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About Saved Views in the Document Management Tool

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 LImited Release (Beta)
The Document Management tool is currently in a Limited Release (Beta). It is not yet available for Procore accounts in the United States. For more information, please reach out to your Procore point of contact.

Background

A saved view in the Document Management tool is a custom view that's created to visually organise and easily access documents while maintaining a single source of truth. Saved views can be created for common document types, such as drawings and models or for specific documents that you want project teams to easily reference. 

Saved views are separated into Project Views (created by Admins for everyone in the project) and My Views (personal views that you created and are only visible to you). Unlike traditional folders, saved views automatically show relevant documents based on applied filters and document permissions.

pdm-saved-views-panel.png

Things to Consider

  • New projects automatically include Procore default saved views called 'Drawings' and 'Specifications'. These saved views can be edited to include different filters, but can't be renamed or deleted. See Why can't I edit or delete certain saved views in the Document Management tool?
  • A personal saved view (with 'Me' selected as the access level) can only be seen by the individual who created it. 
  • Project saved views ('Everyone in the Project' access level) can't be changed to a personal view later. However, if you have 'Admin' permission to the tool, you can change a personal saved view to a project view later. See Edit a Saved View in the Document Management Tool.

Create and Manage Saved Views

See steps for the following:

Create a Saved View

  1. Navigate to the project's Document Management tool.
  2. Make sure you're on the All Documents tab.
    Note: If the Saved View panels is hidden, click the Show Saved Views icon-show-saved-views.png icon at the top of the table. 
  3. Use the Filters menu to adjust which documents show in the saved view. See Search for and Filter Documents.
    Note: You must select at least one filter to create a new saved view with. 
  4. When you're ready to create the saved view, click Create.
    create-saved-view.png
     
  5. Fill in the following information:
    Fields with an asterisk (*) are required. 
    • Name*: Enter a name for the saved view. This name will show in the Saved Views list.
    • Description: Enter a description for the saved view.
    • Icon: Select an icon to show next to the name of the saved view. 
    • View Access: Select an access option for the saved view.
      Note: Only users with 'Admin' permissions to the Document Management tool can create views for everyone in the project. 
      • To create a personal saved view that only you can see, select Me.
      • To create a saved view that everyone on the project can see, select Everyone in the Project.
  6. Click Save. 
    The new saved view is added to the Saved Views panel. Click the name of the saved view at any time to view the filtered list of documents.

 

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Edit a Saved View

Update Table Settings

Follow the steps below if you want to make changes to the documents that show in the saved view.

  1. Click the name of the saved view.
  2. Add or remove filters as necessary to change which documents show in the view. See Search for and Filter Documents.
    After a change is made, the view returns to an 'Unsaved View' at the top of the 'Saved Views' panel. 
  3. Click the vertical ellipsis icon-ellipsis-vertical.png icon next to the saved view name you want to apply the changes to.
  4. Click Update with current table settings.
    pdm-update-table-settings.png
    The changes are automatically applied to the view.

Rename or edit Details

Follow the steps below if you want to make changes to name, description or icon for the saved view. You can also change your personal view to a project view if you have 'Admin' permissions to the Document Management tool. 

  1. In the 'Saved Views' section, click the vertical ellipsis icon-ellipsis-vertical.png icon next to the saved view you want to edit details for.
  2. Click Edit details. 
    pdm-edit-details-saved-view.png
    This opens the Update Saved View window.
  3. Update the Name, Description and Icon fields as necessary. 
    Note: If you have 'Admin' permissions to the Document Management tool, you can choose to change your personal saved view to a project saved view by selecting 'Everyone in this Project' in the View Access field. However, project views can't be changed back to personal views. 
  4. Click Save. 

 

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Delete a Saved View

  1. Navigate to the project's Document Management tool.
  2. Make sure you're on the All Documents tab. 
  3. In the Saved Views panel, find the view that you want to delete. 
    Note: If the Saved View panels is hidden, click the Show Saved Views icon-show-saved-views.png icon at the top of the table. 
  4. Click the vertical ellipsis icon-ellipsis-vertical.png icon next to the saved view name and click Delete. 
    pdm-delete-a-saved-view.png
  5. To confirm that you want to permanently remove the saved view, click Delete. 
    The view is removed from the list of saved views. 

 

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