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 () next to it.

Option	Description
Checkout/Checkin ( / )	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.
Copy To ()	Liferay DXP 2023.Q3/Portal 7.4 GA92+ Duplicate folders and documents within Documents and Media by selecting a new location using the item selector modal. Categories, tags, ratings, and document types are copied if they exist in both the source and destination sites. Document type fields appear empty if not matched. Copying from external repositories (e.g., SharePoint and Google Drive) is not supported.
Delete ()	Move the file to the Recycle Bin.
Download ()	Download the file to your local machine.
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 Image	Open the image editor. See Editing Images for more information.
Edit Tags ()	Edit the tags assigned to the selected file. See Tagging Content and Managing Tags for more information.
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 ()	Relocate the file to a different folder.
Permissions ()	Manage file permissions for user roles. See Documents and Media Permissions Reference for more information.
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.

Field	Description
Owner	The file entry’s owner.
Latest Version URL	The URL for accessing the newest version of the entry’s file.
WebDAV URL	The WebDAV URL for accessing the entry’s file via desktop. See Accessing Documents with WebDAV for more information.
Document Type	The entry’s document type.
Extension	The entry’s file extension.
Size	The entry’s file size.
Modified	The user who last modified the file entry and when it was last modified.
Created	The user who created the file entry and when it was created.
Expiration Date	When the file entry expires.
Review Date	When the file entry is set for review.
Location	The folder for the file entry.
Ratings	The file entry’s average user rating.
Automatically Extracted Metadata	Any 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 () for a version to access the following settings.

Option	Description
Delete	Permanently remove the version from the entry’s history.
Download	Download the file for the selected version.
Revert	Restore the file entry to the selected version. Reverting to an earlier version creates a new major version.
View	View the selected version.

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

Searching, Filtering, and Sorting Documents and Media

Liferay DXP 2023.Q2+

The Documents and Media application displays a list of available items. The search, filter, and sort options help you locate and review documents and media more efficiently.

In the search bar, enter keywords or phrases to find documents or media. By default, the search includes all fields (e.g., title, description, tags, categories, and content).

Filtering by Navigation

Refine search results further by applying filters (e.g., Type, Categories, or Tags). After performing a search, you can filter results to display only specific types of items, such as images or documents within a specific category.

Filters apply to the documents and media you have permission to view, including those stored inside folders, ensuring comprehensive results.

Filter Option	Description
All	Displays all documents and media.
Recent	Displays documents and media created by the logged-in user, ordered by creation date. The order by option is unavailable with this filter.
Mine	Displays documents and media created by the logged-in user.
Categories	Filters documents and media by categories.
Type	Filters documents and media by document type (i.e., Basic Document, Google Drive™ Shortcut, or External Video Shortcut).
Extension	Filters documents and media by file extension.
Tags	Filters documents and media by assigned tags.

Tip

To clear a filter, click the X next to it. To clear all filters and parameters, click Clear.

Ordering by

Sort the search results based on the selected criteria. These options can be applied after filtering to organize the results.

Filter Option	Description
Size	Sorts documents and media by size.
Downloads	Sorts documents and media by the number of downloads.
Modified Date	Sorts documents and media by the last modification date.
Create Date	Sorts documents and media by creation date.
Name	Sorts documents and media alphabetically.
Ascending	Sorts the applied filter’s result in ascending order.
Descending	Sorts the applied filter’s result in descending order.

Related Topics

• Documents and Media
• Uploading Files
• Documents and Media UI Reference