Changing Document Details

Changing Document Details

Fields Explained

Whenever a document is saved into a Library, information about that document is also saved, such as the title of the document, the date it was saved and the file extension. Some of this information is automatically recorded, for example the date it was saved and the user who saved it. Other information like the Document Type, Notes on the document or its Category can be modified by users. These editable values are called Fields. Users can edit this information and also use it to search for documents that match certain conditions e.g. emails that were sent this month, or documents that have been Archived.

 

This Field information for a document can be viewed in the Document Details tab. To change information about a specific document, highlight the document (1) and select the Details pane (2). The fields for this document will appear in the Profile section shown in (3) where they can be modified. 

 

 

Changes of Details for Multiple Documents

Sometimes a user may want to change the details for more than one document at a time. The Modify Field operation allows users to simultaneously change the value of a field for more than one document.

 

To Modify A Field for more than one document file, ensure that the check box for the documents are ticked (1), select the Actions pane (2) and finally the option Modify Field (3).

 

 

Users will then be asked to select which field of the documents to modify (1). A new value can be entered at (2) then click Modify

 

 

To refresh your results to reflect the changes, click on the Refresh button (1).

 

 

    • Related Articles

    • Viewing My Document Shares

      Viewing Shared Documents To view information about the documents you have shared, click on the drop down arrow next to the person icon in the top right of the page and choose the option My Shared Documents.     Each Document Share that this user has ...
    • Setting Document Properties

      Document Properties Explained Information about Office documents that have been saved in fileplan can be embedded within the documents themselves. Some of this information is always available, for example, steps to display the title can be seen in ...
    • Replacing a Document File

        Replacing a Document File Sometimes a user will want to overwrite an existing document in fileplan with a new file. This happens most commonly when users have been working on a downloaded copy of a document that already exists in fileplan and can ...
    • Checking In a Document

      Checking In Explained Once a user has finished working with a document that they have Checked Out, it can be Checked In again, allowing it to be edited by other users.   Checking In a Document To Check In a document, ensure that the check box for the ...
    • Showing the document Title and ID in your document

      Document Titles and IDs  Document titles and IDs can be inserted into a Microsoft Office document so that users can identify it easily. This can be achieved by using built in functions within Microsoft Office to add elements to either the header or ...