Document Library Management¶

The Document Library is your centralized repository for all uploaded documents. It provides comprehensive tools for viewing, organizing, searching, and managing your document collection.

Library Interface¶

Main View Components¶

The document library interface includes: - Document List: Grid or list view of all documents - Search Bar: Quick search across all documents - Filters Panel: Refine document display - Action Buttons: Upload, delete, group management - Status Indicators: Processing status for each document

Document Display¶

Each document card shows: - Title: Extracted or filename-based title - Authors: If available in metadata - Year: Publication year if detected - Status Badge: Processing state - File Type Icon: PDF, Word, or Markdown - Actions Menu: View, download, delete options

Viewing Documents¶

Document Grid View¶

- Visual Layout: Card-based display - Quick Preview: Hover for summary - Batch Selection: Click to select multiple - Sorting Options: Name, date, status - Pagination: Navigate through large collections

List View¶

Alternative compact display: - Tabular Format: More documents visible - Sortable Columns: Click headers to sort - Quick Actions: Inline buttons - Bulk Operations: Select all/none - Export List: Download document list

Filtering Documents¶

Available Filters¶

Filter your library by: - Status: Processing, completed, failed - File Type: PDF, Word, Markdown - Date Range: Upload or creation date - Document Groups: Associated collections - Authors: Filter by author name - Year: Publication year - Custom Tags: User-defined categories

Filter Combinations¶

• AND Logic: All filters must match
• Quick Clear: Reset all filters button
• Save Filters: Store filter presets
• Filter Count: Shows matching documents

Search Functionality¶

Quick Search¶

The search bar provides: - Instant Results: As you type - Title Search: Matches document titles - Author Search: Find by author names - Content Preview: Shows matching text - Search History: Recent searches

Advanced Search¶

Access advanced options: - Full Text: Search document content - Metadata Only: Search titles/authors - Boolean Operators: AND, OR, NOT - Wildcards: * for partial matches - Date Ranges: Within specific periods

Document Actions¶

Individual Actions¶

For each document: - View: Open document details - Download: Get original file - Delete: Remove from library - Edit Metadata: Update title, authors - Add to Group: Organize into collections - Share: Generate shareable link

Bulk Operations¶

Select multiple documents to: - Batch Delete: Remove selected - Group Assignment: Add all to group - Export Metadata: Download document list - Batch Download: ZIP archive - Change Status: Mark for reprocessing

Document Details¶

Metadata View¶

Click a document to see: - Full Title: Complete document title - Authors List: All identified authors - Abstract: Summary or excerpt - Keywords: Extracted key terms - File Information: Size, type, hash - Processing Details: Timestamps, status

Content Preview¶

• Text Extract: First few paragraphs
• Key Passages: Important sections
• Table of Contents: For structured documents
• Citations: Referenced sources
• Related Documents: Similar in library

Status Management¶

Processing States¶

Documents show status as: - Uploading: Transfer in progress - Queued: Waiting to process - Processing: Being analyzed - Completed: Ready for use - Failed: Error occurred - Reprocessing: Being updated

Status Actions¶

Based on status: - Processing: View progress - Completed: Full functionality - Failed: See error, retry - Queued: View position - Reprocessing: Cancel if needed

Organization Features¶

Sorting Options¶

Organize library by: - Title: Alphabetical order - Date Added: Most recent first - Date Modified: Last updated - Author: Alphabetical by author - Status: Group by processing state - File Size: Largest/smallest first

View Preferences¶

Customize display: - Items per Page: 10, 25, 50, 100 - Display Mode: Grid or list - Show Previews: Toggle summaries - Compact Mode: Minimal spacing - Dark Mode: Theme preference

Performance Features¶

Lazy Loading¶

• Progressive Loading: Documents load as needed
• Infinite Scroll: Optional continuous loading
• Thumbnail Caching: Fast image display
• Metadata Preload: Quick information access

Search Optimization¶

• Indexed Search: Fast title/author lookup
• Cached Results: Recent searches saved
• Incremental Search: Results update live
• Search Suggestions: Common queries

Library Statistics¶

Collection Metrics¶

View statistics about: - Total Documents: Count and size - By Type: PDF, Word, Markdown counts - By Status: Processing breakdown - Storage Used: Disk space consumed - Average Size: Per document type

Usage Analytics¶

Track library usage: - Most Accessed: Frequently viewed - Recent Additions: Latest uploads - Search Frequency: Popular queries - Group Distribution: Documents per group

Maintenance Tools¶

Library Cleanup¶

Tools for maintenance: - Find Duplicates: Identify same content - Orphaned Files: Documents without groups - Failed Processing: Retry or remove - Storage Optimization: Compress old files - Metadata Refresh: Update all metadata

Backup and Export¶

• Export Library: Download all metadata
• Backup Documents: Create archive
• Migration Tools: Move to new system
• Version History: Track changes

Keyboard Shortcuts¶

Navigation¶

• / : Focus search bar
• g d: Go to documents
• g g: Go to groups
• Escape: Clear selection

Selection¶

• Ctrl/Cmd+A: Select all
• Ctrl/Cmd+Click: Multi-select
• Shift+Click: Range select
• Space: Toggle selection

Actions¶

• Delete: Remove selected
• Enter: Open document
• d: Download
• e: Edit metadata

Best Practices¶

Library Organization¶

1. Regular Cleanup: Remove unused documents
2. Consistent Naming: Use clear titles
3. Group Usage: Organize by project
4. Tag System: Apply consistent tags
5. Archive Old: Move completed projects

Search Efficiency¶

1. Use Filters First: Narrow before searching
2. Specific Queries: More precise terms
3. Save Searches: Reuse common queries
4. Learn Operators: Master advanced search
5. Index Regularly: Keep search current

Performance Tips¶

1. Batch Operations: Process groups together
2. Off-Peak uploads: Large batches overnight
3. Regular Maintenance: Clean failed items
4. Monitor Storage: Check disk usage
5. Optimize Views: Use appropriate display mode

Troubleshooting¶

Documents Not Appearing¶

• Check filters aren't hiding documents
• Verify processing completed
• Refresh page/clear cache
• Check user permissions
• Look in all groups

Search Not Working¶

• Ensure documents are indexed
• Check search syntax
• Try simpler queries
• Clear filters first
• Rebuild search index

Performance Issues¶

• Reduce items per page
• Use list view for speed
• Clear browser cache
• Check network speed
• Report to administrator

Next Steps¶

• Document Groups - Organizing collections
• Search Guide - Advanced search techniques
• Uploading - Adding new documents
• Supported Formats - File type details