder(s) and/or document(s) at a time.
Multiple documents - Access control
With this menu you can change the access of multiple folder(s) and/or document(s) at a time.
To find more information about access control in the documents section read here.
Multiple documents - Collections
If your folder(s) and/or document(s) is part of any collections, they will be listed here.
Multiple documents - Linked objects
With this menu you can link/unlink objects to/from multiple folder(s) and/or document(s) at a time.