IBM FileNet P8, Version 5.1.+            

Common procedures

When working with lists of items, you can sort the contents, page through the list, select one or multiple items, and export the list of items to a specific Microsoft Excel comma separated value (CSV) file and save it locally.

Sort contents

Contents can be sorted within a list, but the list can be sorted on only one column at a time. They can also be sorted by the application to which documents are associated based on the application's MIME type. For example, you can sort a list by Microsoft Word documents based on Word's MIME type. To sort by MIME type, hover your cursor over the first column before the first column name, and then click the first triangle.

All unique MIME types are sorted alphabetically. Identical applications might be assigned different MIME types and when you sort them, you might see different groupings of the same application as a result.

To sort by a column, click the column's title. A triangle after the column name indicates the column by which the list is sorted and its sort order. The upward triangle indicates an ascending sort, such as A to Z or 0 to 9, and the downward triangle indicates a descending sort order. Names of column headings are configured by your site administrator, so your column heading names can vary. There might also be instances where you cannot sort on certain columns because assigned names for specific columns might not exist in an object store you are using.

Note a few exceptions to sorting your content:

When you are sorting items by a user name in a list within an integrated Office application using Integration for Microsoft Office, the list is sorted by the short name assigned to the user; however, the assigned display name is displayed in the column you are sorting.

Paging

The items in a list and hierarchy can be organized into groups and you can page through consecutive groups. The number of items specified for a group is defined by your site administrator. For example, a group of 15 items might be assigned to page 1 in a folder hierarchy. If you don't see what you are looking for in the first page with a group of 15 items, click the next number directly or directional arrows to browse to the previous or next group.

However, if you select a page other than the first page while viewing a list, and then sort the list, the list is sorted; but you are returned back to the first page of items, not the page from which you initiated the sort.

Select multiple items

By selecting multiple items, you can apply the same action to all the items at one time. For example, you could assign the same security policy to all selected documents.

To select multiple items in a list, hold down the Ctrl key, and then use the left mouse button to click each item you want to select.

To select a range of consecutive documents, select the first document in the range, hold down the Shift key, and then select the last document in the range.



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Last updated: July 2011


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