Use the Documents and Emails view to find documents, filed emails, and recent folders. You can view documents you opened recently, documents you own, documents that are checked out, and documents shared with you.

You can access your documents in either of these ways:

  • Select Docs and Emails in the left navigation.

  • On the home page, use the Recent Documents widget. The widget includes filters for All, Others, Mine, and Shared. Select View all to open the complete document list.

NOTE: For more information about how to add or edit widgets, refer to Adding widgets to your home page

Select a list to view

In the Documents and Emails pane, select one of the following lists.

Documents

  • Recent Documents: Shows documents you opened, edited, or shared recently.

  • My Documents: Shows documents you own.

  • Checked-out Documents: Shows documents that you currently have checked out.

  • Shared By Me: Shows documents that you shared with others.

Emails

  • Recently Filed Emails: Shows emails filed recently.

  • My Filed Emails: Shows emails that you filed.

Folders

  • Recent Document Folders: Shows document folders you opened recently.

  • Recent Email Folders: Shows email folders you opened recently.

Refine the list

Each list shows the item count and includes these controls:

  • Filters: Narrow the list by Library, Type, Edit Date, and other options. Select More to see additional filters.

  • Search: Enter a term in the search box to search within the current list.

  • View: Change the layout, for example, to grid view.

Each document shows its Status, Title, Version, Document Number, Creation Date, File Size, and Shared status.

Customize the table view

Change the table display and select which columns appear in your search results.

NOTE: This is available only in the grid view.

  1. Above the columns, select the Settings icon. The Table Settings dialog opens.

  2. In the Table Settings dialog, select the display options, such as row height and alternating row colors.

  3. Select the columns to display.

  4. Select Save to apply your changes.

Preview documents

You can preview a document without downloading it or opening it in a separate application. For more information, refer to Preview documents and videos.

Use document actions

When you select a document, a toolbar with common actions is displayed on the right.

To view additional actions, right-click the document, or select its More options icon. The menu includes:

  • Copy...

  • Upload New Version

  • Versions

  • Add to My Favorites

  • Share..., which opens a submenu:

    • Share Document

    • Send Link

    • Send Document

    • Send Both

    • Send Secure Link

    • Copy to Share Folder

  • Move

  • Edit user/group permissions

  • Add to Folder

  • Show in Tree

  • More Actions, which opens a submenu:

    • Declare as Record

    • Relate Item

    • Unlock

  • Timeline

  • Sync & Open in Finder

  • Add as task in Tracker

Actions you've pinned are listed above the UNPINNED divider; everything below it is unpinned. You can select the push-pin icon to pin certain actions to your action list.

Collect documents in the Cart

You can also collect several documents, along with folders and workspaces, into the Cart, and then act on all of them together: copy or move them, compare them, or ask questions about them, without opening each one individually. For more information, refer to Use the Cart.

Download documents

You can download one or more documents from a workspace or folder. When you download more than one document at a time, you choose whether they download as separate files or together in a single ZIP file.

To download one or more documents:

  1. Select the documents you want to download.

  2. Select Download from the toolbar.

    If you select more than one document and your default is set to ask, the Download dialog opens.

  3. In the Download dialog, choose how to download:

    • Select Separate files to download each document on its own.

    • Select A single file to download all documents together in one ZIP file.

  4. To save your choice for next time, select the Remember my choice checkbox. This sets your default download option, which you can change later in User Settings.

  5. Select Download.

NOTE: Separate files is available for 10 documents or fewer. If you download more than 10 documents, they always download together in one ZIP file.

Set your default download option

Set what happens when you download more than one document, so you're not asked each time.

To set your default download option:

  1. Select the Settings icon in the top-right corner to open User Settings.

  2. Select General.

  3. Under Downloading multiple files, select one of the following:

    • Ask me every time: Shows the download choice each time you download more than one document.

    • Separate files: Downloads each document on its own. Available for 10 documents or fewer.

    • A single file: Downloads all documents together in one ZIP file.

    • Automatic: Downloads documents separately for 10 documents or fewer, and as one ZIP file above that.