Working with documents, dossiers, and folders in Xtendis 7 revolves around searching for documents, indexing documents, and opening folders and dossiers.
When performing these actions, a list of properties is displayed. Users can reference the values of these properties or modify them.
For each area in Xtendis, a default set of properties is shown. Which properties these are is typically defined by WoodWing during the initial configuration of the system and by functional managers once the system is up and running.
Users can also adjust these settings to their needs themselves while functional managers can overrule the settings of users with default settings.
This article describes how to manage the properties that are shown by default.
How it works
Managing the properties that are shown by default in search results, folders, dossiers, and panels is done through so-called 'layouts'.
Each area in which properties are shown exists as a layout and each of these layouts can be managed.
Note: Managing layouts requires the access right 'Manage layouts'.
The following can be managed:
- The properties that are shown
- The order in which they are shown
- If found documents can be grouped or filtered
- If property values in a panel can be pinned
- If users are allowed to turn a field on or off
Layout types
A distinction is made between the following types of layouts:
- Default layouts: Layouts that contain the default settings.
- Personal layouts: Layouts for which a user has changed the default settings.
Layouts can be bound to an archive, or not be bound to an archive.
Layouts exist for panels and for search results. These can be recognized by their icon:
| Icon | Notes |
|---|---|
| A layout for a panel. | |
| A layout for search results (the grid of columns and rows, including those in folders and dossiers). |
Managing layouts
Managing layouts is done via the General settings in Xtendis when logged in as a functional manager.
Step 1. Log in to Xtendis using an account with sufficient rights for managing layouts.
Step 2. Click the Settings icon (the cog wheel) on the Dashboard or on the Dashboard as a toolbar and choose Settings from the menu that appears.
Step 3. Click the Manage layouts tab.
Step 4. Search for the layout that you want to update and double-click it to open its Edit panel.
Step 5. Update the layout by doing the following:
| Action | Description |
|---|---|
| Allow users to pin values | (Available for panels) Enable Allow pins to allow users to pin a value that they have entered. After performing an action by clicking Index or Exit, the entered value remains in the field as long as it is pinned, even after logging out and logging back in again. This way, users do not have to repeatedly enter values they often use. |
| Allow users to group documents | (Available for search results) Enable Allow grouping to allow users to organize the found documents by combining documents with matching properties into groups. See Grouping columns. |
| Allow users to filter results | Enable Allow filtering to allow users to further filter the list of found documents. See Filtering columns. |
| Show or hide properties | In the tabs Document, Dossier, and General, select a check box for a property to show the property and clear it to hide the property. |
| Rearrange the order | In the Order tab, drag a property higher or lower in the list to change the order. |
| Prevent users from hiding a field | In the Document, Dossier, General, or Order tab, hover the mouse pointer over the name of a property and click the lock icon when users should be prevented from hiding the property. Fields that are locked this way appear as dimmed for users in the Edit layout panel. |
| Make settings default | Click Restore default to restore the property settings for this layout to their default settings. |
| Make settings default for all users | Click Make default for... to make the settings the default for all users; it removes any changes users have made themselves. |
Step 6. Do one of the following:
- Click Save to save the changes.
- Click Make default for... to make the settings default for all users or for specific groups. The Save for panel appears. Do one of the following:
- Select All users and click OK to save the settings as the default for all users.
- Select Specific groups, in the list that appears select the groups to target and click OK to save the settings as default for all users in the selected groups.
- Click Restore default to restore the layout to its default settings.
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