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My Documents

My Documents is where you can upload, create, or manage documents that you can then share and collaborate on with other Hornbill users. This is a great alternative to storing files in network shares or passing documents around by email. Use My Documents to collaborate, schedule reviews, store revisions, and much more.

Creating documents

You can use the Create new button and its adjoining down-arrow button to do the following:

  • To create a new document, click Create new.
  • To create an external link to a document, click the Create new button’s down-arrow and select External Link.
  • To upload an external document, click the Create new button’s down-arrow and select Upload Document.

About uploading documents

Maximum upload size. This is set by default to 10MB. This can be increased on your instance using this system setting in the admin console: communications.maxfileUploadSize

File types. By default, the following file types cannot be uploaded: exe, bat, cmd, js, and vbs. To allow these file types on your instance, use this system setting in the admin console: security.fileUploadRestriction.webdav.types

Navigating the My Documents views

Use the navigation options on the left side to view documents in the main pane.

My Documents

In this section, you can view documents organized as follows:

  • Home View. This option allows you to revert the document list view to that which you have set as your Home View.
  • All My Documents. This option shows you all documents that you own or that have been shared with you.
  • Documents I Own. This option shows you documents for which you are set as the owner.
  • Unorganized Documents. This option shows you documents that you own or that have been shared with you and are not already added into a manual collection
  • Documents Due For Review. This option shows you any documents for which the review date is due today or is overdue.

Collections

In this section, you can view documents that you have grouped into collections, either using the Self-organizing or Manual add-to-collection option.

  • Available collections appear as a list under the Add New Collection button.
  • Click Add New Collection to create a new personal document collection.

Libraries

In this section, you can view documents that have been added to libraries for which you have the rights to view. All libraries you have the rights to will be listed.

Document list

In the main pane, the document list displays documents based on the chosen view from the left side.

Document info and options

For each document displayed, you can see the document name, description, owner, creation date, and last-updated date. You can also take further actions:

  • Open. Open the document.
  • Properties. Go to the properties of the document, where you can manage and collaborate on the document.
  • Add To Collection. Add the document to any Manual type collections you have. (This option will not be displayed if you have not created any manually organized collections.)

Filters, views, and ordering

Use the following filters, views, and sorting options to manage which documents will be displayed.

  • Quick Search. Filter the documents based on keywords in the document title or description.
  • Status. Display only documents that are in Draft, Active, or Retired status — or a combination of the three.
  • View. Toggle between the List and Thumbnail options to display the documents in list or thumbnail views.
  • Order By. Order the documents by title, owner, file type, creation date, and last-updated date — and sort by ascending or descending order.
  • Home View. Set or return to your home view.
    • Set current view as my home. Set the current view as your home view.
    • Home. Switch your current view to your home view.
    • Refresh. Manually refresh the content of the current view.

Library and collection-specific properties

When viewing documents from a library or collection, an additional cog option will be displayed on the tool bar options:

  • Collection view cog. View the properties of the collection view. In the case of a Self-organizing collection, you can see which tags are used to make up the view, and edit the collection properties.
  • Library view cog. View the properties of the library, including the library title, description, and who the library has been shared with (users, roles, groups).
  • Tag filtering. When viewing a library of documents, you can filter the documents in this library to only those which carry specific tags by selecting the tags you wish to apply.
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