Document Grid
Overview
The document grid is used throughout the Portal. It is how lists of documents are displayed. These lists of documents can come from a variety of sources, such as search results, folders' contents, dataview, etc.
The Grid Toolbar
Note: there are some slight variations in the grid display for ones generated as search results compared to ones accessed via different modules. This page will first describe what is included in all grids, before looking specifically at the grids generated from Search results.
Example: General Grid Toolbar
| Field | Description |
|---|---|
| Assign | Enables bulk assignment of selected/all documents to Folders, Workflows, Document Details, Tags, Grid links, Locations, etc. |
| Export | Enables bulk export of selected/all documents. Document exports and bundles are useful for sharing documents with external parties. |
| Include Sub Folders | Populates the Document Grid with documents from all associated sub folders. |
| New | Enables single and bulk upload of documents into Docwize. |
 | Enables users to select and pin field(s) in the view, as needed. |
 | Broadens or shrinks the cell size of fields so that all text is visible or not, as needed. |
 | Enables users to select conditions for filtering fields. |
 | Enables users to export the grid content to Excel. |
| Search | Enables users to search across all cells of information displayed in the grid. |
 | Clicking on the box(es) selects the document(s) for assigning/exporting. |
 | Enables users to select and sort content by the chosen field. |
 | Enables grid refresh of the display. |
 | Closes the grid display. |
Search Results: Additional Toolbar Options
The following icons are specific to the grid display that is populated after performing a search in Docwize.
Example: Search Results Grid Toolbar
| Field | Description |
|---|---|
 | Back button that enables users to return to the Search page. |
 | Accesses sub-filter to allow users to further refine search results using search aggregations. |
| Detach Previews | Enables users to detach a selected document so that it opens in its own window. For users working on two screens, this option is particularly convenient. When this is clicked on, it enables it. To deactivate this function, click on the button again. |
| Number of hits for 'search term' | Indicates how many search results were identified. |
 | Enables users to save search results, available for access in the Download module. This is particularly helpful when dealing with large sets of results. |
| Row Count | Located in the bottom right corner of the grid, this indicates how many rows of the search results are loaded. |
Document Icons
Each row in the grid will display information pertaining to the document. Some of these are standard for all documents. Some fields are customised and/or only relevant to Search results.
| Field | Description |
|---|---|
 | 'Preview' enables users to view the relevant document. A green dot indicates the document was recently previewed. |
 | Indicates whether the document is a PDF, email, etc. Note: an exclamation means that no main document is available. |
 | This is visible for search results. It gives a weighted scoring of the relevance of the document to the search criteria. |
 | Some documents may have a vertical paperclip icon. This indicates that this is a main document with attachments. |
 | Some documents may have a horizontal paperclip icon. This indicates that this is an attachment, connected to a main document. |
'Right-click' on Document Options
If users right-click on any document found in the grid display, a menu of options will appear.
'Right-click' menu options
| Field | Description |
|---|---|
| Copy Cell Text | Enables users to copy the content in the cell. |
| Edit in Office Online | Enables users to open the document in Office Online for editing. |
| Preview in new window | Enables users to view the selected document in its own window. |
| Document details | Accesses the Document details dialog. |
| Attachments | Accesses the Attachments dialog to view attachments. Note: the first document listed in the Attachments dialog is the main document. |
| Workflows | Accesses the Workflow dialog, enabling users to send the document to a chosen workflow. |
| File Versions | Accesses the File Versions dialog to view file version history and/or add a new file version. |
| Action Requests | Accesses the Action Request dialog to create an action request on the document. |
| Permissions | Accesses the Permissions dialog to view current permissions and/or change permissions pertaining to the document (dependent on permission settings). |
| Link | Enables users to select an option for downloading a link to the document, which can be shared with others/stored for later access. |
| Delete | Enables users to delete the document (dependent on permission settings). |
How to Upload an Attachment
Users can upload attachments from the Attachments section of a document's Doc Details, or directly from the 'right-click' menu options.
| Step | Description |
|---|---|
| 1 | Navigate to the Attachments section in the relevant Doc Details dialog. Alternatively, right-click the relevant document and select Attachments. |
| 2 | Click Add Attachment. |
| 3 | Select the relevant document from your device. |
| 4 | In the Upload Documents dialog, follow the prompts and complete the required fields. Click Next to continue. Note: Selecting a folder is required, as document permissions are folder-based. |
Here is an example of uploading an attachment:
Example: Uploading an Attachment
How to Replace a File Version
Replacing a file version updates the document file while keeping a visible record of prior versions.
| Step | Description |
|---|---|
| 1 | Navigate to the Document File Version section in the relevant Doc Details dialog. Alternatively, right-click the relevant document and select File Versions. |
| 2 | Click Replace File. |
| 3 | Select the relevant document from your device. |
| 4 | Confirm the file replacement. |
| 5 | A record of previous and current file versions will appear. The latest version is displayed at the top of the list. |
Here is an example of replacing a file version:
Example: Replacing a File Version
How to Create a New Revision
Creating a new revision adds a new version to the document’s version history, with optional metadata duplication. The revision number can automatically update.
| Step | Description |
|---|---|
| 1 | Navigate to the Document File Version section in the relevant Doc Details dialog. |
| 2 | Click New Version. |
| 3 | Upload the relevant file by dragging and dropping it, or by clicking to browse your device. Alternatively, create a placeholder document. |
| 4 | Select which metadata fields to duplicate onto the new revision. |
Here is an example of creating a new revision:
Example: Creating a New Revision