Documents Page Part
- Lisa Barnett
- Jenna Chernoff
- Support Desk
Table of Contents
Overview
This knowledge base article provides you with everything you need to know about Documents Page Parts on your ShareVision site. The Documents page part is a useful tool for displaying documents on the front-end for users to navigate. Files and Documents can be named and organized in a similar fashion to File Explorer seen on common Operating Systems.
Requirements/Dependencies
Before setting up a Document Page Part on your ShareVision site, you will need to
Login with Site Administrator permissions
In Site Administration, in Site Content, have a Document Space that you would like to add to a Page.
In Configure Portal Settings, have added a Page Part to a Page on a Portal
Have completed the set up and configuration of the Page Part Name, Accessible on and Display Name (Review the Page Parts knowledge base article for more information.)
Have developed a plan for the information you want to be made available to your ShareVision users (i.e. Consider what pages you will need for the portals on your site, what type of information will be included on each page and who should have access to each page)
Page Part Type
Select Documents as the Page Part Type.
The Documents Page Parts will have a document symbol beside them in Portal Settings for easy recognition.
There is an option to show the document Folder Tree and choose whether it is collapsed and expanded. Here you can also choose to hide folders in the grid view.
The Folder Tree in the collapsed or expanded format is NOT available on mobile or if the page part width is set to 1/3 of the page as there is not adequate room to display this option.
File Source
In this section you will decide which Document Root you want to use with the Documents PagePart, you will have the option of picking from any Sub Folder or Root Folder on your ShareVision site.
Page Part Fields
In the Fields section, choose which fields from the list you want to display on your Document Page Part.
To add a Field click the “Add Field” button and use the drop down to select from the available options. The Field drop down contains all Fields that are used in the selected Sub or Root Folder.
The Fields section allows for certain customizations for most Page Parts (Display Title checkbox, Alternative Title, Totals Display, Text Align , Limit Char (Characters), and Field Width) - these customizations are not available when working with a Document Page Part.
Properties
Properties allows you to set how the PagePart is displayed on the Page. Along with the Item Per Page option of how many Documents you wish to display per page, there is also a Display Search Box field, Allow Download field, Sort Fields and Second Sort Field.
Display Search Box
Display Search Box, when enabled, will result in a search bar appearing on the documents Page Part. The search box can be used by staff to locate specific documents
Allow Download
Allow Download enables users to download documents within the document Page Part. If the feature is not enabled, staff will only be able to view the files, not download.
Use the Allow for Selected Role(s) box to specify which roles are able to download files. If none are selected, the feature is available to all roles.
Sort Field
Sort Field sets the sort order for the documents on the front end based on a Field in the Sub or Root Folder. A popular Sort Field is Created (created date) to sort Descending which will display newly uploaded Documents at the top of the PagePart. Setting the Sort Fieldto Ascending will display the oldest uploaded documents at the top of the PagePart.
Second Sort Field
Second Sort Field allows you to set a second sort order based on a Field in the Sub or Root Folder. The sort order can be set to Ascending or Descending.
Page Part Buttons
There are five buttons you can configure on the Documents Page Part. The five buttons include:
New Folder
Upload Document
Edit
Delete
Display “New Folder” Button
When selected, the New Folder button will allow users with access to create additional folders in the selected Document Sub or Root Folder.
The New Folder can be made to only be visible for certain roles by adding the permitted roles to the Allow for Selected Roles(s) section when setting up the Page Part.
Display “Upload Document” Section
If the Display “Upload Document” Section checkbox is selected, users have the ability to upload documents to folders directly from the Page Part by using the Upload File Button or dragging the files to the upload box.
Select which Roles have access to the Upload Document Section by adding the Roles to the Allow for Selected Roles box. Site Administrators have access to all features on the site.
Display “Edit” Button
For the Edit button to appear on the Documents Page Part, the dropdown selection needs to be set to Edit from Grid in the Page Part settings.
When set to "Edit from Grid", The Actions button will have an Edit option, allowing the document to be edited if the user has edit permissions.
Choose who has access to the Edit button by adding the Roles to the Allow for Selected Roles box. Site Administrators have access to all features on the site.
Delete Button
Roles with access to the delete button will be able to delete any Document displaying in the Page Part.
Select which Roles have access to the Delete button by adding the Role to the Allow for Selected Roles box. Site Administrators are automatically given Delete permissions and cannot be removed, regardless of if they are listed in the Allow for Selected Roles Box.
Page Part Permissions
Page part permissions is where you can choose which Roles have access to this page part. By default, all Roles that have Permissions to the Page will be automatically granted access to the Page Part.
To remove access to a Role, select the Role name in the Have Access box and then select the single arrow above the list to move the Role to the Do Not Have Access.
To provide access to a Role, click on the role name in the Do Not Have Access box and then select the single arrow button above the list to move the Role to Have Access.
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