Viewing Reference Documents

This task shows you how to view the reference documents attached to an object. These documents can come from your desktop or you can add a document that already exists in the database.

For complete details on reference documents, see Documents and Content.

Before you begin: Access the Properties page of the object where you want to view reference documents.
  1. From the object’s tabs, click Reference Documents.
    The list of reference documents for the object opens.

    It contains the following columns:

    (Locked icon). Shows the number of files locked / number of files checked in. Click any highlighted link in this column to go to the Files page.

    Name. Name of the reference document. This column contains highlighted links. Click on any name in this column to view the Properties page for that object, or click at the end of the row to view the Properties page in a new browser window.

    Title. The title of the document.

    Revision. Indicates the current revision of the document. Click any highlighted link in this column to open the Revisions page.

    Version. Current version of the reference document. Click any highlighted link in this column to open the Versions page.

    Type. Type of document.

    Actions. The following icons represent the actions you can perform on the listed content. You may see only some of these icons, depending on the object type and your access permissions.

    IconNameAction
    SubscriptionTo view and select subscriptions for a document
    DownloadTo download one or more files to your local computer. Browse to the directory or folder you want to contain the file. Multiple files are downloaded in a single zip file.
    Checkout and LockTo check out one or more files to your local computer and lock the files from other users who cannot unlock it. Navigate to the folder or directory you want to contain the file.
    Update FilesTo update a file to its next version.
    Check inTo check in and unlock one or more files.

    Description. Overview of the document’s content.

    State. The current state of the reference document in its life cycle.

  2. Click any of the following from the page Actions menu or page toolbar to work with reference documents.
    OptionDescription
    Create New For details, see Creating Documents.
    Add Existing Add an existing reference document to the list. The Search page opens.
    Download Download one or more files to your local computer. Browse to the directory or folder you want to contain the file. Multiple files are downloaded in a single zip file.
    Checkout Check out one or more files to your local computer and lock the files so other users cannot change it. Navigate to the folder or directory you want to contain the file.
    Remove Remove the relationship between all checked reference documents and the parent object. It does not delete the reference documents from the database.
    Delete Remove all checked reference documents from the list and delete them from the database.
    Note: You can delete a reference document only if you have delete access and the document has no other related objects.