Accessing and viewing documents

Type

Shows the icon of the document or folder.
The app has its own icon set, which contains icons for common file extensions. Every File type document will have an icon specific to the extension of the attached file. If the extension is not in the icon set of the app, the default icon is displayed. The URL type document will always have a URL specific icon.

Icon indicators

The icon indicators are small icons displayed near the regular icon of the document that indicate specific states of the document. For instance, if the document is locked for editing or not. In this version, the following indicators are available:

(Black) - indicates that the document is locked for editing by you. A tooltip showing the locker, lock date and the lock message is displayed when hovering the mouse pointer over it.

(Gray) – indicates that the document is locked for editing by another user. A tooltip showing the locker, lock date and the lock message is displayed when hovering the mouse pointer over it.

Key

The key (or ID) of the document or folder.
It uniquely identifies the document within the Jira system. It has a numeric value and is automatically generated during document or folder creation.

Title

The title of the document or folder.
If the title is too long, it will not be entirely displayed. The title is fully displayed in the tooltip that is shown when hovering the mouse pointer over it.
By clicking the title of a File type document, the user will download the file attached to the document. If the user clicks on the title of a URL type document, he will open the URL in the default browser of the system.
By clicking the title of a folder, the page will display the content of that folder.

Revision

Shows the value of the Current Revision attribute of the document. It is always empty for folders.

File size

The size of the file attached to the document.
This column only applies for File type documents. It is always empty for URL type documents or folders.

Posted by

Shows the Jira user that posted the document or created the folder.

Posted on

Shows the date and time when the document or folder was posted. The date is displayed in the format and time zone of the current Jira user.

Updated by

Shows the Jira user that made the latest update of the document or folder.
It will be empty if the document or folder was never updated.

Updated on

Shows the date and time of the latest update of the document or folder.
It will be empty if the document or folder has never been updated. The date is displayed in the format and time zone of the current Jira user.

Actions menu

An icon that offers a menu with the actions that can be performed on each document or folder. The icon becomes visible when hovering the mouse over that document or folder. See below a description of all available actions.

The actions menu is available in both list view and icon view. It is displayed when hovering the mouse over a document or folder.

Open

Possible actions are:
Download – use this action to download the file attached to the document or the contents of a folder. It is only available for File type documents and folders if the current user has View permission.

When downloading a folder, its content will be downloaded as a ZIP archive, which contains all the sub-folders and files plus a CSV file (named metadata.csv) with the metadata of the downloaded documents. The URL type documents are not included in the ZIP archive, but are included in the metadata.csv.
Open URL – use this action to open the URL of the document. It is only available for URL type documents if the current user has View permission.
View – use this action to view document properties on a read-only page. It is available for both File and URL document types and also for folders if the current user has View permission.
Edit – use this action to edit the document. It is available for all document types and also for folders if the current user has Edit permission.
Lock Editing – use this action to lock the editing for the document. It is available only for all document types if the current user has Edit permission.
Delete – use this action to delete a document or folder. It is available for all document types and for folders if the current user has Delete permission.
Move – use this action to move a document or folder to another folder or project. It is available for all document types and also for folders if the current user has Move permission.
Copy Folder Structure – use this action to clone the structure of a folder into another folder or project. It is available only for folders if the current user has Create permission.
Previous Versions – use this action to access the previous versions of a document. It is available for all document types if the current user has View permission.
Show in Folder – opens the parent folder of the document or folder. It is available for all document types and also for folders but only in the context of a search result.