File Sorting, Searching and Comments

File Sorting

You can sort your files in a number of ways to allow you to see and find files more easily. Files have information displayed in five separate columns as shown in blue lettering at the top of the file listing:

Name: Self-explanatory, this is the name of the file.

Last Modified: The date for which the file was last modified. The Last Modified date is added/updated when a file is: a) first uploaded, b) overwritten by a file of the same name, c) moved to a new location, or d) copied to a new location (the original file will retain its current Last Modified date while the copied file will get a current date).

Modified By: This is the username of the person who last modified the file.

Size: The size of the file in kilobytes (KB), megabytes (MB) or terabytes (TB).

File ID: The File ID applied to the file, if any.

By clicking on any of the column names at the top of the file listing you can sort the files and folders in the current workspace/folder by the information in the column. By clicking the column name a second time you can toggle the sort order between ascending and descending. A small arrow will appear next to the column name to indicate if the information is being sorted in an ascending fashion (up arrow) or descending (down arrow).

Searching

There are two different types of search; "Current Location" and "Advanced Search".

Search Current Location

At the top of the file listing there is a search field labeled with "Search in your current location" with a gray Search button to the right of it. Entering search criteria in this field will search for files only within this location; it will not search within folders or other workspaces. Text entered in this field will search on the following criterial associated with each file:

• File name
• Modified by (username)
• File ID
• Comment text

Just type your search term into the "Search in your current location" field and if any of the above criteria matches your search term, the file(s) will be displayed. A yellow bar will appear above the search results displaying the term you searched on and a "Clear results" link. To clear the search results and show all files again, click the "Clear results" link.

Advanced Search

The Advanced Search will allow you to search for files and folders within any workspace you belong to and any enclosed folders therein. You can search on any of the criteria shown in the screen shot above. You can search on multiple criteria if you like but results will be further constricted with each added criteria, not expanded. For instance, if you search for a file type of "PDF" and File ID of "Job 453", the results will contain files that match BOTH criteria, not either. After doing a search you can either click the "Modify Results" link to change the criteria you're searching for, or "Clear results" to return to the normal file listing.

Comments

Comments can be added to files to share information with other users. In addition to just adding a comment you can select other users of the workspace to receive an email notification about the comments if it's important they see it.

Below each file and folder name is a blue comments icon followed by a number in parentheses. This number represents how many comments have been added to the file. To add a comment, click on the comments icon or number. This will open the Comments window, providing a field in which to write your comment and displaying all of the previously posted comments below, in chronological order. If you wish any member of the workspace to receive an email notification about the comment you're adding, click their name(s) on the right which will highlight them in yellow. If you wish everyone in the workspace to receive a notification, click the Select All link at the bottom of the list. You can also click the Select All link and uncheck certain names by clicking again, if desired. When finished, click the Add Comment button.

NOTE: Once you add a comment you cannot edit or delete it, so be sure to review it before adding. If you need for a comment to be deleted you must contact a site administrator.