View And Edit Document Properties

Document properties are the information that is shown in Portal about a document. The information is stored in Portal (metadata), not in the document itself. Document properties are visible to all project members. Editing the properties is permitted only under the conditions listed below. Properties can be either standard properties built into Portal as described in Standard property descriptions or custom properties created by a Portal tenant administrator as described in Creating and editing properties.

Learn how to import document properties or export document properties.

To view the properties of a document:

1. Open the list of documents as described in Finding documents.
2. Click the leftmost property column (not the selection checkbox) or double-click the document for which you want to view its properties. The Properties page of the document slides into view from the right side of the page.

To open the Properties page of a document in a new browser tab:

1. Open the list of documents as described in Finding documents.
2. Press and hold down the Ctrl key while you click the leftmost property column (not the selection checkbox) of the document for which you want to view its properties. The Properties page of the document opens in a new browser tab. You may do this on either the Documents page or when viewing properties in the slider described above.

To edit the properties of a single document:

1. Open the list of documents as described in Finding documents.
2. View the Properties page of the document as described in the preceding task.
3. In the Properties toolbar, click Edit. The property fields become editable.
4. To change the document type of the current document, select a different document type from the drop-down list at the top of the page.
5. Type values in the text boxes or select values from drop-down lists. Required properties are indicated by this icon . If you edit a property that is part of a hierarchical lookup property set, the other properties in the set are reset to their default value for the combination of parent properties.
6. When you are finished editing, click Save. Your changes are saved, the minor version number of the document is incremented, and your action is appended to the History log.

To edit the properties of multiple documents at one time:

1. Add the documents to the clipboard as described in Adding documents to the clipboard.
2. View the clipboard as described in Viewing the clipboard.
3. In the toolbar, click Metadata and then click Edit on the menu that appears. The page refreshes to show the properties of the documents of the same document type in a spreadsheet-like table.
4. Select a different document type from the drop-down list at the top of the page. The table refreshes to show the documents of the selected document type.
5. Type values in the text boxes or select values from drop-down lists that you want to apply to all of the documents of the selected document type.
6. When you are finished editing, click Save. Your changes are saved, the minor version number of the document is incremented, and your action is appended to the History log.