Shared Documents allow you to create folders and subfolders and upload documents (brochures, marketing materials, detail designs and so on), replacing the need for FTP. You can secure folders so that only certain people can have access to certain folders. Folders can be private or public, company-wide or project-specific. Teams can check documents in and out to ensure the documents are not accidentally overwritten.

To open the Shared Documents screen, click Shared Documents on the main QAComplete toolbar.

Navigate through shared documents

To navigate through the available shared documents, use the navigation panel on the left.

Shared Documents: The left navigation panel

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Click Recent Items to display a list of the items that have been changed lately. Click an item in the list to go to the corresponding Edit form and edit the item's properties.

Shared Documents: The Recent Items button and tree structure

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You can also use the pagination buttons at the bottom to quickly switch between the list pages.

To specify the number of items to display, select the value you need in the Items to show drop-down list.

You can organize your shared documents in any way you need. For example, you may consider organizing them by software releases, documentation themes and so on.

Note:

To learn more about groups, folders and organizing items, see Navigation, Folders and Grouping.

Search in Shared Documents

To search for a specific document, you can:

Search for a shared document field value using the Find dialog
Select a predefined filter from the Filter drop-down list
Create a new filter by clicking Filters

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drop-down list

To learn about the filtering and search functionality in QAComplete, see the Search and Filters section.

Additional actions

Click Actions to perform various actions on the Shared Documents screen:

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To learn more about each available option, see Tools (Actions) Menu.

Click the icons in the Actions column to perform various actions against a shared document:

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To edit a shared document, click Edit this record. The Edit form will open.
To download a shared document, click Download this file.
To check out a shared document, click the Lock icon.

Checking out a file allows you to prevent others from overwriting the file while you have it checked out. It still allows others to download and view the file.

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Shared documents reference

This section describes the fields and drop-down lists available on the Edit Shared Document form. You can use them to describe your shared document.

Note:

For some options in the table below, the possible values are determined by choice lists. These options are marked with an asterisk (*). To manage choice lists for your project, go to Shared Documents > Actions > Manage Choice Lists.

Option

Description

Date Created

The date and time the shared document was created.

Note: