Using the Documents and Media Management Bar

The Documents and Media Management Bar is where people that manage documents go to unwind after a long day at work. Just kidding. The Management Bar, as its name implies, contains tools for managing the files and folders in your Document Library. It appears above the files and folders in Documents and Media.

Figure 1: The Management Bar is a great place to hang out if youre managing documents.

Figure 1: The Management Bar is a great place to hang out if you're managing documents.

If you’ve added files or folders to your Document Library, then you’re already familiar with the Management Bar’s Add button (Add). The sections that follow describe the rest of the Management Bar.

View Types

The View Types button is to the left of the Add button. It lets you choose how to display the Document Library’s items. The View Types button’s icon depends on the selected view type:

  • Cards (Cards): Shows a card-like rendering of the item. If the item isn’t an image, a generic image for the item’s type is displayed. For files, each card also contains the file’s suffix (e.g., JPG, PNG, etc.), timestamp, name, and workflow status (e.g., Approved, Draft, etc.).

  • List (List): Shows the same information as the Cards view type, in a list with small file renderings.

  • Table (Table): Shows the same information as the other view types, in a list with no file renderings. Also, the file information is in columns.

The items in all view types have an Actions menu (Actions). These actions are also available in when viewing each item separately.

Figure 2: The Cards View type shows items in large card-like renderings.

Figure 2: The Cards View type shows items in large card-like renderings.

The Info Panel

To display an info panel with the current folder’s details, click the Information icon (i). The info panel slides out from the right side of the screen and contains the folder’s name and number of items. It also has these buttons:

  • Subscribe (Subscribe): Get notifications about files added to or modified in the folder.
  • Actions (Actions): Lists actions you can perform on the current folder.

Finding and Arranging Items

The Management Bar also contains tools that help you locate and arrange items in the Document Library. The most prominent of these tools is the Search bar, where you can find files by keywords.

To the left of the Search bar, the Sort button (Sort) arranges items in ascending or descending order.

You can also arrange items via the Filter and Order selector using these criteria:

  • All: Shows all of the current folder’s immediate subfolders and files (default).
  • Recent: Shows the most recently modified files.
  • Mine: Shows all the current user’s files (no matter their folder).
  • Document Types: Shows the files of the selected document type. Upon choosing this option, you must select the document type you want from a popup.

You can also select from the following criteria for ordering items:

  • Size
  • Downloads
  • Modified Date (default)
  • Create Date
  • Title

Selecting Items

The checkbox on the left-most side of the Management Bar selects all currently displayed items. Selecting multiple items lets you act on all of them at once. You can also select multiple items individually by using the checkboxes for each. When you select one or more items, the Management Bar changes to reflect the actions you can take on the selected items.

Figure 3: With items selected, the Management Bar changes.

Figure 3: With items selected, the Management Bar changes.

Here are the actions you can take on the selected items:

  • Download (Download)
  • Checkin (Checkin)
  • Checkout (Checkout)
  • Move (Move)
  • Move to Recycle Bin (Delete)

File checkout and checkin is explained in Checking out and Editing Files.

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