Managing Files

Once you’ve added files to your document library, you can manage them via the Documents and Media UI. To access management actions for a file, select it or click Actions (Actions Button) next to it.

Select the file or click its actions button to access configuration options.

OptionDescription
Checkout/Checkin (Lock / Unlock)Check out or check in the file. When you check out a file, only you can make changes to it. When you check in a file, your edits are published and others can edit the file again. See Managing Document Changes with Checkout for more information.
Delete (Delete)Move the file to the Recycle Bin.
Download (Download)Download the file to your local machine.
Edit (Edit)Edit the file entry. Here you can change the following entry details: the stored file, entry title, file name, description, document type, display page template, tags, categories, expiration date, friendly URL, and related assets. Note that modifying the file increments its version minor.
Edit ImageOpen the image editor. See Editing Images for more information.
Edit Tags (Tags)Edit the tags assigned to the selected file. See Tagging Content and Managing Tags for more information.
Info (Info)After selecting the file, click the Info icon view detailed file information in a side panel. See Info Panel Reference for more information.
Move (Move)Relocate the file to a different folder.
Permissions (Permissions)Manage file permissions for user roles. See Documents and Media Permissions Reference for more information.
Share (Share)Share the file with other users. See Sharing Files for more information.
Tip

Using folders can provide additional organization and file management capabilities, including workflow and permissions. See Using Folders for more information.

Info Panel Reference

In the Info Panel, file information is organized into two tabs: Details and Versions.

Details Tab

The Details tab includes the following information.

FieldDescription
OwnerThe file entry’s owner.
Latest Version URLThe URL for accessing the newest version of the entry’s file.
WebDAV URLThe WebDAV URL for accessing the entry’s file via desktop. See Accessing Documents with WebDAV for more information.
Document TypeThe entry’s document type.
ExtensionThe entry’s file extension.
SizeThe entry’s file size.
ModifiedThe user who last modified the file entry and when it was last modified.
CreatedThe user who created the file entry and when it was created.
Expiration DateWhen the file entry expires.
Review DateWhen the file entry is set for review.
LocationThe folder for the file entry.
RatingsThe file entry’s average user rating.
Automatically Extracted MetadataAny and all metadata automatically extracted from the file. When adding new documents or viewing existing documents, Liferay uses the TIKA library to automatically extract the file’s metadata. The extracted details depend on your file’s type and the metadata written to it. In the case of audio or video files, the media’s duration appears.

Versions Tab

The Versions tab lists all saved versions of the selected file entry. Click Actions (Actions Button) for a version to access the following settings.

OptionDescription
DeletePermanently remove the version from the entry’s history.
DownloadDownload the file for the selected version.
RevertRestore the file entry to the selected version. Reverting to an earlier version creates a new major version.
ViewView the selected version.

See Checking Out and Editing Files for more information about file versions.

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