Overview, history, and trash in the document archive

Table of contents

• 1. How to access the menu options in the document archive
• 2. Documents overview – View the entire folder structure at once
• 3. Latest documents – View recently added files
• 4. Changes – See who uploaded or removed files
• 5. Read documents – View document reading history
• 6. Trash – Delete and restore documents

1. How to access the menu options in the document archive

All views covered in this guide are accessed from the same menu:

1. Click Documents > All documents in the left menu.
2. Click the three dots icon (···) in the upper right corner of the view and select the desired option from the list.

2. Documents overview – View the entire folder structure at once

Documents overview provides a consolidated structure of all folders, subfolders, and files in Boardeaser. This is particularly useful when your organization has an extensive document collection and you want to quickly see which folder contains a specific file.

1. Click the three dots icon (···) and select Documents overview.

2. In the documents overview, you can expand and collapse folders by clicking on them, and open documents just as you do in the regular All documents view.

3. Latest documents – View recently added files

In the default view, folders are listed first, followed by documents in alphabetical order. If you want to quickly see what has been recently added to the archive instead, select Latest documents:

1. Click the three dots icon (···) and select Latest documents.

2. All documents are displayed chronologically by default, sorted by the most recent upload date. You can also sort the list according to your preferences.

4. Changes – See who uploaded or removed files

Through Changes, you get a traceable log showing which users have uploaded or removed documents in the document archive:

Required permission: This view can only be accessed by users with the Administrator role in the organization.

1. Click the three dots icon (···) in the upper right corner and select Changes.

2. In this view, every change is listed with the date and the user who performed the action.

5. Read documents – View document reading history

After reviewing a document, users can mark it as read.

1. Click the three dots icon (···) in the upper right corner and select Read documents.

2. The grid shows which members in the organization have read each document. A green dot below a user's avatar indicates that the document has been marked as read.

6. Trash – Delete and restore documents

When you delete files in Boardeaser's document archive, they are not removed immediately. Instead, they are moved to the Trash, where they remain for 90 days before being permanently deleted.

Good to know about the trash:

• Required permission: You need the Administrator role in the organization to delete documents and restore them from the trash.
• Retention period (90 days): Deleted documents can be restored within 90 days of being moved to the trash. After 90 days, they are automatically deleted permanently.

Delete a document

1. Go to Documents > All documents, click the three dots icon (···) to the right of the document you want to remove, and select Move to trashbin.

2. Confirm the deletion in the dialog box that appears. The document is now moved to the trash.

Find and restore documents from the trash

1. Go to Documents > All documents, click the three dots icon (···) in the upper right corner, and select Trash.

2. Locate the file in the list, click the three dots icon (···) to the right of the document, and select Restore.