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Version: 7.3

SharePoint archive

Introduction​

The SharePoint archive entity allows you to browse archived SharePoint files, view their properties and previous versions, search within the current folder, preview files, and perform actions such as downloading, sharing, and attaching files to emails.

SharePoint archive list view​

When viewing a SharePoint archive entity, the following properties are displayed:

  1. Flag (primary icon) – indicates inactive items.
  2. Item preview.
  3. File name/title.
  4. File size.
  5. Folder/path of the file.
  6. Date of the last modification of the file.
  7. If the file has versions, a version icon is displayed next to the primary icon.

Select items​

You can select one or multiple items from the list. When one or more items are selected, a toolbar appears with the following actions:

  • Share – Shares the selected file(s) from the archive.
  • Attach to email – Attaches the selected item(s) to a new email and sends them to the recipients as attachments.
  • Cancel – Cancels the operation and removes the selection from the item(s).

Search within the SharePoint archive entity​

The Search function is also available within entities, but it is more limited than the Search page.

Click the search textbox to filter files from the current folder. Both full-text search and property search are supported, but all queries must be entered manually.

If search suggestions and hit highlighting are enabled in Central Administration, keywords are highlighted and search suggestions are displayed while typing. For more information, see the System chapter in the contentACCESS manual.

View file details and versions​

Click a file to open its detailed view.

The available properties depend on the file format and its modification. Previous versions can also be viewed and downloaded from the Version list by clicking the item's title.

Preview files​

If the Preview service is enabled in Central Administration, the file preview can be opened through the document icon. For more information, see Item list and item preview.

Click the document icon or select Open from the context menu to open the item's preview in a new browser window.

If you open the preview for the first time after the login session has expired, the login page is displayed first.

From the preview, you can:

  • Download the document as the original file or as a PDF.
  • Print the item.
  • View limited file information, including the file name and size.

If the file has been shared, a Sharing ribbon appears at the bottom of the page. For more information, see the Share page.

File context menu​

The context menu of a file provides the following actions:

  • Open – Opens the document in the browser through the Preview service.
  • Attach to email – Attaches the file whose preview is open to a new email and sends it as an attachment.
  • Download – Downloads the item to the local machine.
  • Share – Shares the file whose preview is open from the context menu. For more information, see the Share page.