How to Manage Documents in Displayr

The Documents page contains a list of all the documents in your account. You can view and manage the documents on this page. Users without administrator access will only be able to see documents that they have permission to access.

Documents landing page
Create a new blank document or folder
Edit a document
Additional options
Folder Settings
Document Settings
View and restore deleted documents

Requirements

A Displayr account

Method

To access the Documents page, log in to your Displayr account, or, if you are already in a Displayr document, click the Displayr button in the top left corner.

Documents landing page

The Documents page contains a list of your Displayr documents and Office/PDF files that have been uploaded. You can organize your documents and files in Folders.

On the Documents page, you can view, filter, and sort documents by specific criteria, including Name, Last Modified (date), Last Modified By (person), Published (last published date), Created (date), Created By (person), and Last Accessed (date).

Create a new blank document or folder

On the Documents page, select New > Document or New > Folder.

If you have a professional license, you can also access the New > Upload button. It's possible to create a new document by uploading a document saved as a QPack by using the New > Upload > QPack button. Additionally, you can also select Office or PDF to upload a Microsoft Office or a PDF document.

Note: When you create a folder in the Displayr Cloud Drive, this will also appear in your Documents page, so you can similarly organize your documents and corresponding files.

Edit a document

To edit a document, click on the name of the document in the list.

Additional options

When hovering over a folder or document, additional options are available when clicking on the ellipses on the right.

For folders, this will reveal the additional folder options:

Rename - rename the folder.
Move - allows you to move a folder into another folder. A dialog appears that allows you to select which Folder to move the selected folder to.
Settings - takes you to the folder settings to set which user groups should have access to the folder and everything stored within it. Folder-level AI settings can also be found here. Right-click and select to open the Settings in a new tab. Only Administrators will be able to view this option.
New folder - creates a new folder within the selected folder.
New document - creates a new blank document within the selected folder.
Upload QPack - brings up the upload dialog, which allows you to select a QPack file to upload to the selected folder. This is only available to users with Professional licenses. Note: Documents that are created from QPacks use default User Group permissions and not the user permissions from the original document.
Upload Office/PDF - uploads a Microsoft Office/PDF document to the selected folder.
Delete - delete the folder and all documents contained in the folder. Note: If you delete a folder, you also delete all the documents inside it. Deleted folders can be restored for 30 days. See also View and restore deleted documents.

When you hover over a document and click on the ellipses on the right, the following document options appear:

Rename - rename the document.
Move - allows you to move a document into a folder. A dialog opens that allows you to select which Folder to move the document to.
Duplicate - create a copy of the document. This makes a carbon copy of your document (retaining Schedules and User Permissions), except it doesn't include Comments.
Open in View Mode - this option will appear only if the document has been published. When clicked, it will open the published document (dashboard) in a new tab.
Settings - this option allows you to specify settings for an individual document (see Document Settings below for more details). Right-click and select to open the Settings in a new tab.
Delete - select this option to delete the document or folder from your account. See also View and restore deleted documents.

You can Move or Delete multiple documents or folders by first selecting the documents you want to modify. To select multiple documents or folders, tick the checkbox to the left of the document or folder's name:
multi select.png

To select multiple documents at a time:

Tick the checkbox to the left of the first document's name.
Hold down the Shift key on your keyboard.
Tick the checkbox to the left of the last document's name.

To select all documents on the Documents page, tick the box at the top of the page, to the left of the Name column.

Folder Settings

The following settings are available to Administrators for each folder :

Access and Displayr AI - Specify which User Groups have access to view and edit the folder and its contents, and whether Displayr AI is available for documents in this folder.
- Configure access to the folder - Manage who can create, edit, and view documents in this folder, and whether Displayr AI is available. Document settings can expand access but cannot override folder permissions.
- Inherit account from the parent folder - Use the parent folder's access and Displayr AI settings. Changes made to the parent will automatically apply to this folder. Only visible outside of the Home folder.
- Use account settings - Account settings will determine who can create, edit, and view new documents in this folder, and whether Displayr AI is available. These defaults can be overridden in document settings.
Users with Access - this section lists all of the individual users alongside their account permission level.
- Note: the Home folder defaults to setting Create, edit, and view to include the Administrators and Create/Edit Documents groups, and View only includes the View Documents group.
Use Displayr AI in this folder - When enabled, documents in this folder can use AI features. This option is only available when Configure this folder is selected. See Opting In or Out of Displayr AI for more details.

See How to Manage User Groups and Permissions in Displayr and How to Give Groups of Users Access to a Document for more details.

Document Settings

The following settings are available for each document:

Properties - this section contains the following options:
- Change the Name of the document, specify a contact person, a date, and document notes.
- Specify how long your document will stay open on the server after you stop interacting with it. This is a useful feature to ensure your server time is not wasted.
- Your secret document API key is also shown here. See here for more information on using the Displayr API.
Access -
- Specify which User Groups have access to view and edit the document.
- Set Page-based access. See How to Control Who Can View Pages in Your Document.
Version History - this section lists historical versions of the document. Displayr auto-saves a new version of your document every 10 minutes during editing, as well as every time you publish or republish the document. Note that each version is kept for 24 hours. Eventually, this will gradually be thinned until 48 weeks, at which time only one version per 4-week period will be retained. If you wish to keep a particular version indefinitely, you can download the document using the Download as QPack link.
- You can also download a copy of an older version of a document by clicking the Download as QPack link next to that version. This file is called a QPack (named for its use as a file type in Displayr's desktop sister product, Q). You can revert to an older version of your document by clicking the Use this version link next to any version. This is helpful if you make a mistake when updating data, combining data sets, etc., and need to reset your document to an earlier version.
- To replace the document with the contents of a QPack, use the + Upload New Version button. This is mainly intended for Q users who may open and edit the file in Q and wish to then load the file back into Displayr.
Users with Access - this section lists all of the individual users alongside their account permission level (administrator, create/edit documents, or view documents). See here for more details on setting up user and group permissions.
Other - this section contains miscellaneous technical information about your document.

View and restore deleted documents

Deleted documents are retained for 30 days. To view and restore deleted documents:

Click Recently deleted documents at the top of the Documents page.
To restore a deleted document, tick the box next to the document's name (you can select multiple at a time), and click Restore. The document will appear on the Documents page. If a document with the same name already exists, the restored document will be renamed to 'Document Name (2)'.
To permanently delete a document, tick the box next to the document's name (you can select multiple at a time), and click Permanently Delete.

Alternatively, you can click on the ellipses that appear to the far right on the document's line and select to either Restore or Permanently Delete.