The following discussion addresses the most common concerns of users familiar with versions of Perceptive Content before view definitions were available.
- Can I create a view that shows all my documents, folders, and tasks?
- Yes. When you install Perceptive Content, two default views are already in place that do this: All Documents and All Folders. You can modify or remove these views. If you have Records Manager privileges, two additional default views are also already in place: All Records and All Record Folders.You can also modify or remove these views. You cannot create task views. A list of default task views, including All Tasks also appears. You can modify, but not delete this view.
- Can I limit access to a view by user or group?
- Yes. You can allow either users or groups or both to see the contents of a view. You can also selectively grant the ability to save private filters and edit the view definition.
- Can a user have access to more than one view?
- Yes. You can build any number of special-purpose views that together comprise the user's access to content.
- Can I perform numerical and date sorts of items as opposed to alphabetical (string) sorts?
- Yes. When the values are stored in custom properties of the data type you need (number, date, flag, user, or string).
- How do I select a condition when editing a view or filter?
- Click in the vertical bar to the left of the condition row.
- Can a user further limit the number of items displayed in a view?
- Yes. Using either the Search or Quick Search tab. Furthermore, if granted the Filter privilege, the user can save a private filter, along with any additional column formatting that accompanies the filter.
- Can a user display items that don't satisfy the conditions of a view definition?
- No. No user searching technique can display more documents or folders in a view than the view was originally defined to display. The same idea holds true for records and record folders in view, assuming you have Records Manager privileges. However, if you grant view management privileges to a user, the user can then change the view definition to return more or different results.
- What happens if a view includes documents that have drawer or document type values for which the user does not have access privileges?
- Those documents do not appear in any of the views available to the user. Similarly, assuming you have Records Manager privileges, if a view includes records that have files plan or record type values for which the user does not have access privileges, those records do not appear in any of the views available to the user.
- Can I create filters that can be applied by any user who can see the associated view?
- Yes. These are called public filters. You can define them by setting up conditions yourself or by publishing a user's private filter. Any private filter can be viewed and published in = View Designer.
- Does Perceptive Content automatically refresh the view grid whenever a change occurs to any of the items in the view?
- No. Unless the user is adding a document to version control or moving a document to another folder, the user must manually refresh the view or filter or rerun the view by clicking the Go button. The same idea holds true for records and record folders in the view grid, assuming you have Records Manager privileges.
- When I create a variable condition with custom properties in the Constrain By box, I don't see all of the custom properties I created.
- Custom properties with the data types of flag and number cannot be used in a variable condition.
- Can I create or delete a task view?
- No. Default task views are installed with Perceptive Content and cannot be deleted. New task views cannot be created; however, you can modify existing task views and create public filters to narrow the task view results.
- How are workflow views created?
- Perceptive Content automatically creates a view for each queue a user can access. Workflow queue views can be modified in Workflow Designer and workflow managers can create public filters.