Documentation

Documents and Media UI Reference

The Documents and Media application is used to store, view, and manage files for your Liferay DXP instance. It’s available in all Sites and can be enabled for Asset Libraries.

To access Documents and Media in a Site, open the Site Menu (Site Menu) and go to Content & DataDocuments and Media.

Click on Documents and Media under Content & Data in the Site Menu.

To access Documents and Media in an Asset Library, navigate to any Library where it’s enabled, and click on Documents and Media.

Click on Documents and Media in the Asset Library.

The Documents and Media application has three main tabs: Documents and Media, Document Types, and Metadata Sets.

You can access additional settings by clicking on the Actions button (Actions Button) in the Application Bar.

Note

The Documents and Media UI is the same for Asset Libraries and Sites.

Documents and Media Tab

The Documents and Media tab provides access to the application's primary features.

The Documents and Media tab provides access to the application’s primary features. Here you can view, search, add, and manage all digital assets, folders, and connected repositories.

Note

The Home folder serves as the root folder for the Documents and Media application.

Click the Add button (Add Button) to access these actions: File Upload, Multiple Files Upload, Folder, Repository, Shortcut, External Video Shortcut. See Creating Folders and Uploading Files for more information.

Click the Add button to create a new folder or digital asset.

If you’ve created any custom Document Types, they are listed here as available options.

Click the Actions button (Actions Button) for any file or folder to download, edit, move, or remove it. You can also Checkout or Checkin files to create file versions.

Document Types Tab

Create custom templates for file uploads in the Document Types tab.

Here you can create and manage custom templates used for adding new files to Documents and Media. These templates are created using metadata fields and provide additional, searchable information for uploaded files.

To compose a new Document Type, drag and drop configurable metadata fields into the drop zone. You can also add a description, include custom Metadata Sets, and manage permissions.

Create and configure custom Document Types.

Once created, you can use a template to add new digital assets in the Documents and Media tab. See Defining Document Types for more information.

Metadata Sets Tab

Create custom groups of data fields in the Metadata Sets tab.

Here you can define reusable groups of metadata fields that can be added to custom Document Types. These Metadata Sets are composed in the same way as Document Types, by dragging and dropping metadata fields into the designated drop zone.

Use fields to create reusable Metadata Sets.

Once created, Metadata Sets can be added to custom Document Types. See Defining Metadata Sets for more information.

Application Bar Settings

Access these Documents and Media settings in the Application Bar.

You can access the following Documents and Media settings in the Application Bar.

Access from Desktop

Generate a WebDAV URL for accessing Documents and Media resources in your file explorer.

Generate the WebDAV URL.

Edit

Enable or disable Workflow for all Document Types. To learn more about Workflows in general, see Introduction to Workflow.

Select a Workflow definition.

Home Folder Permissions

Manage permissions for the Documents and Media Home folder. To learn more about permissions in general, see Understanding Roles and Permissions.

Manage Permissions for the Documents and Media Home folder.

Export/Import

Initiate Export or Import operations for Documents and Media content. Content is exported as an LAR (Liferay Archive) file. You can also view current and previous exports.

Initiate Export or Import operations for Documents and Media.

Configuration

Configure email notifications for Documents and Media. When configuring email notifications, you can use default placeholders for parsing information (e.g., [$COMPANY_ID$], [$DOCUMENT_TYPE$], [$TO_NAME$]). Available placeholders appear in each tab under Definition of Terms.

Note

Using email notifications requires a connected mail server. See Configuring Mail <../../installation-and-upgrades/setting-up-liferay/configuring-mail.md>_ for more information.

Email From Tab: Enter a name and email address to use for the email’s sender.

Enter a name and email address for the sender.

Document Added Email: Enable/Disable email notifications for when documents are added, and compose the email used.

Compose the email sent when a document is added.

Document Updated Email: Enable/Disable email notifications for when existing documents are updated, and compose the email used.

Compose the email sent when existing documents are updated.