Create a view in Document Manager

Create a view

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Overview

A view in Document Manager shows you a related set of files. Create a view by selecting certain document criteria. For example, to view all documents that are about bikes, we can type "bike" in the File name, Title, and Description fields.
To view all documents authored by Ichiro Suzuki, we can type "Ichiro Suzuki" in the Author field. To view all documents that are about bikes and authored by Ichiro Suzuki, we can combine "bike" and "Ichiro Suzuki" in the fields provided. The more criteria you add to a view, the more refined the end result.
After you create a view, it will appear in the Document Manager folder tree along with the standard Document Manager folders. All the Document Manager files that match the query will be displayed when you open the view.
By default, a maximum of 500 documents is shown in a view.
We can use...

search
sort
paging

...to locate a specific document in the view.
To create a view, complete the following steps:

Click New and select View from the drop-down menu.

Type the name for the view in the View Name field.
This field is required.
View names can include non-Latin characters, such as Japanese and Cyrillic. View names can also contain spaces. Do not use double quotes (") in the view name.
On most platforms, the new view name cannot be the same as an existing view name. On i5/OS, the new view name can be the same as an existing view name.

Select one of the following view criteria from the Combine criteria with drop-down menu:

And Return documents with all the specified criteria. For example, Title and Author will display only documents that match both criteria.
Or Return documents with any of the specified criteria. For example, Title or Author will display documents that match either.
Optional Specify a file name to add to the view query. In the File name field, type the name of the file that you want to add to the query.

Select one of the following filter options from the drop-down menu:

The option with all the words returns files that contain all the words that you specified.

The option with the exact phrase returns only files that contain the exact words you specified.

The option with at least one of the words returns files that contain one of the words you specified.

The option without the words returns files that do not contain the words you specified.

Expand Settings to view the criteria for the view query. We can specify the following optional criteria:

Title Searches for files by document title.
Description Searches for files by document description.
Author Searches for files by document author.
Language Searches for files by document language.
This value defaults to the language of the document library. To locate documents without regard to the document language setting, enter the value All in this field. If you enter the value of All for the language setting, then also specify a value for another criteria in order for search results to be returned. This restriction only applies if you enter the value of All for the language setting.
Modifier Searches for files by the user who most recently modified the document. If the document has not been modified since the author created it, then the most recent modifier is the author.
Creation date Select this option to search for files created during a specific period of time. If you select this option, specify the period of time by selecting from the Between and And drop-down menus.
Last modified Select this option to search for files that were modified during a specific period of time. If you select this option, specify the period of time by selecting from the Between and And drop-down menus.
There is no validation of the Between or And values in the Creation or Last modified dates. For example, if you enter a Between time that is later than the And time, no error message appears, but the view query is not successful and does not return any documents.

Click Save to save the view settings, or click Cancel to discard the changes and return to Document Manager.

Parent Topic
Work with folders and views

Related tasks

Editing a view
Delete a view

And	Return documents with all the specified criteria. For example, Title and Author will display only documents that match both criteria.
Or	Return documents with any of the specified criteria. For example, Title or Author will display documents that match either.
Optional	Specify a file name to add to the view query. In the File name field, type the name of the file that you want to add to the query.

Title	Searches for files by document title.
Description	Searches for files by document description.
Author	Searches for files by document author.
Language	Searches for files by document language. This value defaults to the language of the document library. To locate documents without regard to the document language setting, enter the value All in this field. If you enter the value of All for the language setting, then also specify a value for another criteria in order for search results to be returned. This restriction only applies if you enter the value of All for the language setting.
Modifier	Searches for files by the user who most recently modified the document. If the document has not been modified since the author created it, then the most recent modifier is the author.
Creation date	Select this option to search for files created during a specific period of time. If you select this option, specify the period of time by selecting from the Between and And drop-down menus.
Last modified	Select this option to search for files that were modified during a specific period of time. If you select this option, specify the period of time by selecting from the Between and And drop-down menus. There is no validation of the Between or And values in the Creation or Last modified dates. For example, if you enter a Between time that is later than the And time, no error message appears, but the view query is not successful and does not return any documents.