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Document Library Improvements

If there is a feature on this list that is important to you, please leave a comment stating so OR vote (thumbs up) for someone else's comment. The more votes a given feature has, the more likely it is to be included.

If you think something is missing please feel free to add it in accordance with the guidelines on the front page.

Community Posts are referenced here... Please put comments/voting on this page...

For a list of Document Management features both implemented and suggested, see the proposal for Dynamic Content Modules

Description #

Tracks suggested improvements to the Document Library by community members and Liferay Inc. Please refer to this post for instructions on how to participate.

PLEASE resist the temptation to add feature requests willy-nilly; let's have a collective sense of ownership over these requirements and make them as clear and convenient as possible. That will increase the likelihood that the feedback contained herein will be absorbed and implemented by the Liferay engineering team and its community. Thanks!

Suggested Improvements - as of 9/2009 (post 5.2) #

  1. Different downloadable formats (guest or public & User)
    1. (post1)
  1. Delete
    1. Document must not be allowed to be deleted if it is referred some where in the portal. It must give a warning that the specified document link is already in use.
    2. Soft delete (move documents to trash without completely deleting)
  2. Search
    1. Full-text search on all document types: MS Office (doc, xls, ppt, docx, xlsx, pptx), OpenOffice (odt, ods, odp), PDF, txt, rtf (do we already have this?)
    2. Meta-data search: author, title, description, abstract, tags, publication date, expiration date
    3. Search n-levels deep (post)
    4. Make Search exclude all documents to which the user doesn't not have access. This includes NOT showing the title of the document. Example you search for yourself in the document repository and you find a document titled "Termination of (your name here)". Just giving away the title can be extremely problematic.
  3. Scalability
    1. Tested scalability to x repository items
    2. Default configuration to SAN mode?
    3. Ability to relocate the document store and/or parts of it to another local or non-local drive via the Control Panel
    4. Upgrade Jackrabbit version?
    5. Consider Day’s CRX drop-in replacement for Jackrabbit?
  4. Features / Capabilities
    1. When clicking the hyperlink 'no' or 'yes' it currently opens the document, instead of the expected behaviour that it locks or unlocks the document (inconsistent user experience).
    2. Besides 'add shortcut' to a single document, also 'add folder shortcut' to include complete folders from other communities. I am searching for a way to use the document library as a single repository from which files can be used in different communities. This is not possible at the moment. The shortcut to folder can help a bit in the intermediate stage, but more fundamentally it should be possible to have a document library which is the 'mother of all document libraries' in an organisational context (otherwise you find yourself duplicating files and folders in each community). -- Is this still applicable considering Liferay 6 now has Global Scope for Documents?
    3. Workflow folders: drop a document into a folder to trigger the start of a custom-designed workflow
    4. OCR component to convert TIFF and other unsearchable files to text
    5. Better / more useful default role definitions?
    6. Custom-definable business rules
    7. Manage user and instance quota disk usage
    8. Send a document by email
  5. View / UI Enhancements
    1. In document history it is not shown which user has updated a new version; this is not workable.
    2. Enhance document upload experience (it’s somewhat unintuitive right now when you upload multiple documents)
    3. Enhance the display of the meta-data in the current default folder view by eliminating columns and treating meta-data with primary and secondary color / font treatment. We can use the Social Office way of doing things or enhance it even more.
    4. Multiple folder views (icon, list, etc.)
    5. Create tree view of document folders
    6. Create customizable “My Home” tree view of document folders that can have shortcuts to folders from multiple communities
    7. Allow use of special characters in the folder and file names.
    8. Allow manual setting of revison number for those who are migrating from another document management system
    9. Allow storage in both file system and database
    10. Different file extensions per Doc Library (post)
  6. Better shared-drive capability
    1. CIFS
  7. Bug Fixes
    1. Eliminate bug where some documents uploaded go missing (post)
  8. Watch on documents (post)
    1. A provision must be given to uploader or admin so that he can watch on who is downloading the document. If a user enable "watch my document" then he will be intimated when other users downloads it.
    2. Provide the capabilities to download all or the current folder with all its documents in a zip file, so that the users can unzip it in any computer and have all the documents in the original structure. Ticket created

Suggested Improvements - Implemented #

  1. In-place editing: click on document, opens in browser or MS Office or OpenOffice, save directly back into repository and increment version. Note: post and post. Implemented in LPS-5214. If you are running IE, clicking on the file will start editing it in MS Office.
  2. CMIS implementation. Though the standard is still in flux, the 0.61 draft has been implemented: LPS-4486
  3. Add 'lock/unlock' function directly in the 'Actions' botton. LPS-6653
  4. Organize WebDAV folder by communities, users, and organizations (currently Organizations needed to be mounted one-by-one) (post) LPS-8986
  5. ImageMagick document previews: much like OS X, have documents auto-generate preview icons. LPS-13145
  6. Ability to point different parts of the Document Store to different logical or physical drives. LPS-13224

Children Pages

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Average (2 Votes)
The average rating is 5.0 stars out of 5.
Threaded Replies Author Date
Folder Shortcuts could be very helpful. S L B September 21, 2009 9:49 AM
"In-place editing" or "Edit online" For MS... Claas Ruschmeyer September 22, 2009 8:51 AM
What about the rest of us who don't use IE? My... Lisa Simpson September 24, 2009 2:29 PM
Let us disuss here:... Claas Ruschmeyer September 25, 2009 1:54 AM
@Claas See... Alexander Chow September 30, 2009 5:11 AM
Allow for an ampersand '&' in the title. Andy Harb October 22, 2009 10:51 AM
Can we have approval for the documents while... satya bhat October 24, 2009 12:14 AM
This is available in Liferay 6 with our new... Bryan Cheung August 4, 2010 7:39 AM
Different Downloadable Formats The Default... Auditya manikanta Vadrevu October 26, 2009 10:44 AM
Disk quota I think it's a really important... Denis Signoretto October 28, 2009 6:48 AM
scoping is critical here. organization-scoped... jeff Leitman January 22, 2010 9:46 AM
vote for "watch my document" feature. ... Auditya manikanta Vadrevu November 4, 2009 11:02 PM
I would have really enjoyed that 5.2 would have... Tomi Savolainen December 4, 2009 1:40 AM
I vote for subscription to folder/files like... Marco Re February 19, 2010 3:27 AM
We are currently working on full CIFS support... Janne Hietala March 2, 2010 2:08 AM
*DROOL* SO I could just attach the document... Lisa Simpson March 3, 2010 10:19 AM
We've done initial step of implementing CIFS.... Janne Hietala March 26, 2010 3:46 AM
I've made post about CIFS implementation here:... Janne Hietala March 26, 2010 4:38 AM
Cross communities view/scope of the portlet : ... equipe web September 29, 2010 6:30 AM
I will be interesting to directly send a... Julien Lafont November 26, 2010 7:22 AM
Point 1 (delete) I : I don't agree with this,... lou cat January 18, 2013 2:09 AM
New feature: it would be nice to have a way to... lou cat January 18, 2013 2:11 AM

Folder Shortcuts could be very helpful.
Posted on 9/21/09 9:49 AM.
"In-place editing" or "Edit online"

For MS Office (XP, 2003 & 2007) and IE it can easily implemented with a ActiveX-control:
- look at­eb-client/source/web/scripts/webdav.js
- extend html/portlet/document_library/edit_file_entry.jsp
- testing... works great with WebDAV and Sharepoint (5.2+)
Posted on 9/22/09 8:51 AM.
What about the rest of us who don't use IE? My full time employment is very Mac-centric with some Linux desktops. My consulting is what ever... Runs the gamut.
Posted on 9/24/09 2:29 PM in reply to Claas Ruschmeyer.
Let us disuss here:­15#_19_message_4064915
Posted on 9/25/09 1:54 AM in reply to Lisa Simpson.
@Claas See
Posted on 9/30/09 5:11 AM in reply to Claas Ruschmeyer.
Allow for an ampersand '&' in the title.
Posted on 10/22/09 10:51 AM.
Can we have approval for the documents while uploading it in document library ? I mean it should be visible to other users once the document is approved by the admin.I am using liferay 5.2.3.
Posted on 10/24/09 12:14 AM.
Different Downloadable Formats

The Default download format must be of same uploaded format but a provision must be given to uploader where he can mention different formats to different groups.­e/4187142#_19_message_4169630
Posted on 10/26/09 10:44 AM.
Disk quota I think it's a really important missing feature.­ge/4064915
Posted on 10/28/09 6:48 AM.
vote for "watch my document" feature.­ge/4231130
Posted on 11/4/09 11:02 PM.
I would have really enjoyed that 5.2 would have had CIFS support for Document Library. Now we have to deal this issue in some other way.
Posted on 12/4/09 1:40 AM.
scoping is critical here. organization-scoped quota and user-scoped quota are two different things, for instance. We need a tool to manage org quotas, but you could easily see where it would be useful to have a tool to allow org admins to manage their user quotas. we are using JCR / Oracle.

Posted on 1/22/10 9:46 AM in reply to Denis Signoretto.
I vote for subscription to folder/files like messageboards categories/messages.
Posted on 2/19/10 3:27 AM.
We are currently working on full CIFS support for Liferay. This will be an additional module, which you can deploy / run on separate server. We currently have working basic authentication and directory listing, browsing and search. I will make form post about CIFS support development shortly on forums.
Posted on 3/2/10 2:08 AM.
*DROOL* SO I could just attach the document library to a Samba share..... That does absolute wonders for the issues with the WebDAV stuff. At least for us, VPN access for the remote users. All that needs to happen is to figure out how to get Liferay to index the document and load it into the right place.
Posted on 3/3/10 10:19 AM in reply to Janne Hietala.
We've done initial step of implementing CIFS. Basically we've done functionality to create shares, configure access to Liferay and how it connects to Liferay. You can create multiple shares with it and configure which folder / liferay instance is connected to each share. Next step is to implement file access / versioning and authentication. We will also release this 0.1 version at the forums after some refactoring.
Posted on 3/26/10 3:46 AM in reply to Lisa Simpson.
I've made post about CIFS implementation here:
Posted on 3/26/10 4:38 AM in reply to Janne Hietala.
This is available in Liferay 6 with our new workflow integration.
Posted on 8/4/10 7:39 AM in reply to satya bhat.
Cross communities view/scope of the portlet :

If I belong to several communities I want to be able to view all documents of all my communities.
Posted on 9/29/10 6:30 AM.
I will be interesting to directly send a document by email.
Posted on 11/26/10 7:22 AM.
Point 1 (delete) I : I don't agree with this, if I have a document in many different places and communities and I need to delete it from everywhere, the easiest way is to delete it from the Document Library and not have it shown anywhere. A Warning is OK, but then I want to be able to do it.

Point 4-II : I'd like to understand this "global" scope as well, because it doesn't seem to work well as a global repository for the whole portal.
Also I probably didn't understand the use of shortcuts... maybe this would fill my need?
Posted on 1/18/13 2:09 AM.
New feature: it would be nice to have a way to trigger (automatically or with a "button") a mail to all the organization members when a document has been uploaded.
Posted on 1/18/13 2:11 AM.