Browse view

Browse is one of the primary views available in Workplace. The Browse page helps you find and work with the documents, folders, stored searches, and custom objects stored in your site.

The top-level container for items in Workplace is called an object store (unless your site has been configured to use a different name, such as library). The object store can contain folders, stored searches, documents, or custom objects. A stored search will display the documents or custom objects that match the search criteria. A folder will contain the items filed into the folder, such as subfolders, documents, or custom objects.

Browse Views

The left sidebar of the Browse page displays a list of the available object stores. You can click on an object store name to view and browse its contents. The name of the current object store is highlighted in the left sidebar.

Path Navigation

Browsing for objects requires that you navigate through a hierarchy of folders. The path information displayed on the Browse page tracks your navigation and also provides a means for you to return up the path. Consider the following example:

Path: Object Stores> Corporate > Benefits

If the object you want does not appear in the list of items found at this level, you can:

You can also click the word Path to display the tree view navigation. For more information on path navigation, see Navigate Workplace.

Actions

Just below the path, valid actions are displayed. The available actions depend on the current path. For example, if you are viewing a list of Object Stores, then the Printable View action is the only action available. If you are viewing the contents of a folder, then the Get Info, Bookmark, Add to Shortcuts, Add Document, Add Folder, Add Custom Object, and Printable View actions are displayed.

Object Stores

When you first access the Browse page, a list of object stores is displayed below the path. An object store is a top-level container for folders, searches, documents, and objects. Click an object store name to view the folders and stored searches that it contains. You can also click an object store name in the left pane of the Browse page.

Folders and Searches

After you select an object store to browse, the list of object stores is replaced with a list of folders and stored searches in the selected object store. Click the folder or search name to view the available items (documents, forms, custom objects, and subfolders). Note that there can be additional documents and custom objects that were not filed in folders, so they do not appear in Browse view. To locate them, you must search for them.

Folder Navigation

If the number of folders and stored searches requires more than one page to display the entire list, then navigation controls are displayed at the top right of the list. For example, the following graphic shows the navigation for a list of folders and searches that uses two pages to display the items.

Next >> page 1 of 2 Go

Click Next to display the next page. Next is not displayed on the last page.

Click Previous to display the previous page. Previous is not displayed on page 1.

To go to a specific page, type the page number in the page box, and then click Go.

NOTE  If you are navigating more than one page of folders and searches, avoid using your browser's Back button, as it can produce unpredictable results. Use Next, Previous and Go, and the path navigation described earlier.

Filter folder based on properties

Because a folder might contain a large number of items, you can restrict the items displayed for faster access. Your site administrator can restrict the number of items displayed in the folders for a given object store, and you can set search filter criteria to enable folder filtering. When set, you can filter out unneeded documents or custom objects. Once the maximum number of items is reached, any additional items are not displayed. You might be able to locate desired items by filtering the list of objects returned. For example, if a folder contains 200 items, both documents and custom objects and you only want to see documents, you can click Show Advanced Criteria to display a list from which you can select just Documents or just Custom Objects to display only those items.

When you show the advanced criteria, additional filter criteria are available. Enter a value in the text box for any search criteria listed. The filter properties are determined by your user preference settings. For example, if you see "Document Title contains," enter any characters that might be in the title of the document to see only documents that have those characters in their titles. Likewise, you might see "AND Content Contains." You could enter text that you know is in the document if your site indexes the content of documents.

After entering any filter criteria, click Apply Filter to apply your changes to the folder filter. Click Clear to clear your changes to the settings. For more information, see Folder Filter settings.

Items Found

Folder contents and search results are displayed in the Items Found list. You can click the name of the object or its icon to open it. For example, click the Microsoft Word document icon or Document1 to open the MS Word document named "Document1." The latest released version of the document opens if you have the appropriate software on your local computer, such as Microsoft Word. If the object is form data, the released version of the form opens for you to view or edit the current values.

You can click the Get Info icon to open the information page for the object. The information page displays property, security, version, and other information and provides access to actions, such as Check Out, Download, File, and Move.

You can also right-click an object name to display its pop-up menu. The pop-up menu lists the available actions you can perform on the object, such as Check Out. For example, if you right-click the object named "Document1," you can select Check Out from the list of actions to check out the document. The items listed in the pop-up menu depend on the type of object you selected and your access rights. Your site administrator determines which actions are available to which groups of users.

The list of items can be displayed in either magazine or detailed view, depending on the site preferences and your user preference settings. You can also change the view using the View list just above the list. Select Detailed to see columns for properties such as the name or title, the last date modified, the version label, and the file size. Select Magazine to see the item name and a brief description. Your administrator determines exactly what appears in the column headings or the description. Both views include a column of check boxes to the left of each item. Select the check box for one or more items to use the Actions Menu with the list of items.

Use the Show Items list, located at the top right of the list, to change the number of items you want displayed per page. You set a default in your user preferences, but you can quickly change that default in the current session.

Click Actions Menu to display a pop-up menu with a list of available actions to perform on selected items. For example, select the check box for three documents in the list that you want to check out. When you select Check Out from the pop-up menu, all three documents will be checked out if you have appropriate access rights to the documents. For more information, see Work with Actions.

NOTE  If you select more than one item, and then click Actions Menu, the selected items' rows are highlighted.

Items found navigation

If the number of items found requires more than one page to display the entire list, then navigation controls are displayed at the bottom right of the list. For example, the following graphic shows the navigation for a list of items that uses 2 pages to display the items.

Next > page 1 of 2 Go

Click Next to display the next page. Next is not displayed on the last page.

Click Previous to display the previous page. Previous is not displayed on page 1.

To go to a specific page, type the page number in the page box, and then click Go.

Folder caching

The contents of a folder in Browse view are initially retrieved for display the first time you click a folder name to view its contents. Depending on the settings selected by your site administrator, folder content caching might be enabled. When caching is enabled, your Browse view might not be refreshed with changes that other people or applications make within that folder. Navigating away from a folder and then returning to the folder again might not retrieve changed data. You can quickly update the view of the current folder by clicking the folder name in the Path, by clicking Apply Filter, or by selecting a stored search within the folder. In addition, actions, such as checking in or checking out a document, can also update the current folder view.

NOTE  Security permissions control what you can see in Workplace. You might not have access to specific primary views, folders, stored searches, documents, objects, or context-menu actions. Permissions also control what you can do with an object. For more information on security, see Manage Security.



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