Library Viewer 

The Main Page is the first page a User sees when they click on the Files tab. It includes all the main options and document libraries under the Files page. The two main elements of the page are: 

 

  • Library Viewer 
  • Document Libraries Toolbar 

 

Library Viewer 

The Library Viewer is the menu that appears when Document Libraries are accessed. The Library Viewer displays the following: 

 

  • Library List: 
    • The list of Libraries and Folders stored in Files. It is located on the left side of the Library Viewer. Selecting a library or folder will show its contents in the Document List to the right.  
  • Document List: 
    • The list of documents contained in the selected library or folder. It is located in the middle of the Library Viewer.  

 

 

Document Libraries Toolbar 

The Document Libraries Toolbar controls the actions for the Library Viewer. It includes the following functions: 

 

  • New  
    • The New Items Menu contains actions to create new Documents, Links, Folders, and Libraries.   
  • Download Items  
    • The Download Items button allows you to download the selected Library documents. Simply check the checkbox located to the left of the item and click the Download Items Button. The selected items will each be downloaded separately to your computer.  
  • Delete Items  

**Once an item is deleted, it cannot be brought back. Proceed with caution** 

    • The Delete Items button allows you to delete selected library documents. To delete items, simply check the white box located to the left of the item and select the Delete Items Button. Before the items in question are deleted, a dialog box will appear asking if the items really want to be deleted.  
  • Refresh  
    • The Refresh button refreshes the information in the Library Viewer to reflect recent changes, including new uploaded documents, check-outs and check-ins, and/or updated descriptions.  
  • Options  
    • The Options button allows you to configure the format of the Library Viewer. There are three options in the Options menu. To access the three options, click the “Options” dropdown menu on the Document Libraries Toolbar: 
    • Show Item Descriptions: 
      • Allows Users to view descriptions of Files, Links, and Folders in the Library Viewer. Item descriptions are not required when a User creates a File, Link, or Folder. If an item description is provided, it will appear below the file name. When the “Show Item Descriptions” option is unchecked, the descriptions still exist but are not shown under the file's name. 
    • Show File Status: 
      • Allows Users to view the File Status associated with items in the library. The three File Status options are Draft, Final, and Ready to Review. When the “Show File Status” option is checked, Users can view the File Status by looking under the Last Modified section in the Document List. When the “Show File Status” option is unchecked, the File Status information of each item still exists, but is not shown in the Last Modified section.  
    • Show Folder Hierarchy: 
      • Allows Users to view the Folder Hierarchy at the top of the Document List. This feature is useful for Users with deeply nested or complex folder hierarchies. Checking this option allows the User to see the hierarchical path of the currently displayed folder. Users can select folders in the hierarchy to see the contents of that folder in the Document List.  
  • Search Bar 
    • Filters documents based on their names, descriptions.  

 

 

Libraries  

A library is a collection of documents, folders, and other file types. Libraries allow admins to organize documents, files, and links more efficiently but also configure specific User permissions for security.  

 

**Can only be managed by Essentials Administrator permissions** 

 

How to Create a New Library 

There are two different ways to create a new Library on iSite: 

  • First way: 
  1. Access the Library Viewer. 
  2. Click the “New” button on the Document Libraries Toolbar. 
  3. Select Library from the dropdown menu. 
  4. Configure the Library Properties. 
  5. Click the “Save” button to upload, or the Cancel button to close out of the menu and cancel the upload. 


  • Second way: 
  1. Access the Library Viewer. 
  2. Click the “New Library” button located on the left of the “New” button on the Document Libraries Toolbar. 
  3. Configure the Library Properties. 
  4. Click the “Save” button to upload, or the Cancel button to close out of the menu and cancel the upload. 

 

Using Libraries 

After the Library is created, clicking the Library in question will display all of the Folders, Documents, and Links located in it. If the Library contains any Folders, an arrow sign appears to the left of the Library in the Library List.  
 

Editing Library Information 

If Users wish to edit the Name, Description, Version Control settings, or Security settings of their Library, they can do so from the Library List by right clicking the Folder in question and selecting Library Properties. This will bring the User to the Library Properties. Users can also create a new folder within the Library, rename the Library, or Delete the Library by right clicking the Folder. 

 
 

Managing Library Properties 

The Library Properties menu has two tabs, Properties and Audience To access the Library Properties menu of a library, right click on the library in question and choose “Library Properties.” 

  • Properties Tab: 
    • The Properties tab is where Users specify the Name and Description of their Library. If there is already a Library with the same descriptive name, the name will not be accepted. The Library Descriptions displayed below the Library if the Show Item Descriptions setting is enabled in the Options. You can also choose to enable Version Control capabilities for the Library. 
  • Audience Tab: 
    • The Security tab allows the User to select the Security Groups who have access to the Library in question. There are two options available: 
      • All Users: Indicates that all users in the Portal with the Essentials View Libraries permission can view this Library. 
      • Only Users in the following Security Groups: Allows the User to select specific (or all) Security Groups that can view the Library in question.  

 

Differences between Libraries and Folders 

Although Folders can be contained inside both Libraries and Folders, Libraries cannot be contained inside other Libraries. When a new Library is created, it will always be visible in the Library List. When a new Folder is created, it is always located inside of a Library. Documents, files, and Links are never visible in the Library List. 

 

Uploading Files  

There are two ways that Users can upload files: 

  • Users can upload files directly from their computer by dragging from the file system into the Document Library folder of choice. You can upload one file at a time or multiple files through the following steps:  
  1. Go into the Library or Folder you want to upload the Files into 
  2. Select the Files you want to upload. 
  3. Drag the selected files into the file upload zone in the bottom. The file upload zone will turn green when it senses files being dragged into it. 
  4. When the files are being uploaded, you will see the Multiple File Upload dialog with a status of each file upload. 


  • Users can also use the “New” button on the Document Libraries Toolbar: 
  1. Access the Library Viewer. 
  2. Click the “New” button on the Document Libraries Toolbar. 
  3. Select “Document” from the dropdown menu. 
  4. Configure the File Properties.  
  5. Click the “Choose File” on the right of “File to Check-in” to upload File. 
  6. Click the “Save” button.  

 

 

Editing Files 

If Users wish to edit the Name, Description, File status, or Security settings of a file in a library or folder, they can do so by right clicking the file in question and selecting “File Properties”. Users can also open, email, and delete the file by right clicking it. Right clicking the file also allows you to check the version history, check out the file or check out and download it.  

 

How to Move Files After Creation 

Users can move files into and out of Folders and Libraries after creation through the following steps: 

 

  1. Check the checkbox located to the left of the item(s) you want to move. 
  2. Click and hold the highlighted area around the file and move it with the mouse to its new location in the Library List.  
  3. Files must be moved from the Document List into the Library List even if the destination folder can be seen in the Document List. 

 

 

Emailing Files 

Once a File is uploaded, Users have the ability to email the file in iSite to themselves, to other iSite Users, and to external addresses: 

  1. Click the ellipsis next to the file you wish to email to expand the dropdown menu. 
  2. Select “E-Mail File” 
  3. Configure the Delivery Options 
    • If emailing to external addresses, separate each email address with a comma (,) 
  1. Click “Submit”. 

 

Using Version Controls with a File 

The Version Control feature allows Users to specify whether a backup copy, or version, is created each time a User edits a file in a Library. This is enabled by selecting “yes” when asked "Create a version each time you edit a file in this document library." When Version Control is enabled, there are three additional options that appear when a File’s dropdown menu (click the ellipsis to the right of the file to display) is selected. These options are: 

  • Check Out and Download: 
    • Will check the file out and download the most recent version simultaneously.  
  • Check Out Only: 
    • Will check the file out and show the checkout information below the file. 
  • Version History: 
    • After the Version History option is enabled, Users can view Version Histories of specific files by selecting Version History from the dropdown menu. This will bring up the File Version History menu. This shows the version number, the saved file name, the modification information, and the comments for each uploaded file.  

 

**When a file is checked out, an alert is displayed that denotes that the file is checked out, as well as stating which user the file is checked out to. Users can click “Undo Checkout” on the dropdown menu to dismiss the checkout alert** 

 

 

 


Page ID:2644-9300-5746