Document list fields

You can create special list views with the fields described here. The fields on display are determined by the view format used for a list view.

• View format tab

In addition, you can use the fields in a filter or with a search.

Displaying different documents

• The Document type field displays icons for the following in a list view: short note, a document with archive fields or an internet address.
• The File type contains the type of archive file such as Microsoft Word documents, PDF documents or graphics.
• If you cannot access a document, the Edited by field informs you about the user who is currently editing the document.

Preview

A Preview displays the content of the Notes field for a marked data record in the lower part of the list. When using an extended preview, the following content is displayed depending on the document type:

• A preview of the archive file,
• the linked file for a document data record with a reference or
• the respective page for an internet address.

If an extended preview is not possible, then the contents of the Notes field will be displayed.

Document size

This field shows you the size of a document in kilobytes.

If you want to use this field in a filter, then you must enter the size in bytes, for example, < 1000000 for a document that is less than 1 MB. This is because you cannot enter other units, so the figures have to be adapted.

File type

  This field is relevant for document data records with an archive file. If this field is displayed in the list, then it contains the icon that corresponds to the archive file.

Use this field, for example, for a filter condition, an advanced search or for a document list with document data records that have specific archive files.

Here is an example of how you can create a document list containing Microsoft Word documents:

• Go to the view wizard and create a Document list with New list view.
• Define the following filter criteria:

Table field = File type

Condition = starts with

Filter value = doc

The File type field contains the filename extension that is displayed in the Filter value drop-down list. The Starts with condition is therefore all you need for the list. In addition, .docx documents are also displayed this way, as in the example above.

Edited by

If the document is locked, this field shows the name of the user who is editing the document.

Document type

  This field indicated whether the document is; an archive file, an internet address, a short note, or an e-mail campaign.

This field is also used when creating document lists, sorting lists, defining filter criteria or searching.

Icons are displayed in the respective column of a list and the Document type field in filter conditions or the search contains the names Archive document, Internet address, and so on.