Documents (Application View)

The Documents explorer displays documents and files uploaded into the project The common workspace for members working together on a project..

This topic discusses:

Common Actions
Documents Banner
Documents Table Pane
Explorer Action Bar
Details Pane Action Bar for the Root Folder
Details Pane Action Bar for Folders
Details Pane Action Bar for Files

Common Actions

Like other explorers in the application view, the Documents explorer has a hierarchical navigation tree A tree of subfolders in the navigation pane of the application view. To view the contents of the navigation tree on the table pane, click on a node or folder in the navigation tree., a common tool bar with buttons that change according to the permission level of the user, a table pane Upper right section of the application view. The table pane displays all objects contained in the node you selected in the navigation tree. You can also view detailed information about the objects in the table pane by selecting the check box next to the item. Detailed information appears on the details pane., and a details pane Lower right section of the application view. You can view details and descriptions (if provided) of items selected in the table pane. You can also perform various actions, such as notifying others about the document you uploaded or subscribing to a discussion..

If you have a limited permission level, you cannot see all the buttons in the action bar. In addition, only buttons that apply to the object you have selected are enabled; until you have selected an object, many buttons are grayed out and disabled.

Buttons with are context-sensitive and have submenus. What these buttons do depends on what object you have selected in the explorer.

For more information about the components of the explorer, see Navigating the Explorers; for more information on permission levels, see the Permission Matrix.

To apply an action to a folder, such as deleting it or uploading files into the folder, select the folder in the navigation tree A tree of subfolders in the navigation pane of the application view. To view the contents of the navigation tree on the table pane, click on a node or folder in the navigation tree. first.
To apply an action to a file, such as editing its properties or publishing it to the Knowledge Directory, select the document folder in the navigation tree and select the file in the table pane Upper right section of the application view. The table pane displays all objects contained in the node you selected in the navigation tree. You can also view detailed information about the objects in the table pane by selecting the check box next to the item. Detailed information appears on the details pane. first. If you do not select a file, the action may apply to the document folder instead of the file, or the buttons in the action bar remain grayed out.
To unselect a file, clear the check box to the left of the file name.
To view the file itself, click the file name in the Name column of the table pane.

Documents Banner

Click	To
Manage Project	Project Leaders Only. Select one of the following: Project Settings: Edit the project's general settings. For more information, see General Settings. Project Recycle Bin: Manage the project's recycle bin. For more information, see Project Recycle Bin.
Project Search	Search for a project. Type a search string into the text box and click the Search button. For more information about the results of the search, see Search Results.
Choose Project	Select either a project or Project Explorer. The project you selected is loaded into the application view or you are taken to Project Explorer.

Documents Table Pane

When you select a folder, the table pane displays its contents.

Column	Description
Name	Name of the file. To view the properties of the file in the details pane, subscribe to the file, or attach discussions and task lists to it, click to the left of the file name. File names that appear in a red font are waiting to be approved by either a moderator of the folder in which the file exists, or a user who has Admin access to that folder. Click or to approve or reject the file.
Size	The size of the file in kilobytes.
Date Modified	The date and time when the file was last modified.
Checked In By	The user who checked in the file. To see the user profile of the user, click his or her user name. If the instant messaging feature is enabled, you can click the online presence indicator to chat online with the user.
Checked Out By	The user who checked out the file. To see the user profile of the user, click his or her user name. If the instant messaging feature is enabled, you can click the online presence indicator to chat online with the user.

Explorer Action Bar

If a button is disabled, you either do not have permission to perform the action or the action does not apply to your file. For more information on permission levels, see the Permission Matrix.

Click	To
	Navigate to the parent folder.
New	Create a new Microsoft Office document. Click the project name (the top node) in the navigation tree first. Clicking displays the submenu.
Folder (New Submenu)	Create a new document folder. You can create up to 20 levels of subfolders. In the New Folder Properties dialog box, set its properties and security. For step-by-step instructions on how to create a folder, see Creating Folders.
Office Document (New Submenu)	Create a new Microsoft Word, Excel, or PowerPoint file. For more information, see Office Document.
Web Folder (New Submenu)	Mapping a Web folder lets you use Microsoft Windows Explorer to navigate the document hierarchy in Collaboration. For more information, see About Web Folders. To view the changes you made in Windows Explorer in the Documents explorer, refresh the application view by pressing F5 on your keyboard.
Upload	Upload single or multiple files into Collaboration. You must have the Bulk Upload to Collaboration activity right to upload multiple files. If you want to upload multiple files, click in the Upload button, and select Multiple Files from the menu. Before you upload a file or a folder of files, select the document folder where you want the uploaded files to reside. For step-by-step instructions on how to upload files or folders, see Uploading Documents.
Edit	Edit the properties of the selected object. Edit the properties and security settings of a folder. Select a folder in the navigation tree first. Edit the moderators of all folders in this project. Select the root node in the navigation tree first. Edit the moderators of a folder and its subfolders. Select a folder in the navigation tree first. Edit the properties and security settings of a document or file. Select a file in the table pane first. Clicking displays the submenu.
Copy (Edit Submenu)	Copy the selected object. Copy a folder and all its contents and properties to a different folder. You can place the copy of the folder within the same project or in another project. Select the folder you want to copy in the navigation tree before you click Edit \| Copy. Copy a file. You can place the copy within the same folder. Select the file you want to copy in the table pane before you click Edit \| Copy. For more information, see Copy Document or Folder.
Move (Edit Submenu)	Move the selected object. Move a folder and all its contents and properties to a different folder or project. Select a folder in the navigation tree before you click Edit \| Move. Move a file to a different folder or project. Select a folder in the table pane before you click Edit \| Move. For more information, see Move Document or Folder.
Create Shortcut (Edit Submenu)	Create a shortcut to a file.
Properties (Edit Submenu)	Edit the properties of the selected object. Edit the properties of a folder. Select a folder in the navigation tree first. Edit the properties of a file. Select a file in the table pane first.
	Delete the selected objects. Delete the folder and its entire contents. Select a folder in the navigation tree first. Delete the file. Select a file in the table pane first. For step-by-step instructions on how to delete documents, see Deleting Documents.
WebEdit	Edit a file directly without going through the check-in and check-out process. You can edit only Microsoft Office files directly; other files (such as a bitmap file) must go through the check-in and check-out process.
	Check in the file. When you check the revised document back in, users can view the new version and check it out for additional revision.
	Check out the file. Once uploaded, documents can be checked out for revision and then checked back in. If you check out a document for revision, no one else can modify it.
	Undo the check-out and revert to the previous version.
Publish	Publish a file to the portal Knowledge Directory. The published file must be approved by the portal administrator before it becomes accessible to portal users.
Initiate Process	Available when Collaboration is integrated with BEA AquaLogic Interaction Process 1.7. Initiate a process using the selected document. Clicking this button launches the Select a Process dialog box.
QuickLinks	Add a My QuickLink A My QuickLink is a bookmark that you can create to a Collaboration object. Collaboration places this link in the object's associated My Tasks, My Documents or My Discussions portlet. To view only the objects that are accessible by My QuickLinks, click View \| QuickLinks in the My Tasks, My Documents or My Discussions portlets. or Community QuickLink A Community QuickLink is a bookmark that a Community Manager can create to a Collaboration object. Collaboration places this link in the object's associated Community Tasks, Community Documents or Community Discussions portlet. To view only the objects that are accessible by Community QuickLinks, click View\| QuickLinks in the Community Tasks, Community Documents or Community Discussions portlets. to a document or file to make the document or file easily accessible from the My Documents or Community Documents portlets.
Add to My QuickLinks (QuickLinks menu)	Add the document or file to the list of QuickLinks on the My Documents portlet.
Add to Community QuickLinks (QuickLinks menu)	Community Managers only. Add the document or file to the list of QuickLinks on the Community Documents portlet.
Remove from My QuickLinks (QuickLinks menu)	Remove the document or file from the list of QuickLinks on the My Documents portlet.
Remove from Community QuickLinks (QuickLinks menu)	Community Managers only. Remove the document or file from the list of QuickLinks on the Community Tasks portlet.
Download	Download one or more files or folders that you selected in the table pane or navigation tree. If you selected one file, choose to open or save the file. If you selected anything else, the Zip Download process begins. For more information, see Download Files.
Single File Download (Download Submenu)	Download one file that you selected in the table pane.
Zip Download (Download Submenu)	Download one or more files or folders that you selected in the table pane or navigation tree as a .zip file. For more information, see Download Files.
	Available only to moderators of the folder in which the file exists and users with Admin access to that folder. Approve a document. When a document name appears in a red font it is awaiting approval. Check the box next to the document name and click this button to approve this version of the document.
	Available only to moderators of the folder in which the file exists and users with Admin access to that folder. Reject a document. When a document name appears in a red font it is awaiting approval. Check the box next to the document name and click this button to reject this version of the document. The Document Rejection Notification dialog box appears, which lets you send a comment to the author in a notification email. The previous version of the document remains available in the project.
	Available to Project Leaders. Select the columns that you want to be visible in the table pane to project users, using the Customize View Editor.

Details Pane Action Bar for the Root Folder

After you select the root folder (top node) in the navigation tree, you can use these buttons to subscribe yourself or others to receive notification e-mails when folders are created or files are uploaded to the project.

Click	To
Subscribe	Subscribe to all folders and files in the project. You will receive an e-mail notification when a folder is created or a file is uploaded to the project.
Unsubscribe	Unsubscribe from all folders and files in the project, and stop receiving e-mail notifications when folders are created or files are uploaded to the project.
Subscribe Others	Available to Project Leaders only. Subscribe others to all folders and files in the project using the Subscribe Others Editor. Users will be notified of any folders created or files uploaded to the project.
Folder e-mail	Your groupware e-mail address must be included in your user profile. The e-mail address in your user profile must exactly match your Microsoft Outlook or Lotus Notes e-mail address; this is case-sensitive. Send an e-mail to the folder using your personal computer's e-mail client, such as Microsoft Outlook or Lotus Notes. Files that you attach to the e-mail are uploaded to the folder. The text that you type into the subject line of the e-mail is posted as a description of the attached documents. Tip: This link is the unique e-mail address of this folder. You can save this e-mail address in your e-mail client's address book to upload a file to the folder anytime without having to click on this link. For step-by-step instructions on how to e-mail a document to a folder, see E-mailing a Document to a Folder.

Details Pane Action Bar for Folders

After you select a folder, you can use these buttons to subscribe yourself or others to the folder or send a notification e-mail about the folder.

Click	To
Subscribe	Subscribe to the folder and receive an e-mail notification when an activity (such as deleting a document or adding a subfolder) occurs within the folder.
Unsubscribe	Unsubscribe from the folder, and stop receiving e-mail notifications whenever the contents of the folder change.
Subscribe Others	Available to Project Leaders only. Subscribe others to the document folder using the Subscribe Others Editor. Users will be notified of any changes made to the folder.
Notify	Send an e-mail inviting other users to view or subscribe to the document.
Folder e-mail	Your groupware e-mail address must be included in your user profile. Send an e-mail to the folder using your personal computer's e-mail client, such as Microsoft Outlook or Lotus Notes. Files that you attach to the e-mail are uploaded to the folder. The text that you type into the subject line of the e-mail is posted as a description of the attached documents. Tip: This link is the unique e-mail address of this folder. You can save this e-mail address in your e-mail client's address book to upload a file to the folder anytime without having to click on this link.

Details Pane Action Bar for Files

After you select a file, you can use these buttons to perform the following actions:

Click	To
Subscribe	Subscribe to the file and receive an e-mail notification whenever the file changes (such as when a new revision of the file is checked in).
Unsubscribe	Unsubscribe from the file, and stop receiving e-mail notifications whenever the file changes.
Subscribe Others	Available to Project Leaders only. Subscribe others to the file using the Subscribe Others Editor. Users will be notified of any changes made to the file.
Attach Discussions	Edit access level required. Attach discussions to the document. When the Choose Discussions dialog box appears, select the discussions you want to attach and click Finish.
Attach Task Lists	Edit access level required. Attach task lists to the document. When the Choose Task Lists dialog box appears, select the task lists you want to attach and click Finish.
Notify	Send an e-mail inviting other users to view or subscribe to the document. For more information about notification, see About Notification.
View versions	View the version history of the file. Collaboration saves all revisions of a file, and you can view any of its versions. For a step-by-step procedure on how to manage version history, see Managing Version History.
Delete	Delete attached discussions or task lists. For step-by-step instructions on how to delete documents, see Deleting Documents.