Documents Portlet

The Documents portlet displays documents or files from projects The common workspace for members working together on a project. you selected in the Project Explorer (your selection is listed in the My Projects portlet) or projects that the community manager selected for the community.

To apply actions to a file, such as viewing the file details, select the file. If you do not select a file, most of the buttons in the action bar remain grayed out. To unselect a file, clear the check box to its left. You can also apply actions by right-clicking the document and choosing a desired action such as Download, Check Out, Check In, or Notify.

This topic discusses:

Viewing Documents
Documents Table
Action Bar

Viewing Documents

You can select the documents or files to display by using the filters on the right side of the action bar.

Filter
Description

Select whether you want the portlet to display only files in a particular project or files in all projects (that are listed in your My Projects portlet or the Community Projects portlet).    

View | All Items

My Documents portlet only. Display all the files in the project.

View | QuickLinks

Display only files or documents that were bookmarked to My QuickLinks 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 QuickLinks A Community QuickLink is a bookmark that a Collaboration 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..

Note: Only Community Managers can change the QuickLinks view in the community portlets.  

View | Number of Items

Limit the number of files displayed.

View | Action Bar Layout

View the action bar on one or two lines. The portlet splits the buttons into two action bars or converges the buttons into a single action bar.

Note: Only Community Managers can change the action bar layout in community portlets.

View | Customize

Not available to Guest Users in My Portlets. Available only to Community Managers in Community Portlets. Configure display preferences for the columns and action bar buttons in the portlet, using the Customize View Editor.

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Documents Table

You can view information about the documents or files.

Tip: You can change the sorting order of a column by clicking the name of the column.

Column
Description

Name

Name of the file.

Project

Name of the project to which the file belongs.

Date Modified

The date the file was checked in.

Check In By

Name of 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.

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Action Bar  

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 a file, many buttons are grayed out and disabled.

For more information on permission levels, see the Permission Matrix.  

 Click
To

Upload

Upload single or multiple files into Collaboration. The Upload dialog box appears. If you want to upload multiple files, click Upload Files and Folders. You must have Bulk Upload to Collaboration activity right to upload multiple files.  For step-by-step instructions on how to upload files or folders, see Uploading Documents.

Details

Launches the Documents application view.

Edit the properties of the selected file.

Delete the selected file. 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 checked-in and check-out process.

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.

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.

My Documents portlet only. Remove the file from your QuickLinks.

Refresh the portlet.

Launch the Project Explorer.

My Projects only. Launch your personal project, which is a private project for your own use. If you do not see this button, your system administrator has not enabled the personal projects feature.

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