View & Find Files/Folder

Overview

Document Management allows you to manage all the plans and documents that are relevant for your projects within PlanRadar. Also see Document Management.

How to access Documents - All Files

• Webapp
• Mobile

Folder Tree

The folder tree allows you to quickly navigate between sub-folders and view the folder structure.

Folder Tree Icons

The icons in the folder tree have the following meaning:

1. Expanded folder (sub-folders are displayed below)
2. Collapsed folder (sub-folders are not displayed)
3. Folder contains files or sub-folders
4. Folder is empty

Expand a Folder

To expand a folder (or All files) and show its sub-folder in the tree:

1. Click the arrow icon

Open a Folder

To open a folder and view its files and sub-folders:

1. Click on the folder

Collapse a Folder

To collapse a folder and not show its sub-folders in the tree anymore:

1. Click the arrow icon

Collapse All

The collapse/expand state of sub-folders is saved if you for example collapse and expand all files.

To collapse all folders in the tree:

1. Hover over All files
2. Click the Collapse all icon

Grid View in Webapp

By default, files and folders are displayed in a list view (table).

Grid view shows thumbnail previews of photos, PDFs and Microsoft Office documents. Currently the grid view is available only in the Webapp.

Each file appears as a tile with the following information:

1. Thumbnail preview
2. File type icon
3. File name - long file names display in full on hover
4. Creator - hover over user name initials to see the full user name, user type and company
5. Date and time the current version was created
6. Current version number

Switch between Grid View and List View

To switch to grid view:

1. Click the grid view icon

To switch to list view:

1. Click the list view icon

Select Items in Grid View

To select one or more items (files or folders) for bulk actions in the grid view:

1. Hover over the item to show the selection checkbox
2. Select/clear the selection checkbox(es)

To select/deselect all items in the current folder:

1. Select/clear the Select All checkbox

Bulk actions include Download, Request approval, Move and Move to trash.

View Options

View By Folders vs. View All Files

You can view files in two ways:

• The 'View by folders' mode shows only the files and sub-folders in the currently selected folder. This mode is active by default as it reflects what you already know from Windows Explorer and similar apps.
• The 'View all files' mode shows all files from all folders in one long list without any folder structure. Use this mode to have a consolidated overview of all files like in a database system.

To switch to 'View all files' (without folders):

• Webapp
• Mobile

To switch back to the classic 'View by folders':

• Webapp
• Mobile

Sort Items

By default, items are sorted by name in ascending order.

To sort items by other attributes:

1. Open the More menu
2. Click on the attribute e.g. Created on under Sort by

To sort in ascending or descending order:

1. Open the More menu
2. Click Ascending or Descending under Sort options

In the list view you can also sort items as in any other table in PlanRadar, as described in Sort & Customise Tables in the Webapp.

Show Folder on Top

This feature is available for grid and list views, but only for the 'View by folders' mode explained above. You can choose to display folders at the top of the list of files. This setting is enabled by default.

To not show folders on top, but mixed with files:

1. Open the More menu
2. Click Mixed with files under Show folders

To show folders on top:

1. Open the More menu
2. Click On top under Show folders

Search and Filter Files

Find files by using filters and/or search.

Search and filters are applied to what you are currently viewing, either your current folder or all files if you have selected that view option as described above in View By Folders vs. View All Files.

Filters and search results include subfolders by default.

To filter/search only in the current folder:

1. Deactivate the Include subfolders toggle

Filter in the Webapp

Filters work in the same way as described in Filter Tickets.
Filtering files is currently only supported in the Webapp.

The following filter criteria are available in 'Documents > All files':

• Type
• Created by
• Creation date
• Approval status

To activate a filter:

1. Click All files
   Optional: Navigate to a folder, if you don't want to filter all files.
2. Click the filter icon (it turns yellow when a filter is active)
3. Click the criteria e.g. Created by
4. Select one or multiple values e.g. Robert Hammer
5. Optional: Change the operator e.g. to is not

To deactivate all active filters and clear the values from the criteria:

1. Click Clear

Search

To search for files and folders by their name:

• Webapp
• Mobile

Download Files and Folders

On iOS and Android downloading files to your device is done with the share function – see Share Files with other Mobile Apps.

In the web application there are two ways to download files to your local device and save the file outside of the PlanRadar app.

To download a single file or folder:

1. Click More
2. Click Download

Downloading a folder will pack all files into a ZIP file.

To download multiple files or folders:

1. Select the checkbox for each file or folder
2. Optional: Select the select all checkbox
3. Click Bulk actions
4. Click Download
   

Downloading files and folders will pack all files into a ZIP-file.

View File Details

Open the file details to get more information about the file, including:

• Small preview for specific file types - see: Supported file types
• Current file version
• Created on: when the file got uploaded
• Created by: the user who uploaded the file
• Size: file size
• Folder: name of the parent folder
• Original filename: file name before upload (cannot be changed)

For folders, the following information is available in the Webapp:

• Created by: the user who created the folder
• Created on: when the folder got created
• Folder: name of the parent folder

To view file details in the file list:

• Webapp
• Mobile