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All Items

Contents

  1. 1 Introduction to All items
  2. 2 Viewing proof information
  3. 3 Working with items from the All items list
  4. 4 Using the header menu


Introduction to All items

The All items page allows you to see and work with all of your proofs and files in one place! You can do the following on this page:
To display the All items page, click the link in the Sidebar. 
 

Viewing proof information

There are a number of different ways to view your proofs and files on the All items page:
On the All items page, just as on other list pages such as the Folder Details page or the Trash page, you can select the page view to display the item images and names as you want to see them on the All items page.

Standard views

The following standard views are available for you to select:
  • All items - this view includes ALL proofs and files that you have permission to see. It is the default when you open the All items page.
  • Active proofs - this view shows all active (not archived) proofs that you have permission to see
  • Locked proofs - this view shows only locked proofs
  • Archived proofs - this view shows only archived proofs (see Archiving proofs)
  • My Proofs - this view shows only proofs for which you are the owner
  • Proofs to Review - this view shows only proofs on which you are a reviewer
  • Late proofs - this view shows only proofs for which the deadline has passed
  • Files - this view shows only files
In each of these views, the following columns will be included:
  • Proof image
  • Proof name - name of the proof or file
  • Progress - S=Sent, O=Opened, C=Comment, D=Decision (see Progress Bar)
  • Status - Pending, Changes required, Approved
  • Decisions - number of decisions made and number required
  • Owner - name of the person who owns the proof
 
 
To select a different standard view of proofs and files, click the Views drop down menu. 
 
 
Note: If you navigate away from the All items page and return to it later in the same session, your last view of the All items page will be displayed, e.g. My Proofs. To change the view, simply choose the desired view from the Views drop down menu.

Custom views

You can create a custom view by clicking the New view link to the right of the Views drop down menu. By creating your own custom view, you can decide which details you want to be included in your view! You can open your view from the My custom views section that is displayed at the bottom of the Views drop down menu when you have custom views.
 
 
 
  

Using filters

You can filter your view also! To apply a filter, click the Show filters link at the top of the page.
 
 
The following filter categories will appear, each with a drop down menu to select your preferred value for that category. The default value for each category is All.  (Notice that Hide filters has replaced the Show filters link at the top of the page.)
  • Owner
  • Recipient
  • Folder
  • State
  • Status
  • Archived
When you select values from Filter categories, the effect is immediate and cumulative. For example, perhaps you want to view only Approved proofs that belong to you. The example used here happens to start out with only three proofs, as shown in the above image:
  •  If you first select Approved from the Status drop down menu, only the proofs with that status appear in the list, and the Results field shows the number of proofs that have that value - in this case, two of the three proofs.  
  •  If you then select Me from the Owner drop down menu, only your own proofs with a Status of Approved appear in the list - in this case, one proof, where you are the owner (User A).
 
 
Note: The Filter values you select remain in effect until you change them. If you want to see and access the full All items list again, you MUST change all the filter values back to the default, All. If you hide the filters by clicking Hide filters or the cross icon without making those changes, just click Show filters again and change all the filter values to All. The Filter fields will automatically disappear. 

Sorting items

When you create a new proof (or version) or upload a new file, it is automatically added to the top of your All items list, and the oldest item is at the bottom of the list. (The details page for each item shows when it was created or updated; see Proof Details and File Details.)
 
To view the list in a different sort order, click one of the column headings in the list - Proof name, Progress, Status, Decisions, or Owner. For example, if you want to see the proofs/files in alphabetical order, click the Proof name heading once to sort the list by name in ascending order (A - Z).
 
 
Click the Proof name heading again to reverse the order and display the items in descending order (Z - A).
 
 
Note: Changes that you make to the sort order of the items last ONLY while you remain on the All items page. If you navigate away from the All items page and return to it later, the items are listed again in the default reverse chronological order. 

Viewing a proof summary

To view more detailed information about a proof from the All items list, click the plus (+) sign to the left of the proof image. When this icon is clicked, the plus sign changes to a minus (-) sign and the Proof summary is displayed below the basic information about the proof. The Progress bar is displayed for the Proof summary, Stage, and all individual reviewers on the proof.
 
The Proof summary shows:
  • Proof summary - indicates the overall status of the proof
  • Stage - indicates the proof deadline and number of decisions made and required
  • Reviewers - the name, role and progress of each reviewer will be listed
  • Versions - states the version of the proof being viewed and the total number of revisions available
  • Folder - folder in which the proof is located
  • State - Active, Locked, Draft, or Submitted
 
 
If you have edit rights on the proof, you can access the Stage actions menu by clicking the arrow to the right of the stage. The actions menu gives you the following options:
 
 
 
If you have edit rights on the proof, you will be able to remind individual reviewers by clicking the arrow to the right of their name and choosing Remind. Also see Reminders.
 
 

Working with items from the All items list

This section shows the following:

Opening a proof from the list

To open a proof from the All items list, click the Proof name. The proof page will appear where you'll be able to make comments and decisions (depending on your role on the proof and your account profile). 
 

Moving an item to a folder

You can move proofs and files to specific folders from the All items page. This can be done as follows:
  1. Open the folder tree in the sidebar by clicking the arrow to the left of My Folders.
  2. Click the move icon (crossed arrows) to the left of the relevant item and drag your cursor until the item name appears.
  3. Without releasing your mouse button, drag and drop the move icon into the relevant folder in the sidebar. The folder name will be highlighted as you approach it.
  4. After you move the proof, the folder location is displayed in the Proof summary and in the breadcrumb trail above the Proof Details page or the File Details page.
 
 
 
 
Note: You can move only items for which you have edit rights. (No move icon will be displayed in the All items list for a proof or file if you do not have edit rights.)
 
If you want to move multiple items to a folder, you can do so as follows:
  • Select the tick boxes to the left of the relevant items
  • Click Move to in the header menu and choose the relevant folder 

 

Using the actions menu

All proofs and files have their own actions menu.
 
To open a proof's action menu, click the arrow to the right of the relevant proof. The actions menu contains the following options:
NB: The options available will depend on your role on the proof and your account profile.
 
 
 
To open a file's action menu, click the arrow to the right of the relevant file. The actions menu contains the following options:
 
 

Using the header menu

You can use the header menu to manage your proofs and files from the All items page. Simply select the tick box of the relevant item(s) and choose the action required from the options in the header menu.
 
See the following: