Managing and Organizing Your Documents

Managing and organizing your documents in Livedocs is essential for maintaining an efficient and clutter-free workspace. The Docs tab provides powerful tools to help you filter, organize, and customize your document view, making it easier to find and manage your work as your document library grows.

Customizing Document Views

The Docs tab offers flexible options to customize how documents are displayed:

1. Filter Documents: Use the filter tool to control which documents are visible. By default, the filter criteria Created by you is applied, showing only the documents you have created. You can refine the view further using the following common criteria:

   • Creator
   • Access type (e.g., full access, editable, or viewable)
   • Status
   • Tags

   Filtering helps narrow down your search, saving time and improving focus.

   
   
   tip

   Combine multiple filter criteria to create custom views tailored to your workflow.

2. View Options: Adjust how your documents are displayed by switching between:

   • Card View: Displays documents in a grid format with previews, providing a quick visual overview.
   • List View: Arranges documents in a compact, spreadsheet-like table for easier scanning of titles and metadata.

Archiving Documents

Archiving documents helps keep your workspace organized by reducing clutter without permanently deleting them. Follow these steps to archive a document:

1. Locate the document you wish to archive in the Docs tab.
2. Click the accompanying menu (three horizontal dots) and select Archive.
3. Click Move to archive to confirm the action.

Archived documents are hidden from your main view by default but remain accessible through the Archived filter. This allows you to manage older or less frequently used documents without losing them permanently.

The archiving feature is particularly valuable for maintaining a clean workspace while ensuring that important documents are still available for future reference.

Using Tags for Better Organization

Tags allow you to categorize documents and improve organization within the Docs tab. Adding relevant tags to your documents helps group them by themes, projects, or workflows, making it easier to find related files later.

To add or edit tags:

1. Open the document's menu (three horizontal dots) and select Change Tag.
2. Add or remove tags as needed, then save your changes.

Managing Multiple Documents

The Docs tab enables you to perform actions on multiple documents simultaneously using a floating toolbar that appears when more than one document is selected. This feature streamlines tasks like applying tags, changing statuses, or archiving.

Performing Batch Actions

1. Select multiple documents by clicking the checkboxes next to their titles in the Docs tab.
2. The floating Actions toolbar will appear, offering the following options:
   • Change Tag: Add or remove one or more tags to the selected documents to aid in categorization.
   • Status: Assign a status value (e.g., No Status, Success, Pending, Error) to the selected documents.
   • Archive: Archive the selected documents to reduce workspace clutter.

Batch actions save time and make it easy to organize and manage large sets of documents in one go.

tip

The floating toolbar is only visible when multiple documents are selected. Use this feature for efficient batch operations.

Best Practices for Document Management

• Regularly archive documents that are no longer actively used.
• Use descriptive and consistent titles for your documents to improve searchability.
• Leverage tags to create logical groupings and simplify document retrieval.
• Review and clean up old or irrelevant documents periodically to maintain a streamlined workspace.

By mastering these document management tools, you can create an organized and efficient environment in Livedocs that supports productivity and collaboration.

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For more information on creating and working within individual documents, refer to the Livedocs Document Basics guide.